Overview 6 min read

Integrations in PaperOffice AI: the complete guide

Overview: which connection fits

  • Automation platforms such as n8n, Make and Zapier: through the REST API with an API key and through webhooks. n8n can also use the PaperOffice MCP server.
  • ERP and accounting systems: ready-made connections for Holded and JTL-Wawi mirror orders, invoices and prices as an operational source.
  • Carriers: ready-made connections for GLS, DB Schenker and DHL fetch the shipment status.
  • Data services: VAT ID check, exchange rates, geocoding and maps, in the app and through the API.

Operational sources are part of Knowledge Base AI, which is available from the Plus plan. Your chat or phone agent shares customer data such as an order status only after the customer has proven who they are.

n8n, Make and Zapier

You use the standard building blocks of these tools: HTTP requests to the REST API and webhooks.

  1. Create a key on the API Keys page and enter it in the HTTP node as a bearer token.
  2. Call the REST API, for example to upload or search. The endpoints are in the API Documentation.
  3. To receive results, open Workflow AI → Workflow Agents, edit a saved agent and choose the Webhooks tab.
  4. Click Add webhook target and enter the webhook address from n8n, Make or Zapier as the Target URL.
  5. Under Send on, choose Run successful, Run failed or both.
  • For a human review, your flow creates a review task and waits for a webhook. The task.completed event reports the decision.
  • Webhooks from PaperOffice are signed in the X-PaperOffice-Signature header. Check the signature in your flow.
  • Placeholders such as {trigger.pofid} are allowed in the path, query and headers, not in the host name.
  • Webhook targets in workflow agents are available from the Professional plan. Each successful webhook delivery is paid, and API calls are paid.

Holded

PaperOffice reads sales orders with contact details, invoices, credit notes and products from Holded and mirrors them as an operational source. The mirror is read-only. Only attachments go to Holded, with a separate opt-in and a separate key with write access.

  1. Open Knowledge Base AI → Operational sources and click Add source. Choose Holded as the connection.
  2. On the Connection tab, enter your Holded API key.
  3. Optional: choose a workspace for the documents and tick invoices, credit notes or sales orders. PDF filing covers only new documents after you save.
  4. Optional: switch on sending attachments to Holded (paid) and enter the Holded API key with write access.
  5. On the Proof tab, choose how customers identify themselves, and save.

To attach a document, open it, click Attach in Holded and confirm the target. PaperOffice finds the target by document number; with several matches or none, nothing is sent. Files may be up to 10 MB, and attached documents are not sent again. Fetches, filing and attachments are paid.

JTL-Wawi

PaperOffice reads orders, delivery notes with tracking numbers and items with prices from JTL-Wawi through the official JTL API. The connection is read-only; nothing is changed in JTL-Wawi.

  1. Open Knowledge Base AI → Operational sources, click Add source and choose JTL-Wawi as the connection.
  2. On the Connection tab, choose JTL Cloud or JTL-Wawi on premises. For JTL Cloud, enter the tenant ID; on premises, enter the HTTPS address and the API key from the app registration.
  3. Enter a real order number for the preview and choose the proof on the Proof tab.
  4. On the Preview tab, click Preview without saving, then save and start the first sync with Sync now.

On premises, JTL-Wawi needs a public HTTPS address on the standard port 443; internal addresses and HTTP are blocked. Please check with support whether JTL Cloud is already enabled for your account. After three failed fetches in a row, the source pauses automatically. Fetches are paid.

Shipment tracking with GLS, DB Schenker and DHL

When customers ask “Where is my parcel?”, PaperOffice fetches the shipment status from GLS, DB Schenker or DHL. You need your own credentials with the carrier.

  1. Open Knowledge Base AI → Operational sources, click Add source and choose the type GLS (recipe), Schenker (recipe) or DHL.
  2. On the Connection tab, enter your credentials: for GLS the ShipIT address, username and password, for DB Schenker the access key, for DHL the API key.
  3. Enter a real tracking number for the preview, choose the proof, check the preview and save.
  4. On the Sync tab, click Sync now.

Later syncs read the existing tracking numbers on their own. Status messages to customers by SMS or email are sent only on a real status change and only if you switch them on on the Messages tab; by default this is off. SMS are paid.

Data services: VAT ID, exchange rates, geocoding and maps

PaperOffice offers four data services: VAT ID checks against the EU VIES system, exchange rates with conversion, geocoding and maps. You try them in the app in the Data AI Playground, which is available in all plans, and use them in your own systems through the REST API or the MCP connector. API requests are paid.

  • VAT ID: the check runs against VIES, and through the API also in batches of up to 100 numbers. VAT rates for the 27 EU countries are available too.
  • With AI-DMS Ultra, PaperOffice automatically checks the supplier's VAT ID against VIES for each document. This is paid.
  • Geocoding: address to coordinates, coordinates to address and address suggestions, through the API also in batches of up to 1,000 addresses.
  • Maps: under Analytics AI → Sender Map, you see the senders of your documents on a map once AI-DMS has processed them. Analytics AI is available from the Corporate plan.

Frequently asked questions

  • Is there a ready-made n8n node? You connect n8n through HTTP requests, webhooks or its MCP client.
  • Does PaperOffice change data in Holded or JTL-Wawi? JTL-Wawi is read-only. In Holded, only attachments are sent, and only if you switch this on with a separate key.
  • Do my customers see their order status without proof? No. The agent shares customer data only after proof.
  • Which carriers are supported? Ready-made connections currently exist for GLS, DB Schenker and DHL.
  • Can I check many VAT IDs at once? Yes, through the API in batches of up to 100 numbers.