OutlookERPCRMExcelSharePointOneDriveTeamsPower Automate

AI & Outlook Integration: automate your emails and business processes

Turn your emails into business process triggers. AI analyses incoming messages, reads attachments, extracts information and acts automatically in your tools.

Outlook + AI + ERP + CRM + Excel + SharePoint + your business tools

View use cases →
The problem

What if your emails processed themselves?

In many industrial SMEs, a significant portion of processes still starts with an email. A team member must open the email, understand the request, download the documents, identify the information and re-enter it into another application.

📄

A customer sends a quote request

📦

A supplier sends a PDF

🛒

A sales rep sends a new order

⚠️

A customer reports a quality issue

📐

An engineering team receives a technical dossier

🧾

An invoice arrives as an attachment

With an AI Outlook integration, the sequence becomes:

Email received
AI analysis
Data extraction
Decision
Action in your tools

We use Outlook as an entry point into your business processes.

Automatic analysis

Automatically analyse and understand your emails

Artificial intelligence analyses each incoming message and automatically determines:

  • The type of request (order, quote, complaint, invoice…)
  • The customer or supplier involved
  • The urgency level
  • The corresponding project or file
  • The key information to extract
  • The action to take
  • The employee or department involved
Smart classification

Automatically sort and prioritise emails

We set up intelligent classification according to your business rules, for your generic mailboxes: commercial@ adv@ commandes@ qualite@

Quote request
Forwarded to sales team
Customer order
Reference extraction → OA dept
Incident or complaint
Classification → Responsible party
Supplier invoice
Extraction and automatic archiving
Technical document
Linked to corresponding project
Attachments

Automatic analysis of Outlook attachments

A professional email often contains more information in its attachments than in the message itself. AI can automatically retrieve and analyse:

PDFExcel FilesWord DocumentsImagesInvoicesPurchase OrdersPrice RequestsSpecificationsTechnical DocumentsForms
Useful information is extracted and transformed into data usable by your other systems.
Concrete example

A customer sends an order by email

Customer: ABC Company

Ref: REF-4582 | Qty: 2,500 units

Requested date: 12 September

Attachment: purchase-order-4582.pdf

The automation:

1
Detect the new Outlook email
2
Identify it as a purchase order
3
Read the message and attachment
4
Extract customer, references, quantities and dates
5
Verify the information
6
Save the documents
7
Transmit data to your ERP
8
Notify the relevant team member

Your teams are involved only when human validation is genuinely required.

Connections

Connect Outlook to your information system

Outlook is more than just email. It is the entry point for many business processes. Solanys connects your emails to all your tools.

Outlook + ERP

Automate exchanges between your emails and your ERP. Information arriving by email is transmitted automatically with no re-entry.

1
Customer email
2
AI analysis
3
Reading the PDF or purchase order
4
Extraction of references, quantities, prices and lead times
5
Automatic checks
6
Creation or update in the ERP
7
Human validation if required
8
Confirmation to customer

Outlook + CRM

Important commercial information no longer stays locked in mailboxes. AI automatically identifies and records in your CRM:

New prospects
Contact details
Sales inquiries
Products of interest
Identified opportunities
Follow-ups to schedule
Meeting notes
Next actions

Outlook + Excel

Retrieve information received by email and automatically integrate it into your Excel files.

Email received
AI analysis
Extraction
Excel update
Report
Notification

Outlook + SharePoint / OneDrive / NAS

AI automatically determines the destination of each attachment based on:

The customer or supplier
The project number
The document type
The category
The destination folder
The standardised file name
Example: An email about project PRJ-2026-184 with three attachments → automatic project recognition → filing in the correct folder structure.
Automatic replies

Automate email replies with AI

AI can prepare responses tailored to the context based on the email content, conversation history, your procedures, response templates and information available in your CRM or ERP.

✏️

Draft for validation

The response is prepared by AI and submitted to a team member for review before sending. Ideal for complex or sensitive exchanges requiring a human check.

⚡

Automatic sending

When defined rules allow, the response is sent automatically. You retain control over the level of autonomy granted to the AI.

