An order from an e-mail, created without a single re-key.
An order arrives by e-mail in any format — the agent recognises it, creates it in the system and confirms it to the customer. Nobody re-keys it by hand.
Re-keying by hand between e-mail and system
A sales rep re-keys line items from the order e-mail — PDF, Excel or plain text — into the ERP or e-shop.
The order format differs from customer to customer — copying between systems is slow and prone to errors in quantities and prices.
At peak times (month-end, high season) orders pile up and confirmation to the customer is delayed.
Step by step, from delivery to confirmation
A concrete flow — not promises. And just as important: what the agent deliberately does not do.
As a PDF attachment, an Excel sheet or plain text right in the body of the message.
Items, quantities, the requested date and the delivery address — regardless of format.
It compares the items against the current price list and stock availability in the ERP or e-shop.
It matches it to the customer in the CRM and creates the order in the right system.
Automatically, with a summary of items, prices and the expected delivery date.
An unknown item, a mismatched price or a new customer always goes for review first — the agent doesn’t guess.
Boundaries that build trust
It doesn’t create new customers or price-list exceptions without a sales rep’s approval.
It doesn’t send a binding confirmation when it isn’t sure the item matches the price list.
It doesn’t decide on discounts or unusual terms — those always go to a person.
The input from you is deliberately small
- Access to the ERP, CRM or e-shop where orders are created — Helios, K2, Business Central, Shoptet, Shopify, WooCommerce and others.
- Samples of typical order e-mails from your main customers, in their various formats.
- The current price list and a view of stock availability for checks during processing.
Your data stays with you
We process data in your own infrastructure or in an EU cloud, as you prefer; both transfer and storage are encrypted.
Processing complies with GDPR and the AI Act; for sensitive data we offer on-prem operation.
Only the roles that should have access to the data do, with an approval and audit trail.
What to expect
From our practice: a manufacturer (~600 people) — agents on top of Business Central raised daily AI use from 17 to 78 % of staff. We’re happy to provide a specific reference from your sector at a meeting.
What people ask us most
Does it work with orders in PDF or a scanned letter too?
Yes. The agent can extract line items from a PDF attachment, a scanned document or plain text in the body of the e-mail.
What if the customer writes the order in free text?
The agent understands the content, not just the format — it copes with every customer writing differently. Where it isn’t sure, it doesn’t guess the item and passes it to a sales rep.
Do we have to standardise the order format across customers?
No, the agent adapts to the format your customers already use.
What happens if the agent doesn’t recognise an item?
It flags it as an exception and passes it to a sales rep for review — the order isn’t created without verification.
Does it work with Shoptet, Shopify or WooCommerce?
Yes, we connect to common e-commerce platforms as well as the ERP and CRM systems you already use.
We’ll show you on your own orders.
30 minutes, no commitment. We’ll walk through how orders reach you today and tell you what to do about it — and how much it saves.