Automating ERP Processes: Where the Biggest Lever Is

automate ERP processes: Where the lever is the largest

ERP systems are the backbone of mid-sized businesses. SAP Business One, Microsoft Dynamics Navision (Business Central), Odoo, proALPHA, Sage – they manage finance, purchasing, warehouse, production and sales.

At the same time, they are the source of many manual routine activities: transfer data, create reports, check bookings, maintain master data.

This article shows which ERP processes can be automated especially well, how to prioritise and what to consider when implementing them.

Why ERP automation is often underestimated

Short: Short response: ERP systems such as SAP, Navision or Odoo bundle the central business processes – and at the same time are the source of many manual routine activities.

Short response: ERP systems such as SAP, Navision or Odoo bundle the central business processes – and at the same time are the source of many manual routine activities.

automating decision-makers around ERP processes: Where the lever is greatest cost computer: API development, solution: interface chaos, comparison: RPA vs. API integration as well as [system]

Most companies use their ERP system far below their possibilities. Functions that could automate are either unknown, unconfigured or have been switched off in the introduction phase for the quick go-live.

And around the ERP there are many manual bridges: Excel exports, which are manually inserted into other systems, email reports, which are manually assembled, data maintenance that happens in several systems in parallel.

The automation potential is therefore often not in the ERP itself, but rather in the ERP** interfaces with suppliers, customers, upstream and downstream systems and in the reports and workflows within the system.

Top 7-ERP Processes for Automation

**1. Invoicing processing **

One of the most common and rewarding automation cases. Input invoices come via e-mail, PDF or EDI – and are manually checked, recorded, released and booked.

Automation approach:

• OCR/AI-assisted extraction of invoice data (Kreditor, amount, date, positions)
• Automatic balance with order (3-way balance: order – receipt of goods – invoice)
• Automatic booking with agreement, escalation with deviation
• Release workflow with mobile notification

Tools: ERP-native (e.g. SAP Accounting Workflow), specialized solutions (Lexoffice, FastBill, DATEV connection) or AI-based document processing. .ROI: For 200+ invoices/month typically 50–70 % time saving, error reduction by 80–90 %.

**2. Dunning and receivable management **

Tracking open receivables manually, maintaining dunning levels and sending dunning letters costs time and is nevertheless made too late.

Automation approach:

• Automatic examination of overdue receivables daily or hourly
• Rule-based dunning step up after defined deadlines
• Automatic generation and dispatch of reminders (by email or post API)
• Escalation to specialists in critical cases or large customers

Integration: Directly in ERP (SAP Debitors, Navision Mahnwesen) or supplemented by automatization workflows.

ROI: Reduction of DSO (Days Sales Outstanding) by 20–35 % is realistic in well-implemented projects.

**3. Order release and disposition **

If stocks fall under defined minimum quantities, an order should be automatically triggered – sounds simple, but still runs manually in many factories.

Automation approach:

• Automatic monitoring of stocks against minimum quantities (in ERP or external)
• Rule-based ordering suggestions (quantity, supplier, price)
• Automatic order release under defined value (e.g. < 500 €) with logging
• Release workflow for orders above threshold

speciality: Odoo has native functions (reordering rules, automatic ordering) that many companies have not activated.

**4. Sales and controlling reports **

Monthly reports, which are manually assembled from ERP, BI tool and Excel, bind controlling capacities without added value.

Automation approach:

• Automatic data collection from ERP via API or database query at defined times
• Consolidation in BI-Tool (Power BI, Tableau, Metabase) or directly in Excel via Python/VBA
• Automatic mailing of the report to distributor
• Deviation alarm at defined threshold values (e.g. margin below x %)

**5. master data maintenance and data synchronization **

If the same company exists in the ERP, in the CRM and in the webshop as a dataset, all changes must be manually redrawn – or inconsistencies arise.

