📮 POSTGRID INTEGRATION FOR ERPNext

🧾 Auto-generate letters. 💳 Auto-mail vendor cheques. 🤖 Bulk mailing made easy.

1. Overview

The PostGrid Integration for ERPNext lets you send real-world postal letters and cheques directly from ERPNext — without downloading PDFs, exporting to other tools, or manually mailing anything. ✉️🏦

From inside ERPNext, your team can generate customer letters from Sales Invoices, vendor cheque payments from Purchase Invoices or Payment Entries, and manage everything through bulk tools and logs — all powered by PostGrid’s mailing infrastructure. 📬

This integration is ideal for businesses that still need physical documents (letters, cheques) but want the automation and control of ERPNext instead of manual printing and mailing.

2. What Problems Does It Solve?

Common operational and finance problems solved by automating letters and cheques with PostGrid:

• ⚠️ Manually printing and mailing customer letters — ✅ Letters printed and mailed automatically via PostGrid.
• ⚠️ Spending time preparing vendor cheques — ✅ Cheques auto-generated and mailed directly from ERPNext.
• ⚠️ Handling bulk mail-outs one by one — ✅ Bulk tools for mass letter/cheque creation and sending.
• ⚠️ No visibility into what was sent and what failed — ✅ Centralized PostGrid Log with status, errors, and retry options.
• ⚠️ Risk of editing payment entries after cheques are mailed — ✅ Payment Entries linked to PostGrid cheques are locked and protected.
• ⚠️ Inconsistent print formats and layouts — ✅ Controlled mapping of ERPNext print formats to PostGrid letter templates.

3. Key Benefits

• 🌟 End-to-end mailing automation
  💬 Generate and send letters and cheques directly from ERPNext — no exporting, printing, or envelopes.
• 🌟 Bulk operations for finance & operations teams
  💬 Handle dozens or hundreds of letters or vendor payments at once using bulk tools.
• 🌟 Clear status tracking and retries
  💬 Every letter/cheque has a log with success/failure status and a retry button if something goes wrong.
• 🌟 Stronger control over financial documents
  💬 Payment Entries tied to PostGrid cheques can be locked to prevent accidental changes after mailing.
• 🌟 Consistent layouts via print formats
  💬 Use ERPNext print formats as the source design for letters and cheque documents, managed centrally in configuration.
• 🌟 Designed to fit existing ERPNext workflows
  💬 Buttons live on familiar documents (Sales Invoice, Purchase Invoice, Payment Entry) so users don’t need to learn a new system.

4. Core Features

• ✔ Single-letter generation from Sales Invoice
  Send a physical letter for a specific Sales Invoice with a single click — using your chosen print format as the content.
• ✔ Bulk letter sending
  From the Sales Invoice list view, select multiple invoices and create PostGrid letters in bulk via the Bulk Letter Creation Tool.
• ✔ Single cheque/payment creation
  From a Purchase Invoice or Payment Entry, generate a PostGrid cheque/payment document that is printed and mailed to the vendor.
• ✔ Bulk cheque/payment generation
  Use the Bulk Payment Creation Tool to generate and send cheques for multiple Purchase Invoices at once.
• ✔ Locking of PostGrid-linked Payment Entries
  Payment Entries linked to a PostGrid cheque become read-only, preventing accidental changes after a cheque has been generated and mailed.
• ✔ PostGrid Log with retry actions
  Each letter/cheque action is recorded in the PostGrid Log Doctype, including status, type, related document, and error message. Failed items can be retried directly from the log.
• ✔ Central PostGrid Configuration
  Enable or disable the integration, configure API keys, and map ERPNext print formats to letter templates via a single PostGrid Configuration Doctype.
• ✔ Print format mapping per document type
  Control which print formats are used for which documents (e.g., specific letter formats for Sales Invoices vs. payment/cheque formats).

5. How It Works

1. 🧩 Configure PostGrid integration
   Set up PostGrid Configuration in ERPNext — enable the integration, add API keys, and map print formats for letters and payments.
2. ✉️ Trigger letter or cheque creation
   From a Sales Invoice, Purchase Invoice, Payment Entry, or bulk tool, click the PostGrid action button.
3. 🧾 ERPNext renders the print format
   ERPNext uses the assigned print format to generate the letter or cheque content that will be sent to PostGrid.
4. 🌐 Document sent to PostGrid API
   The integration sends content, address, and configuration details to PostGrid for printing.
5. 📬 PostGrid prints and mails the document
   PostGrid handles physical delivery and ERPNext tracks status through the PostGrid Log.

6. Common Use Cases

• ✉️ Mailing customer invoices or statements as letters
• 📨 Sending payment reminders or legal notices via post
• 💵 Mailing vendor cheques directly from approved Purchase Invoices
• 📦 Bulk letter campaigns for specific customer segments
• 🧾 Auditable logs of what was sent, when, and to whom

7. Who Is It For?

• 👨‍💼 Finance teams that still use cheques for vendor payments
• 📬 Operations teams that manage high-volume mailing of invoices or letters
• 🧾 Businesses that need paper trails and physical documentation
• 🏛 Organisations working with partners/customers that prefer postal communication
• 🧑‍💻 ERPNext admins who want to streamline mailing without external tools

Industries:

🏦 Financial services & lending
🏢 B2B services & professional firms
🏛 Legal & compliance-driven organisations
🏬 Retail & wholesale that mail invoices/statements
📬 Any business that sends significant postal communication

8. Setup & Onboarding

1. 🔧 Open PostGrid Configuration in ERPNext.
2. 🔐 Add your PostGrid API key and enable the integration.
3. 🧾 Map ERPNext print formats to PostGrid letter/cheque templates.
4. 📄 Decide which doctypes can send letters or cheques.
5. 🧪 Test using a sample Sales Invoice.
6. 💵 Test a vendor cheque from Purchase Invoice / Payment Entry.
7. 📊 Review statuses in PostGrid Log.
8. 📨 Use bulk tools for high-volume operations.

9. Technical Details (Admins Only)

10. Frequently Asked Questions

• ❓ Can I send letters directly from a Sales Invoice?
  ✅ Yes — use the “Send PostGrid Letter” button.
• ❓ Can I create cheques for multiple Purchase Invoices?
  ✅ Yes — via Bulk Payment Creation Tool.
• ❓ What happens if a letter or cheque fails?
  ✅ Logged and retry available.
• ❓ Can I disable the integration?
  ✅ Yes — toggle in configuration.
• ❓ Can a Payment Entry be edited post-issue?
  ❌ No — it becomes read-only.
• ❓ Do I need new print formats?
  💡 Optional — use existing or custom ones.

11. Security & Data Handling

• 🔐 Secure storage of API keys
• 🔒 HTTPS encrypted communication
• 🧾 Logs stored in ERPNext
• 🚫 No excessive external sharing
• 🧩 Integration toggle available

12. Support

📩 Email: support@akhilaminc.com
🌐 Request assistance through our website.

13. Related Integrations

• 🔗 Airwallex Integration (Bank feeds → ERPNext)
• 🔗 Xero Integration (Accounting sync → ERPNext ↔ Xero)
• 🔗 Other ERPNext automation integrations by AkhilaM Inc