AI for Accounting
Generate professional invoice emails with AI and standardize financial communication in Odoo. Save time and improve customer and partner communication quality.
Overview
AI Account module integrates artificial intelligence into the Odoo invoicing workflow, helping accountants and sales staff compose professional emails automatically.
No need to write emails from scratch every time you send an invoice—AI generates appropriate content based on invoice information and business context. If you want to place AI email inside a broader workflow, see daily AI usage and best practices and troubleshooting.
Key Features
Key points
• Auto-generate invoice emails - AI writes email content based on invoice data, customer info, and email templates
• Smart email editing - Improve writing style, grammar, and professionalism of existing emails
• Tone adjustment - Switch between professional and friendly tones
• Length control - Shorten or expand email content as needed
• Custom instructions - Enter specific requests like "polite payment reminder" or "thank you email"
• Time savings - Reduce repetitive email writing time, focus on more important work
• Consistent communication - Ensure emails are always professional and complete
Target Users
Key points
• Accountants - Send sales invoices, purchase bills, payment reminders
• Sales staff - Send invoices to customers, track payments
• Finance managers - Oversee invoicing process, ensure communication quality
• Administrative staff - Process purchase bills, vendor payments
How to Use
Steps
1. Open a posted invoice (sales or purchase) in Odoo
2. Click "Send" or "Send & Print" button on the invoice
3. Select "Email" as the sending method in the wizard
4. Click the AI icon in the "Body" field
5. Choose an action: "Generate with AI" for new content, or "Rewrite", "Improve", "Make it shorter", "Make it longer", "Professional tone", "Friendly tone"
6. Or enter custom instructions like "Write a polite payment reminder email"
7. Review the AI-generated content, edit if needed
8. Check recipients, subject, and attachments
9. Click "Send & Print" to send the email
Scenario 1: Send invoice to new customer
Create professional email with complete information about payment terms and contact details for first-time customers.
AI instruction: "Write professional email for new customer, explain payment terms"
Scenario 2: Remind overdue payment
Compose polite reminder email without being pushy, mention amount and due date, offer to help if there are issues.
AI instruction: "Write polite payment reminder for invoice overdue by 15 days"
Scenario 3: Confirm purchase bill with vendor
Send confirmation email for purchase bill, payment information, and expected timeline.
AI instruction: "Write email confirming purchase bill with vendor"
Scenario 4: Thank customer for payment
Create sincere thank you email when customer pays on time, strengthen relationship.
AI instruction: "Write thank you email for customer who paid on time"
Scenario 5: Send invoice to VIP customer
Compose especially polite and professional email for important customers.
AI instruction: "VIP customer, need to be especially polite and professional"
Important Terminology
Key points
• Generate with AI - Create completely new email content based on invoice information and your instructions
• Rewrite - Completely rewrite existing email content with new phrasing
• Improve - Enhance writing style, grammar, and professionalism of the email
• Professional tone - Convert email to formal tone suitable for business communication
• Friendly tone - Convert email to more casual, warm tone
• Body - Main content section of the email where the AI widget appears
• Email Template - Pre-built email template in Odoo that can be used as foundation for AI improvement
Tips for Effective Use
Key points
• Write clear and specific instructions - "Write polite payment reminder for invoice overdue by 15 days" is better than "Write email"
• Use email templates as foundation - Select appropriate template first, let AI improve the content
• Provide context to AI - "VIP customer, need to be especially polite" or "Strategic partner, need friendly tone"
• Always review email before sending - AI is smart but not perfect, check numbers and dates
• Verify recipients and attachments - Ensure correct recipients and complete invoice files
• Try "Regenerate" if not satisfied - AI can create multiple different versions
• Save good emails as templates - Note effective instructions for reuse
• Share with colleagues - Share effective instructions and email templates within team
System Requirements
Key points
• AI module installed and configured in Odoo
• API key from OpenAI or Google set up
• Account (Accounting) module installed
• Stable internet connection for AI API calls
• Access permission to invoice sending function in Odoo
Troubleshooting: AI widget does not appear
Key points
• Check AI module is installed: Settings → Apps → search "AI"
• Ensure "Email" is selected in sending methods
• Restart Odoo if needed
• Contact administrator to check configuration
Troubleshooting: AI does not generate content
Key points
• Check API key: Settings → General Settings → AI
• Check internet connection
• View error logs in Odoo for details
• Try again after a few minutes (may be API limit)
• Contact administrator if error persists
Troubleshooting: AI content is not appropriate
Key points
• Write more specific and clear instructions
• Select appropriate email template before using AI
• Try "Regenerate" to create different result
• Manually edit inappropriate parts
Troubleshooting: Email has font or formatting errors
Key points
• Clear formatting and let AI regenerate from scratch
• Use plain text mode
• Manually edit HTML if necessary
Frequently Asked Questions
Key points
• Can AI write emails in Vietnamese? - Yes, just enter instructions in Vietnamese, for example: "Viết email bằng tiếng Việt nhắc nhở thanh toán"
• Is invoice data sent to OpenAI/Google? - Yes, so AI can generate content appropriate to invoice information. Please check the AI provider's privacy policy
• Can I disable AI for some invoices? - Yes, simply don't use the AI widget and write emails manually as usual
• Does AI automatically send emails? - No, AI only generates content. You must review and click "Send" button to send the email
• Is there a limit on AI usage? - Depends on your API plan with OpenAI or Google. Contact administrator for limits
• Can AI create emails for multiple invoices at once? - Currently AI works on individual invoices when you send them
Business Benefits
Key points
• Save 70% of time composing invoice emails for accounting and sales
• Improve customer communication quality, increase on-time payment rate
• Reduce errors in emails thanks to AI-checked and optimized content
• Standardize financial communication process across the company
• Increase work productivity, allow staff to focus on more important tasks
• Easily scale invoice sending without increasing headcount