Vendor Management
- Vendor registration & onboarding via email
- Profile updates & master-data validation
- Authorization checks against ERP vendor master
- No portal or login required
Swipe to see more →
Intelligent Procurement Control Layer
Finance Should Prevent Problems.
Not Fix Them.
MailBridge turns email — the channel vendors already use — into a structured, intelligent gateway for ERP data entry. Every vendor transaction arrives validated, complete, and ready to post, without asking anyone to change the way they work.
MailBridge doesn’t replace your ERP. It protects it — by controlling what goes in.
Swipe to see more →
The CFO problem
Finance is accountable for control — but blind at the point of intake
Finance owns control, compliance, and accuracy, yet has no visibility where transactions actually begin. Every gap at intake becomes a direct ERP data-quality problem downstream.
Are your vendors truly registered — or just onboarded?
“Vendors get approved with missing documents. Legal attributes are incomplete. We only find out during audit.”
Incomplete registration and missing legal attributes mean the vendor master is never truly clean.
Why would a vendor key in data they’ve already generated?
“Suppliers have their own ERP. Asking them to re-enter quotes into our portal or Excel creates friction — and silence.”
Double-entry drives non-response. No deadline alerts, no visibility on who hasn’t submitted.
Why is Finance the last to know?
“Invoices arrive incomplete. We reconcile manually. Controls kick in after the damage is done.”
Missing POs and GRs mean controls are applied far too late to matter.
Where control breaks
The breakdown happens before ERP — at the intake layer
01 · Vendor Management
Registered, not verified
- Vendors registered without complete supporting documents
- Tax IDs, licenses, and bank details submitted only partially
- No checklist enforcement — approvals happen despite gaps
Result: the vendor master is dirty from day one, and Finance inherits the compliance risk.
02 · Sourcing & Quotation
Friction, then silence
- RFQs sent by email with no structured response format
- Suppliers re-key data already generated in their own ERP
- No automated reminders — non-responses go unnoticed
Result: procurement decides with incomplete market data and no audit trail.
03 · Vendor Invoice
Reactive by the time it’s seen
- Invoices arrive without PO reference or GR confirmation
- Supporting documents missing or attached inconsistently
- AP teams manually chase, reconcile, and re-enter into ERP
Result: by the time errors surface in ERP, rework and delays are already locked in.
The simplest idea in enterprise procurement
The problem was never the email. It was what happened next.
We kept asking vendors to change
Every eProcurement system shipped with a portal, logins, and training. Some vendors complied. Many didn’t — and their data still arrived by email, uncontrolled.
MailBridge asks nothing of vendors
Vendors keep sending email. MailBridge receives it, reads it, validates it, and decides what happens next. No portal, no onboarding, no behavior change on their side.
Finally, Finance gets what it needs
Clean data, complete documents, matched transactions — enforced quietly at the point of submission, before anything reaches ERP.
The pipeline
From inbox to ERP, controlled end to end
1
Email Received
Vendors email quotes, invoices, and documents exactly as they always have.
2
AI Extraction
A hybrid regex + AI engine parses PDFs, scans, and Excel into structured fields.
3
Completeness Check
Missing GRs, tax docs, or attributes flag the submission before it proceeds.
4
3-Way Match
PO ↔ GR ↔ Invoice reconciled automatically — before ERP entry, not after.
5
Post to ERP
Only clean, matched, ERP-ready data is posted to SAP — every time.
Scope of control
One control layer. Three critical functions.
MailBridge governs the full vendor transaction lifecycle — from registration to payment — through a single unified gateway. Zero vendor onboarding required.
Registration → Authorization
Vendor Management
- Vendor registration & onboarding via email
- Profile updates & master-data validation
- Authorization checks against ERP vendor master
- No portal or login required
RFQ → Award
Sourcing & Procurement
- RFQ and quotation intake & processing
- Bidding management & bid evaluation
- Tender invitation & response capture
- Vendor communication automated throughout
Capture → ERP Posting
Invoice Management (VIM)
- Invoice capture & data extraction
- 3-way matching: PO ↔ GR ↔ Invoice
- Completeness & compliance validation
- Approval routing & ERP posting readiness
Sourcing & Procurement
- RFQ and quotation intake & processing
- Bidding management & bid evaluation
- Tender invitation & response capture
- Vendor communication automated throughout
Swipe to see more →
Invoice Management (VIM)
- Invoice capture & data extraction
- 3-way matching: PO ↔ GR ↔ Invoice
- Completeness & compliance validation
- Approval routing & ERP posting readiness
Swipe to see more →
The difference
Not another portal. A control layer.
Manual Email
Traditional Portal
MailBridge
Vendor Interface
Email inbox
New portal login
Their own email
Data Entry
Manual keying
Vendor self-service
Automated extraction
Control Timing
After posting
At submission
Before posting
Vendor Adoption
High (familiar)
Low (friction)
Zero change
Go-Live Time
3–6 months
Weeks, not months
Governance & auditability
Audit-ready by design, not by effort
Full transaction traceability
Every submission, validation step, and decision is recorded with a complete trail from intake to ERP posting.
Time-stamped validation
All checks and automated decisions are logged with precise timestamps — an unambiguous record of every action.
User action logging
Every manual intervention, approval, and override is captured — ensuring accountability across all stakeholders.
Implementation & integration
Operational in weeks — not months
No heavy integration cycles, no vendor-side dependency. MailBridge is live before traditional solutions finish scoping.
WEEK 01
ERP API Connection
Connects via existing ERP APIs — no custom middleware required.
WEEK 02
Email Intake
Vendor email routing configured to MailBridge — no vendor-side changes.
WEEK 03
Validation Rules
PO-matching thresholds and document requirements defined.
WEEK 04
Go Live
Fully operational — monitoring the first live postings.
Vendor adoption advantage
Higher adoption means stronger control
Because vendors never change how they work, participation is near-universal — and control is only as strong as adoption allows.
Less manual effort
AP teams stop chasing documents and re-keying data — extraction and matching happen automatically.
Faster processing
Validated transactions move straight to ERP, cutting the delay between receipt and posting.
Fewer errors
Completeness and 3-way match checks catch mismatches before they ever reach the ledger.
Near-universal adoption
Vendors keep using email, so participation isn’t a barrier — and control extends across every supplier.
No vendor behavior change.
No portal. No training.
Prevent, don’t fixWeeks to go-liveNative SAP posting
Request a Demo