How integrations work
Mod AI is designed to complement your ERP, not replace it. Your ERP stays the system of record for vendor master data, chart of accounts, and approved transactions. Mod AI pulls that data in, layers AI-powered automation on top of invoice processing, and pushes approved documents back.
How to think about your integration
Three principles cover most questions about what an integration does and does not do.
Your ERP is the source of truth for operational master data. Vendors, chart of accounts, items, dimension values, purchase orders, and receipts originate in your ERP and sync into Mod AI. Employee records are managed in Mod AI because they control platform approvals and user access.
Mod AI owns the invoice workflow. Once an invoice arrives, Mod AI runs the full lifecycle: extraction, validation, approvals, and the audit log. The platform is designed to handle the messy, exception-heavy work of getting invoices ready for posting.
Approved invoices and credits flow back to your ERP. When an invoice clears approval, Mod AI posts it to your ERP automatically. From there, the ERP handles payment scheduling, GL posting, and reconciliation as it always has.
What flows from your ERP into Mod AI
Every integration syncs the same set of master data on a regular schedule. The exact frequency depends on your integration; most refresh several times per day.
| Data | Used for |
|---|---|
| Vendors | Vendor matching, payment routing, banking validation. |
| Chart of accounts | GL coding suggestions on invoice line items. |
| Dimension values | Coding context (cost center, department, project, location). |
| Purchase orders | PO matching and three-way matching. |
| Receipts | Three-way matching against received quantities. |
| Items | Item master pricing and matching, where your ERP maintains them. |
| Employee records | Managed in Mod AI for approval routing and user linking. |
Without this data, the agent has nothing to match against and validation rules have nothing to check.
What flows back from Mod AI to your ERP
After an invoice clears every required approval and any pre-export validation hooks, Mod AI posts it to your ERP. What posts depends on the ERP, but typically includes:
- The invoice header and line items.
- The GL account and dimension assignments your team finalized.
- The matched PO and receipt references.
- The approval audit trail (in ERPs that store it).
For approved vendor credits, the same flow applies. They post as credit memos against the relevant vendor account.
Sync frequency and triggers
Most integrations refresh master data on a schedule (a few times per day). Approved invoices post in near real time after final approval.
Some integrations expose a "sync now" trigger for situations where you have just added a new vendor or PO in your ERP and want it available in Mod AI immediately. The control sits in your entity settings.
What to verify after the integration is connected
When the integration is first connected (or after a major reconfiguration):
- Vendor count in Mod AI matches your ERP's active vendor list.
- Chart of accounts looks complete and the hierarchy is intact.
- Dimension types show up as separate tabs on the Fields page.
- A sample of POs and receipts is visible in the right entity.
- Employee records are present in Mod AI and link to user accounts where applicable. See Linking employees to users.
Where validation comes in
Some integrations include extra validation checks beyond the system rules. See Tenant validation for which integrations have additional checks and what they cover.