Use cases

Outlook + AI for industrial SMEs

Order admin & orders

Automatically analyse orders received by email and extract references, quantities, dates and customer information before transmitting to your ERP.

Quote requests

Identify new requests, analyse attachments and automatically create the corresponding sales file.

Purchasing & suppliers

Analyse supplier responses, retrieve prices and lead times and centralise the information needed by purchasing teams.

Quality

Automatically identify customer complaints, classify their criticality and route them to the responsible personnel.

Maintenance & after-sales

Convert a customer email into a service request containing equipment details, symptoms, contact information and urgency level.

Accounting

Automatically retrieve invoices and documents received by email and sort them into the corresponding folders.

Engineering

Analyse technical requests and automatically link emails and documents to the right project.

Sales team

Detect incoming requests and automatically populate your CRM with information extracted from emails.

Our positioning

From Copilot Outlook to full process automation

AI assistants built into Outlook help users summarise conversations or draft emails. Solanys addresses a different challenge:

Make Outlook communicate with your entire information system and automate your business processes.

The goal is not only to make Outlook smarter. We make the process that starts in Outlook smarter.

Outlook can be connected to:

ERPCRMExcelMicrosoft 365SharePointOneDriveTeamsNASDatabasesBusiness softwareAPIs & internal applications
Our approach

An integration tailored to your company

Every SME has its own processes. We start by understanding:

1

Incoming emails

What messages and documents arrive daily?

2

Manual operations

What do your team members currently do after receiving them?

3

Your business rules

How do they decide on the next action?

4

Your software

ERP, CRM, Excel, SharePoint, NAS or internal applications?

5

Validations

Which decisions must remain under human control?

Human control

AI + Outlook with human validation

Automating does not mean letting AI decide everything. For sensitive operations, we integrate control steps.

1
Email received
2
Automatic analysis
3
Data extraction
4
Action proposal
5
Team member validation
6
Execution in ERP
7
Archiving
You benefit from the gains of automation while retaining control over your critical processes.
Benefits

Why integrate AI with Outlook?

Integrating AI into your Outlook workflows reduces repetitive tasks related to email and document processing. Your teams can then:

Reduce manual data entry
Process requests faster
Limit oversights and missed follow-ups
Standardise processes
Improve traceability
Centralise information
Reduce copy-paste errors
Speed up customer responses
Dedicate more time to high-value tasks
Let's take action

Is your team still manually processing dozens of emails?

Show us your current process. We analyse the emails received, attachments, manual operations and software used.

We then identify the steps that can be automated with artificial intelligence.

FAQ

Frequently asked questions

Can AI really read and understand the content of my Outlook emails?↓
Yes. Artificial intelligence can analyse the content of an email, identify the subject of the request, recognise the customer or supplier involved, detect the urgency level and extract key information. It can also read and analyse attachments: PDFs, purchase orders, invoices, technical documents or Excel files.
Do I need to switch email clients to use AI with Outlook?↓
No. The AI integration connects to your existing Outlook environment via available Microsoft APIs. There is no need to change tools or migrate your data. Automation can analyse incoming emails in your existing mailboxes and act according to the rules you define.
How do I connect Outlook to our ERP with AI?↓
The connection between Outlook and your ERP depends on the interfaces available in your system (API, database, connectors, exports). We study your environment and develop the exchanges that automatically transmit information extracted from emails and documents to your ERP, according to your business rules.
Can customer email responses be automated?↓
Yes. AI can prepare responses tailored to the context of each email based on the message content, conversation history, your response templates and information available in your CRM or ERP. Depending on the desired level of autonomy, responses can be prepared as drafts for validation or sent automatically.
Can AI read and analyse PDF attachments in Outlook?↓
Yes. AI document technologies can automatically analyse attachments received by email: PDFs, purchase orders, invoices, quotes, specifications or technical documents. Useful information is extracted and transmitted to your business tools.
Where do I start to automate email processing in our SME?↓
The best starting point is to identify the generic mailboxes handled manually — sales@, orders@, contact@ — and the most frequent types of emails. We analyse with you the received messages, attachments, manual operations and software used, in order to identify automatable steps and start with a first concrete use case.