Microsoft Teams and Outlook Integration

Your sales and service teams spend the working day in Outlook and Microsoft Teams. SAP Business One holds the answers they need — what this customer owes, what shipped last week, whether the quotation was ever followed up — but reaching them means leaving the mailbox, switching to the client, searching for the Business Partner, and losing the thread of the email they were halfway through answering. So they guess, or they ask the person who knows, or they reply without the number in front of them.

The same gap costs the business in other places. Approval requests raised by SAP Business One approval procedures sit in a queue nobody opens until Friday, so a sales order that breaches a discount rule waits three days for a decision that takes ten seconds. Email correspondence that agreed a price or a delivery date lives in one person's mailbox and never reaches the Business Partner's activity history, so when that person leaves, the context leaves with them. Quotation PDFs go out as untracked attachments with no record on the document that they were ever sent.

Microsoft Teams and Outlook Integration is a SAP Business One add-on that ECOSIRE builds to order. It surfaces the account context where the work already happens, files the correspondence back into SAP Business One as structured activity, and lets approvers act on native approval requests from a Teams card without opening the client.

What ECOSIRE builds

Account context in the Outlook reading pane

An Outlook panel resolves the sender's address against Contact Persons and Business Partner email fields and shows the matched account inline: current balance, credit limit, ageing buckets, open Sales Orders, unpaid A/R Invoices, recent Deliveries, and open Service Calls. Where an address matches more than one record, the panel offers the candidates rather than picking one silently. Where it matches none, the user can search and link the address, which writes the contact back so the next email resolves automatically.

Filing email as structured activity

One action files the message as a SAP Business One Activity linked to the Business Partner and, optionally, to a specific Sales Order, A/R Invoice or Sales Opportunity. Subject, body, sender, recipients and timestamp are stored on the Activity; attachments are written into the SAP Business One attachment folder and linked to the same record. The result is that the negotiation history sits on the account, not in a mailbox.

Creating records from the thread

From the same panel a user can raise a Sales Opportunity or a draft Sales Quotation pre-filled with the matched Business Partner, contact, ship-to address and price list. Drafts are created through the Service Layer using the standard object model, so they appear in the client exactly as if they had been keyed there and remain subject to your approval rules.

Approvals in Microsoft Teams

When SAP Business One approval procedures raise a request, the add-on posts an adaptive card to the approver in Teams showing the document, the originator, the rule that triggered the request, and the values being approved. Approve and reject write back through the Service Layer so the native approval stage advances exactly as it would in the client. There is no shadow approval state and no second source of truth — if the card is ignored, the request simply remains pending in SAP Business One.

Event-driven notifications

Teams messages are raised on the events you nominate: a Sales Order above a value threshold, an A/R Invoice passing its due date, stock falling below the minimum on an Item Warehouse record, a Service Call approaching its response commitment, or a new Sales Opportunity assigned to a user. Routing is configurable per event to a channel or a direct chat.

Search without leaving Teams

A message extension answers lookups typed into Teams: Business Partner balance and open documents, item stock by Warehouse, and document status by number. Results are scoped to what the calling user is permitted to see.

Identity and permissions

Each Microsoft 365 identity is mapped to a named SAP Business One user in a User-Defined Table. Every read and every write is executed under that mapped user through the Service Layer, so authorisations, data ownership and approval rights are enforced by SAP Business One itself. Nothing is returned to a card or a panel that the user could not open in the client.

Technology and compatibility

The add-on targets SAP Business One 10.0 on Microsoft SQL Server and on SAP HANA, on-premise or cloud-hosted. A middleware service brokers all traffic: the Service Layer (REST) is the primary path, with the DI API used for operations the Service Layer does not expose. Extensions to master data and documents are delivered as User-Defined Fields, the identity map and notification subscriptions as User-Defined Tables and a User-Defined Object. Deep links open the record in the SAP Business One Web Client or launch the Windows client on the matched document.

The Outlook add-in and the Teams app package are deployed into your own Microsoft 365 tenant by your own administrator. They are not distributed through a public marketplace, and ECOSIRE makes no claim of certification or partnership with any platform vendor.

Who this is for

Sales teams that quote and negotiate over email, service desks that need account context before replying, and management teams whose approval queue is the bottleneck in order processing. It fits sites where SAP Business One is already the system of record but only a minority of staff open the client every day.

How delivery works

There is no pre-built product to download and no trial tenant. Each deployment is built for one customer.

1. Scoping call. We agree which panels, notifications and approval types you need, which documents get filed as Activities, and how your Microsoft 365 identities map to SAP Business One users. 2. Fixed quote. A written scope and a fixed price, issued before any code is written. 3. Build. Typical lead time is two to four weeks from acceptance of the quote, depending on the number of notification types and document flows in scope. 4. Install in test. The middleware is installed against your test company database and the add-in and Teams package are sideloaded to a pilot group for real use. 5. Install in production. After sign-off, your administrator deploys the packages tenant-wide and we point the middleware at the production company database. 6. Support window. A defect-fix and support period runs from the production install date, with the duration stated in your quote.