Explanation
ERP integrations: the basics
How FlowEngine transfers approved document data to ERP and accounting systems, which terms matter and what is possible inbound and outbound.
Last reviewed October 30, 2026 · Version 2026.10
FlowEngine recognizes the data of your documents, has it reviewed and approved and then transfers the approved data to your ERP, accounting or another target system. This article explains how this transfer is structured and which terms you need for the setup.
What an ERP integration in FlowEngine is#
An ERP integration connects FlowEngine with a target system, for example SAP S/4HANA, Odoo or your own interface. It defines which documents are transferred, when this happens and what the data looks like in the target system.
FlowEngine transfers data from FlowEngine to the target system. The integrations do not read data back from an ERP system, such as suppliers, orders or postings.
The five stages up to the target system#
Document intake
Documents reach FlowEngine through upload, the mobile app, email intake or the document interface.
Limitation: Processing and approval
FlowEngine recognizes the data. A person reviews and approves it, or automatic approval applies if your company has switched it on. Automatic approval does not consider the intake channel: documents that arrive from outside through an intake address can also be approved and transferred without review by a person.
Preparing the transfer
Every active integration whose trigger and document types match creates a transfer for the document. It uses the most recently published version of the mapping.
Outbound transfer
FlowEngine checks the connection and sends the data to the target system or writes it to a file.
Confirmation and error handling
The result appears in the integration's history. For temporary errors FlowEngine retries the transfer automatically; if the outcome is unclear, it waits for your review.
Document processing does not wait for the target system. If it is unreachable, documents are still recognized and approved; the transfer follows as soon as the target system responds again.
Terms#
| Term | Meaning |
|---|---|
| Connector | the building block built into FlowEngine for a particular target system, such as SAP S/4HANA, Odoo, DATEV, REST API or CSV. The interface calls it Target system. |
| Connection | address and credentials of a specific target system, such as "SAP production". One connection can serve several integrations. File exports need no connection. |
| Integration | the rule for which documents go to which target system and when. It belongs to exactly one operation of a connector. |
| Operation | the specific action in the target system, such as "Create supplier invoice". The interface calls it What should be transferred? or Operation. |
| Mapping | defines which FlowEngine field goes into which target field, with rules such as fixed values or lookup tables |
| Trigger | when documents are transferred: Manual only, After approval or, for file exports only, After recognition |
| Transfer (execution) | a single transfer for one document or a batch export, with status and attempts in the History |
Inbound and outbound#
| Direction | What FlowEngine can do today |
|---|---|
| Inbound: documents come to FlowEngine | upload in the browser and in the mobile app, email intake and the document interface. Documents are not fetched from an ERP system. |
| Outbound: data leaves FlowEngine | integrations with SAP S/4HANA, Odoo, REST APIs and OData services, plus file exports for DATEV, CSV, Excel and JSON |
Credentials for the document interface are currently set up by your FlowEngine contact; there is no management in the interface yet.
Who sets up integrations#
- Only administrators set up integrations and connections, under Settings → Integrations.
- SAP S/4HANA, Odoo and DATEV must first be enabled for your company by your FlowEngine operator. Without this, they appear with the note Not enabled for your company.
- Anyone who may edit a document sees the Send to ERP button in its detail view. It is only active for approved documents. After a transfer, the document shows the target system's ERP reference.