Orders from Email Straight into Your System — No Retyping
Every customer sends their order differently — PDF with a stamp, Excel spreadsheet with their own item codes, scanned handwritten request, photo. Someone has to open it, read it and manually enter it into your system. AI reads both the email and the attachment, extracts items, quantities, deadlines and prices, and creates the order itself. You just check and confirm.
A Real-World Story
A building materials distributor receives dozens of customer orders every day — from construction firms, tradespeople and online shops. Each customer sends their order differently: one sends a PDF with a company stamp, another sends an Excel spreadsheet with their own item codes, a third sends just a scanned handwritten request. Sales assistant Jana opens every order, looks up product codes in the catalogue and manually enters the items, quantities and delivery deadlines into the company system. With dozens of orders a day it was almost a full-time job — and mistakes in quantities or delivery dates meant complaints and unhappy customers.
After implementing AI, whether an order comes as a PDF, Excel, scan or photo, it is automatically read, items are matched to the catalogue and the order is created in the system directly — with quantities, deadline and suggested price. Jana gets a summary of new orders to review, exceptions (unclear item, unusual quantity) are flagged, and confirmation takes minutes instead of hours.
"I used to worry I'd miss a line of an order in the rush," says Jana. "Now I know it's all there, and I have time for customers who need help choosing, not typing numbers."
How This Differs from Invoice Data Extraction
It's easy to confuse this with automatic invoice data extraction — both AI reads a document and pulls out data. The difference is where the document comes from and where it goes. An incoming invoice is a document from your supplier and belongs in accounting. An order or quotation, on the other hand, is a request from your customer and belongs in orders and manufacturing — it needs to be planned, produced or stocked and delivered. It's the opposite flow of documents through the company, so it's a separate solution.
Before and After Deployment
❌ Before
- Manual entry of dozens of orders daily, each in a different format
- Risk of errors in quantity, price or deadline when entering in a rush
- Processing an order takes hours instead of minutes
- Staff tied up with admin rather than talking to customers
✓ After AI Deployment
- AI reads PDF, Excel, scan and photo and creates the order itself
- Items matched to catalogue, exceptions flagged for review
- Order created in the system in moments, not hours
- Person reviews and confirms, no manual retyping
Concrete Numbers
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