AR Email Configuration
Overview
Section titled “Overview”The AR Email channel creates outbound sales invoices by email. Send a sales invoice PDF (or supported file) to a dedicated mailbox; Tapr polls the inbox, extracts the attachment, and creates a Sales Invoice in Out Docs.
This is AR intake into Out Docs — not the PEPPOL send step. After the invoice appears, review it and Send to Customer as usual.
For all outbound creation options, see Creating & Sending Sales Invoices.
When to use
Section titled “When to use”- Teams already email PDFs from billing or desktop tools
- Volume similar to Upload Invoice (roughly 5–20 per month)
- Same AI extraction path as upload, without opening Invoice Manager for each file
Prerequisites
Section titled “Prerequisites”- AR Email enabled in Tapr Settings (below)
- AI provider with your own API key (BYOK) for plain PDFs and images — same requirement as Out Docs upload. Structured e-invoices with embedded XML can extract without AI.
- Legal entity and PEPPOL setup ready before you send extracted invoices
Configure AI under Tapr Settings → AI & Extraction. See AI Provider Comparison.
Configuration steps
Section titled “Configuration steps”1. Enable AR Email
Section titled “1. Enable AR Email”- Open Tapr Settings in the Frappe desk (see Tapr Settings Overview)
- Open the AR Settings tab
- Check Enable AR Email
AR Settings: enable the mailbox, note the assigned address, set the password.
2. Server settings
Section titled “2. Server settings”The system provides pre-configured, read-only server parameters:
| Field | Value | Purpose |
|---|---|---|
| IMAP Server | mail.tapr.ch | Tapr managed mail server |
| IMAP Port | 143 | Standard IMAP port |
| Use STARTTLS | Yes | Encrypted connection |
3. Account settings
Section titled “3. Account settings”| Field | Purpose |
|---|---|
| Username/Email | Your AR email address (assigned by Tapr) |
| New Password | Update credentials as needed |
| IMAP Folder | Folder to monitor |
| Process all emails | Reprocess more than unread mail if needed |
4. Update password
Section titled “4. Update password”- Enter the new password in New Password
- Click Update AR Password
- Credentials are stored securely for IMAP access
5. Test the connection
Section titled “5. Test the connection”Use Test AR Email Connection to validate login. Optionally run Fetch AR emails now or View AR Mailbox.
How processing works
Section titled “How processing works”- A user emails the AR address with a sales invoice attachment
- The scheduler (or Fetch AR emails now) opens the AR mailbox
- Each attachment is extracted — XML-first, then AI if needed
- A Sales Invoice is created with source channel Email
- Tapr tries to match the seller on the document to a Legal Entity
- Successful messages move to a success path; failures go to an error path
- Open Out Docs, review fields, set the PEPPOL receiver if needed, approve, and send
Day-to-day usage
Section titled “Day-to-day usage”- From any mail client, send a message to the AR Username/Email shown in Tapr Settings
- Attach the sales invoice file
- Wait for the poll interval, or ask an admin to click Fetch AR emails now
- In Invoice Manager → Out Docs, open the new invoice and complete the send workflow
Troubleshooting
Section titled “Troubleshooting”Connection failed: Verify password accuracy, confirm STARTTLS, and check mail server accessibility.
No invoices appear: Confirm AR Email is enabled, the message has an attachment, and fetch has run.
Extraction failed: Configure a BYOK AI key, try a cleaner PDF, or use a structured e-invoice (ZUGFeRD, Factur-X, UBL).
Wrong legal entity: Compare seller identifiers on the PDF with Legal Entity tax ID and PEPPOL registration.
Quota errors: Plan message limits — upgrade or wait for the next metering period.