How to Prepare Your ERP for AI Agent Implementation

The Preparation Question 

AI agents require ERP access to read data and write outcomes. Understanding preparation requirements prevents implementation delays and ensures smooth integration. 

Most modern ERPs are ready. Some require minor preparation. A few need significant work. 

Technical Requirements 

API Access 

What's needed: 

• REST API or similar modern interface 

• Authentication capability (OAuth preferred) 

• Read access to exception data 

• Write access for outcomes and notes 

Standard ERPs ready: 

• Acumatica: Comprehensive REST API 

• NetSuite: SuiteTalk REST/SOAP APIs 

• Dynamics 365: Web API (OData) 

• SAP Business One: Service Layer 

• Sage Intacct: Web Services API 

Custom or legacy ERPs: May require API development or database direct access (less preferred) 

Data Access Permissions 

Read permissions required: 

• Customer master data 

• Invoice/transaction data 

• Payment history 

• Account status and balances 

• Contact information 

• Notes and activity history 

Write permissions required: 

• Activity logging (calls, emails) 

• Notes and comments 

• Status updates 

• Task creation 

• Payment commitments 

Data Quality Requirements 

Critical Data Elements 

Customer contact information: 

• Phone numbers (valid format) 

• Email addresses (clean, deliverable) 

• Contact names (decision makers) 

• Preferred communication method 

Quality check: 80%+ of accounts have valid phone/email 

Transaction data: 

• Invoice numbers 

• Amounts and dates 

• Due dates 

• Current balance 

• Payment terms 

Quality check: Complete and accurate for all open items 

Common Data Issues 

Issue 1: Missing Contact Information 

Symptom: 30-40% of accounts lack phone numbers 

Impact: AI cannot contact these accounts 

Solution: Data cleanup project before implementation. Target: 80%+ coverage. 

Timeline: 2-4 weeks 

Cost: $0 (internal) to $3,000 (consultant assistance) 

Issue 2: Duplicate Records 

Symptom: Same customer appears multiple times 

Impact: AI may contact wrong account or miss communications 

Solution: Data deduplication exercise 

Timeline: 1-3 weeks 

Cost: $0-$5,000 depending on volume 

Issue 3: Stale or Incorrect Data 

Symptom: Phone numbers disconnected, emails bouncing 

Impact: Failed contact attempts, poor success rates 

Solution: Ongoing data validation process 

Timeline: Continuous improvement 

Cost: Included in oversight time 

Process Documentation 

Current State Documentation 

Required documentation: 

• How exceptions are currently identified 

• Who handles each exception type 

• Decision criteria for actions 

• Escalation rules 

• Standard communication templates 

Purpose: Translates human knowledge into AI rules 

Timeline: 2-3 workshops, 6-8 hours total 

Cost: Included in implementation 

Decision Rules 

Must document: 

• When to call vs email 

• Payment plan criteria and limits 

• Dispute handling approach 

• VIP account identification 

• Escalation triggers 

Format: Decision trees or if-then rules 

Example: 

IF account balance > $10,000 AND overdue > 45 days 

  THEN call before email 

IF customer is VIP 

  THEN escalate to controller (no AI contact) 

IF customer reports dispute 

  THEN escalate to AR manager with dispute details 

Technical Assessment 

Pre-Implementation Checklist 

1. API Availability 

• [ ] REST API exists and documented 

• [ ] OAuth or API key authentication available 

• [ ] Test environment accessible 

• [ ] Rate limits understood (calls per hour) 

2. Data Quality 

• [ ] 80%+ accounts have valid contact info 

• [ ] Customer data reasonably clean 

• [ ] Transaction data accurate and complete 

• [ ] No major duplicate record issues 

3. Security and Permissions 

• [ ] Service account can be created 

• [ ] Read/write permissions can be granted 

• [ ] Security team approves external integration 

• [ ] Data privacy requirements understood 

4. IT Resource Availability 

• [ ] IT liaison identified (5-10 hours during implementation) 

• [ ] Access to test environment provided 

• [ ] Production credentials can be obtained 

• [ ] IT team available for troubleshooting 

Standard ERP Configurations 

Acumatica 

Typical readiness: 90%+ implementations require no additional preparation 

API capabilities: 

• Comprehensive REST API (Contract-Based) 

• OAuth 2.0 authentication 

• Custom fields easily added 

• Webhooks for real-time updates 

Common additions: 

• Custom fields for AI interaction tracking 

• Workflow for AI-created tasks 

• Custom inquiry for AI dashboard 

Timeline: 1-2 days configuration  

Cost: Included in implementation 

NetSuite 

Typical readiness: 85% implementations ready, 15% need minor work 

API capabilities: 

• SuiteTalk REST and SOAP APIs 

• Token-based authentication 

• Scripting for custom logic 

• Saved searches for data access 

Common needs: 

• Custom fields for AI outcomes 

• Saved searches for exception identification 

• Script deployment for specific workflows 

Timeline: 2-4 days configuration  

Cost: Included in implementation 

Dynamics 365 

Typical readiness: 85% implementations ready 

API capabilities: 

• Web API (OData) 

• Azure AD authentication 

• Custom entities supported 

• Business rules platform 

Common additions: 

• Custom fields/entities 

• Security roles for service account 

• Business rules for AI workflows 

Timeline: 2-3 days configuration  

Cost: Included in implementation 

Custom or Legacy ERP Preparation 

Assessment Questions 

1. Does an API exist? 

• Yes, documented: Standard implementation ($0 additional) 

• Yes, undocumented: Testing required ($2K-$5K) 

• No: API development needed ($15K-$40K) or database access alternative 

2. Can API access customer and transaction data? 

• All data: Ready 

• Partial data: Custom development ($5K-$15K) 

• Limited access: May require database direct access 

3. Can API write outcomes back? 

• Yes: Ready 

• No: Custom development or manual outcome entry 

Database Direct Access Alternative 

When API insufficient: Direct database access possible but not preferred 

Requirements: 

• Read-only replica or reporting database 

• ODBC/JDBC connectivity 

• Documented table schema 

• Write-back via flat file import or similar 

Considerations: 

• Less real-time than API 

• More brittle (schema changes break integration) 

• Security concerns (broader access) 

• Additional development cost ($10K-$25K) 

Timeline and Cost 

Standard ERP (Acumatica, NetSuite, Dynamics) 

Preparation timeline: 1-2 weeks Preparation cost: $0-$5,000 (minor data cleanup if needed) Implementation timeline: 8-12 weeks total Total cost: $35,000-$45,000 including preparation 

Custom ERP with Good API 

Preparation timeline: 2-4 weeks Preparation cost: $5,000-$15,000 (API testing, custom development) Implementation timeline: 10-14 weeks total Total cost: $40,000-$60,000 

Custom ERP with Limited/No API 

Preparation timeline: 6-12 weeks Preparation cost: $15,000-$40,000 (API development or database access) Implementation timeline: 14-20 weeks total Total cost: $50,000-$85,000 

Alternative: Consider ERP upgrade before AI implementation 

The Reality 

Most modern ERPs (Acumatica, NetSuite, Dynamics) require minimal preparation. API access exists, data quality is acceptable, minor configuration only. 

Custom or legacy ERPs may need 2-12 weeks preparation including API development, data cleanup, or alternative integration approaches. 

Pre-implementation assessment identifies requirements early. Budget and timeline adjust based on findings. 

Standard ERPs: 1-2 weeks, $0-$5K preparation. Custom ERPs: 2-12 weeks, $5K-$40K preparation. 

About the Author: This content is published by ERP AI Agent. 

Published: January 2025 | Reading Time: 7 minutes