Wholesale · Sales

Orders land in the ERP without anyone retyping them.

AI order entry without retyping: the AI creates orders from email, PDF and fax as a draft in your ERP. Your inside sales team approves with one click.

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Purchase order BE-77412Haustechnik Krämer
  1. Customer item PF-22-90Item 310-2290mapped
  2. Price line 7Contract €4.35check
  3. Lines14 recognisedcomplete
Sales order AU-26-10418ERP
CustomerHaustechnik Krämer
Purchase orderBE-77412
Lines14, 1 of them to review
Delivery dateThu, 9 Oct
Send for approval

Where time goes today.

  1. 77%

    of German companies still fax

    Orders keep arriving as fax, PDF and free text in an email. Someone has to read every format and transfer it into the ERP.

    Bitkom press release, 17 June 2024 (German)

  2. Customers write their number, not yours

    Customer item numbers, manufacturer numbers, "same as last time". Whoever enters the order searches lists and old orders until the line fits.

  3. Errors show up at the customer

    A transposed quantity or the wrong price is noticed only once the goods have been delivered wrong. Then the return and the credit note cost twice.

One case, step by step.

OrdersInbox
  • Haustechnik Krämer07:52Purchase order BE-77412PDF, 14 linesPDF
  • Fax 0711 4471-2008:05Reorder for the sitehandwritten, 6 linesFax
  • Elektro Brandt08:19same as last week, but 20 not 10free text in the emailFree text

Orders arrive the way customers send them.

As a PDF attachment, as free text in an email or as a fax. The AI reads the order inbox and recognises what is an order and what is not.

Your team decides

Which inboxes and fax numbers are connected.

BE-77412.pdfPage 1 of 2

Purchase order BE-77412

Please deliver to the Schulstrasse 14 site, unloading from 7 am.

Line 3: PF-22-90 elbow 22 mm, 50 piecesread

Line 7: KH-25 ball valve, 12 pieces at €4.10price

The goods must arrive complete in one delivery.

Delivery: week 41, Thursday at the latestdate

The AI reads every line.

Item, quantity, unit, price and requested date, also from tables across several pages and from handwritten faxes. Whatever it cannot read with confidence, it marks.

Your team decides

Above which confidence a line is taken over without a query.

MatchBE-77412
  1. CustomerHaustechnik Krämer, 10442found
  2. Customer item PF-22-90Item 310-2290mapped
  3. Price line 7Order €4.10, contract €4.35check
  4. Stock14 of 14 lines in stockavailable

Suggestion: apply the contract price

Customer, item and price against the ERP.

The AI finds the customer, maps customer item numbers to your item master, checks the price against contract and tiers and looks at stock.

Your team decides

How price deviations and missing stock are handled.

Sales order AU-26-10418ERP
CustomerHaustechnik Krämer
Purchase orderBE-77412
Delivery addressSchulstrasse 14 site
Lines14, line 7 at €4.35 (contract)
Delivery dateThu, 9 Oct
Send for approval

The order waits as a draft in the ERP.

All lines, prices and the delivery date are in the order. The back office checks the marked line and approves. The order confirmation goes out as usual.

Your team decides

Whether the order is approved as it stands.

What it delivers and what it connects to.

Works with the systems you already use

Who does what.

What the AI takes on

  • Reads orders from email, PDF and fax
  • Maps customer item numbers
  • Checks price, stock and date
  • Creates the order as a draft

What your team decides

  • Clears unclear lines with the customer
  • Decides on price deviations
  • Approves the order
  • Adds new customer items

Who it fits.

A good fit if

  • Many orders arrive by email, PDF or fax
  • Customers order with their own item numbers
  • Contracts, prices and stock live in the ERP
  • Inside sales keys orders in by hand today

Less of a fit if

  • Nearly all orders already come through EDI or the web shop
  • Only a handful of orders come in each day

What it costs

Fixed prices, clear steps.

You know up front what each step costs and what it delivers.

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All prices net. Operation afterwards is from 20% of the project price a year, cancellable monthly. The code and the data are yours.

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Further reading

All posts
Feeding ChatGPT your own data? What a knowledge system does differentlyKnowledge systemsTiemo Timtschenko

Frequent questions

Common questions about it.

The questions that almost always come up about this use case.

Do our customers have to change anything?

No. They keep ordering by email, PDF or fax, in their own format. The AI adapts to the customers, not the other way round.

What happens with a customer item number the AI does not know?

It suggests the most likely items and marks the line. Once the back office confirms the mapping, it remembers it for the next order.

We use EDI for the large customers. Does this fit?

Yes. EDI stays as it is. The AI takes the orders that arrive by email and fax outside EDI today and creates them in the same ERP.

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