Automation approach:

• Master Data Management Concept: which system is the leading source?
• Bidirectional or unidirectional synchronization via API integration
• Automatic Dublette Testing for New Equipment
• Change protocol for compliance and audit

**6. Order confirmations and delivery status **

Customers ask by e-mail about the status of their order. Employees check in ERP and respond manually. This can be fully automated. .Automation approach:

• Automatic order confirmation when entering the ERP (e-mail with delivery date)
• Status notification at goods exit (tracking link)
• Self-Service Portal: Customers can request status themselves (webshop integration or dedicated portal)

7. Personnel time recording and wage pre-primary

Time recording data must be transferred to the payroll system at the end of the month – often manually or via Excel export.

Automation approach:

• API integration time recording → wage billing (e.g. DATEV, Lexware, Personio)
• Automatic overtime and absence evaluation
• Regular shift premiums and supplement calculations
• Release workflow with leadership approval

How to prioritize: The automation score

Not all processes can be automated simultaneously. Priority according to these four factors:

Factor	Review (1–5)
Volume (number of cases/month)	1 = very low, 5 = very high
Time effort per case	1 = minutes, 5 = hours
Error rate manual	1 = rare error, 5 = common
Standardizable	1 = many exceptions, 5 = fully controlled

**Automatization score = volume × time effort × error rate × standardizable **

High score = good candidate. Low score despite high effort: process has too many exceptions for meaningful automation.

ERP-native Automation vs. External Tools

Short: What ERP can do already: Many ERP systems have built-in automation functions that are not used: workflows, automatic bookings, batch jobs, notification rules.

What ERP can do already: Many ERP systems have built-in automation functions that are not used: workflows, automatic bookings, batch jobs, notification rules.

Before buying external tools always check what the ERP itself offers.

Especially Odoo has broad native automation functions (Automated Actions, Scheduled Actions, Workflows) that many companies use too little.

Where external automation helps:

• Connect systems that do not have native connectors
• More complex logic, which the ERP workflow tool cannot represent
• Integration with external systems (supplier portals, webshop, payment service providers)

Conclusion

Short: ERP processes automate is one of the most concrete ways to increase efficiency with measurable ROI and manageable projectcopes.

ERP processes automate is one of the most concrete ways to increase efficiency with measurable ROI and manageable projectcopes.

The key lies in the right prioritization: Not the most complex processes first, but the one with the highest volume and the highest standardisability.

Our team develops automation solutions around ERP systems – from interface development to individual process automation. Contact us if you have a specific process as starting point.

Frequently Asked Questions (FAQ)

Do we need to change the ERP system to be able to automate better?

Rare. Many processes can also be significantly automated with existing ERP systems – by better use of built-in functions and external integration.

An ERP exchange is a large-scale project and should not be driven by automation goals.

What about DATEV integration?

DATEV offers interfaces for many ERP systems (DATEV format, DATEV-Connect Online). Integration is feasible, but proprietary and maintenance-intensive. For many medium-sized companies, a tax advisor portal is the more practical alternative.

How does ERP automation become a planned ERP upgrade?

Caution: Automations that access ERP-internal structures directly (DB queries, internal APIs) can break during upgrade. Better: Use API-based integration that survives ERP upgrades, or introduce automation after upgrade.

Can AI improve ERP automation?

Yes, especially for input processing (document extraction), dunning (risk assessment) and disposition (intelligent order quantity optimization). AI agents can treat independent exceptions that classical RPA bots cannot cope with.

Technical sources and further links

Short: The following independent references complement the classification on the topics of this Article:

The following independent references complement the classification on the topics of this Article:

• Bitkom – Digital Economy Association
• BSI – Federal Office for Information Security
• European Commission – Digital Strategy
• MDN Web Docs (Mozilla)
• W3C – World Wide Web Consortium

"Mobile apps need not only UX but also clear offline and security concepts; otherwise, trust and acceptance in the area suffers."

— *Björn Groenewold, Managing Director, Groenewold IT Solutions *