Who this is for. Whoever prepares a tenant for AP Helpdesk, usually with Auditoria during implementation.
AP Helpdesk answers mail from data that already exists. Most of what follows is about making sure that data and the connections to it are in place before the agent starts reading a mailbox.
Connections
Table 1. Required connections.
What |
Requirement |
|---|---|
System of record |
A connected finance system. Auditoria supports Workday, NetSuite, Sage Intacct, Coupa, Oracle ERP, and Oracle Fusion, along with file-based and combined sources. Which one applies is set during implementation. |
Mailbox |
A shared accounts payable mailbox the agent can monitor. Gmail and Microsoft 365 are supported. |
Both connectors must be configured and tested before the agent can process anything: one supplies the answers, the other supplies the questions.
Data readiness
Sender classification resolves against your contact data, so the quality of that data decides how much the agent can answer automatically.
Vendor records should be current in the system of record. A vendor whose record has not synced cannot be recognized.
Supplier contacts should be complete. A vendor with no contact email is classified as an unknown sender, and the agent replies without supplier detail.
Employee contacts should be configured for anyone internal who writes to the mailbox, so their mail is not treated as external.
Where contact data is thin, relaxed matching can qualify senders by domain instead. It widens what the agent will act on, so decide it deliberately rather than as a default.
Users and access
Users must be provisioned with an AP Helpdesk role before they can work the queue, and they need access in the connected system to the records they are expected to read. Roles are described in Roles and Access.
Mailbox hygiene
Use a mailbox dedicated to accounts payable. The agent classifies everything that arrives, so unrelated correspondence produces messages with no detected intent, and inflates the counts on the dashboard without representing AP work.
Configuration
Once the connections are in place, the agent is configured through the setup steps described in Configuration Workflow: the connection, the settings that turn AP Helpdesk on, the intents and outcomes it acts on, and the templates it replies with.