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Connect your ERP

Connecting your ERP to Mod AI is done with the Mod AI team. The work happens during onboarding and typically completes within a day for supported ERPs.

What to expect​

1. Talk to the Mod AI team​

Reach out via support@usemod.ai or your account manager. The team confirms which ERP you are on, which entity or entities to connect, and books a setup window.

2. Provide access​

The exact mechanism depends on your ERP, but it is one of:

  • Provide integration credentials.
  • Create a dedicated integration account with the right permissions.
  • Authorize a secure connection (OAuth, API key issuance, or whatever your ERP requires).

The team walks you through exactly what is needed for your specific ERP.

tip

Have an ERP admin available during the setup window. The setup process usually requires admin-level changes (creating an integration user, granting permissions, authorizing the connection) that only an ERP admin can make.

3. Initial sync​

Once the connection is live, the team kicks off the first data sync. This pulls in:

Initial syncs take longer than incremental ones. A large vendor master plus year-to-date POs can take an hour or more on first sync. The team monitors and lets you know when it is complete.

4. Verify the data in Mod AI​

After the initial sync, walk through the platform and confirm the data matches your ERP. A useful checklist:

  • Vendor count in Mod AI matches your ERP's active vendor count.
  • A sample vendor's contact info, payment terms, and addresses look right.
  • Chart of accounts shows the hierarchy you expect.
  • Dimension types appear on the Fields page as their own tabs (Cost Center, Department, Project, etc.).
  • A recent PO is visible in Purchase Orders with the right vendor and line items.
  • Employees you expect to use for approvals are present in People.

If anything looks off, raise it during the setup call so the team can adjust the mapping or fix the connector before you start running invoices through.

5. Set up email forwarding​

Once the integration is live, set up email forwarding so invoices start arriving automatically. This is the recommended intake method.

Permissions for the integration account​

The integration account needs read access to:

  • Vendor master.
  • Chart of accounts.
  • Dimension types and values.
  • Purchase orders.
  • Receipts.
  • Items (if your ERP maintains them).
  • Employees.

It also needs write access to:

  • Vendor invoices (the platform posts approved invoices back).
  • Vendor credits (for approved credit memos).

Most ERPs have a standard "AP integration" or "accounts payable user" role that covers this. The team confirms specifics during setup.

Common issues during setup​

Missing data after the initial sync​

A record might not sync if it is inactive or archived in your ERP. Reactivate the record in your ERP and the next sync picks it up. Inactive vendors stay inactive in Mod AI but are visible if you turn on the inactive filter.

Permission errors​

If a specific data type is missing, the integration account probably does not have access to that module. Talk to your ERP admin and the Mod AI team. Granting the missing permission resolves it.

Field mapping differences​

Some ERP fields do not map directly to Mod AI's standard fields. The team handles custom mappings during setup. If you notice a field that is not syncing the way you expect, flag it and the team can adjust.

A specific PO is missing​

Most often this is a permission issue or the PO is closed in your ERP. Less commonly, the PO type is one your integration is not configured to sync. Ask the team if you cannot find a specific document.

Reconnecting after credentials change​

If your ERP credentials rotate (most do periodically) or someone disables the integration account, the connection breaks. Mod AI surfaces the disconnection in entity settings as a red banner reading Integration disconnected at the top of the Integrations page, and the integration's status pill on the entity dashboard turns red.

To reconnect:

  1. Ask your ERP admin for fresh integration credentials (the exact format depends on your ERP).
  2. Click your avatar in the top-right corner of any page, then click Settings in the overlay menu.
  3. In the left-hand Settings nav, under the Company tier (the bottom group), click Integrations. The Integrations page loads.
  4. Locate the broken integration in the list (it has a red Disconnected status pill on the right of its row). Click the Reconnect button on the right side of the row. The Reconnect Integration dialog opens.
  5. Paste or type the new credentials into the fields requested by the dialog (the fields differ by ERP, such as API key, Account ID, OAuth token, or Username and password). Click the purple Connect button at the bottom-right of the dialog.
  6. A status indicator inside the dialog runs through Testing connection → Connected. When it shows Connected, click Close. The status pill on the integration row in the list turns green.

The next scheduled sync runs on the new credentials, typically within 15 minutes.

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