We design email integration with ERP/CRM from Outlook and Microsoft Graph, with explicit data ownership, deduplication, reconciliation and human approval before sensitive operations.
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Outlook retains the original message and attachment; the CRM owns identity, assignee and opportunity context; the ERP owns the fiscal customer, catalogue, tax and accounting documents. Before integration, we agree which system may create or change every object and field. The connector does not infer that ownership or maintain two silent masters.
An illustrative reference flow receives a Microsoft Graph notification for an Outlook message or attachment, queues the event and deduplicates its identifiers, resolves identity and ownership in the CRM, validates customer, SKU and tax in the ERP, then prepares a reviewable order, record or task. A person approves ambiguous matches and sensitive writes; the outcome, errors and decision remain in the connector log. This is a design pattern, not a customer case or outcome promise.
Figures, timings and accuracy levels on these cards are illustrative operating targets. We validate them with your data during the pilot; they are not achieved client results.
Classifies an authorised request or order, retains the link to the original message and extracts only agreed fields. It checks the CRM contact and owner and validates the ERP customer, product and tax before proposing a task, record or document; it never confirms an ambiguous operation by inference.
Email, domain, tax identifier and external references are match signals, not permission to merge. When several contacts, shared mailboxes or legal entities are possible, the flow presents candidates and differences for a person to assign, create or reject.
Extracts lines, quantities and tax data from authorised orders, invoices or delivery notes. It compares them with current masters and rules and separates extraction from the accounting act: the document remains a proposal until validation and the agreed human gate pass.
When a flow needs contracts or procedures, it queries only sites and libraries included in scope. We cite the file and version, recheck authorisation at retrieval and assume permission changes can take time to propagate.
Renews Graph subscriptions before expiry, handles lifecycle events and uses delta queries or a bounded resync to find missed changes. Duplicates and transient failures are absorbed; permanent failures move to a review queue with an alert.
The contract records the identifier, owning system, direction, transformation and permitted writer for each datum. Outlook retains message and attachment; the CRM will often own commercial identity, assignee and stage; the ERP owns fiscal customer, SKU, tax, stock and accounting documents. That is an example to confirm with each customer, not a universal rule.
We use delegated access when an authenticated person is present and the flow must act in their context; unattended jobs use application permissions with admin consent only when necessary. We apply least privilege and, where supported, Exchange Online Application RBAC for mailbox scope and Selected permissions for site scope. We test resources inside and outside the boundary and never assume permission changes propagate instantly.
An Outlook notification is a processing signal, not exactly-once delivery. We persist subscription and resource identifiers, renew before expiry, validate notifications, handle reauthorisation, removal and missed-notification events, and resume from delta where the resource supports it. If delta does not cover the case, we perform a bounded, documented reconciliation.
The receiver acknowledges promptly and queues work; the processor deduplicates on stable identifiers, version and operation key. For 429 responses it honours Retry-After, and for transient failures it applies exponential backoff with jitter. Exhausted attempts enter a dead-letter queue with context and an alert; a sensitive write is never replayed blindly, and the destination is reread before deciding.
We test with authorised mailboxes, sites and records: duplicates, malformed attachments, unknown tax, missing SKU, revoked permissions, expiry, 429 and ambiguous responses. Uncertain identities, merges, master-data changes and commercial, fiscal or accounting writes remain drafts until approval. The pilot defines promotion, rollback and reconciliation criteria.
A service principal does not magically inherit a user's MFA or device controls: we assess workload-identity Conditional Access supported by the tenant's licensing. Microsoft Graph activity logs require diagnostic destinations to be enabled, while the connector also keeps a correlated operation log. DLP does not automatically govern a custom app merely because it uses Graph; where required, we integrate and test Microsoft Purview APIs and enforce their responses in the application.
Documentation checked on 9 August 2026. Features, permissions and limits can change; before implementation, we compare them with the API version, plan and configuration available in your account.
Less time on documents, proposals, research, reporting and client management.
See sector page →Lead automation, viewings, documentation, incidents and multilingual communication.
See sector page →24/7 support, multilingual replies, request handling, upselling and review analysis.
See sector page →Quoting, sales support, forecasting, technical documentation and operational follow-up.
See sector page →Spanish cloud ERP widely adopted by SMBs, invoicing, expenses and reconciliation automation.
View integration →Mid-market CRM with broad APIs, a natural fit for sales agents and lead enrichment.
View integration →Enterprise CRM/ERP suite in the Microsoft ecosystem, native fit with 365 and Power Platform.
View integration →We must not assume so. Graph enforces resource authentication, authorisation and controls, but a custom application has to integrate supported Purview capabilities explicitly, submit the intended activity, interpret the response and block or review according to policy. We confirm licensing, policy, activities and behaviour through tests; without that integration, we do not present DLP as coverage for the agent.
We promise neither. Notifications can be duplicated, delayed or missed, and subscriptions expire. The flow therefore deduplicates, renews, handles lifecycle events and reconciles through delta or a bounded read. We agree a latency target only after measuring the tenant, volume, limits and destination systems.
With delegated permissions, the connector acts for an authenticated person and cannot exceed the combination of their rights and the app's delegated permissions. With application permissions, the service acts as its own identity without a user, so it needs admin consent and especially strict scope. We choose per flow, document scopes and test allowed and denied mailboxes and sites.
Only after authorised data demonstrates that identity, fields, rules, retries and rollback meet agreed criteria. The initial design leaves ambiguous matches, merges, master data and commercial, fiscal or accounting writes as drafts. Automation expands by operation and risk, never from a generic promise of autonomy.
We design for privacy from the start, human control, traceability, usage limits, permissioning and documentation. For sensitive processes, we help assess risk and applicable obligations under GDPR and the EU AI Act.
Every engagement is led personally by one of the partners. If there's a fit, you get a personal first read of your case within one business day, not a canned demo.
