Mailbox-to-Order Automation
From incoming email to a created ERP order — automated, controlled, and without manual retyping.
In this B2B organization, quotations and purchase orders arrived via email, often with multiple attachments and unstructured information. Employees manually reviewed each message, searched for customer data, created orders in the ERP, and added internal notes. This consumed valuable time and led to avoidable errors. We automated this entire intake process. Every relevant email is automatically analyzed, order details are structured, the correct customer is identified, and an order is created directly in the ERP. Employees only handle exceptions. The customer automatically receives a professional confirmation. Result: less manual work, fewer errors, and significantly faster processing — without losing control.
What we solved
| Problem | Before | After |
|---|---|---|
| Manual retyping eliminated | Orders from email and PDFs were manually entered into the ERP system. | Orders are automatically created with the correct customer and address details. |
| Inbox-driven chaos stopped | Status and follow-up depended on who happened to read the email. | Each message receives a clear status: processed, error, or human review. |
| Fewer contact and address errors | Invoice and delivery details were entered inconsistently. | Contact information is automatically recognized and correctly linked. |
Highlights
- Orders are processed directly and consistently — without manual entry or duplicate work
- Faster customer confirmations with a professional, consistent communication flow
- Fewer errors in customer, invoice, and delivery details through automatic recognition
- Exceptions go to controlled human review — no silent misses
- Existing customers are recognized so processing is faster and more complete
- Per-order audit trail: clear visibility into what happened, when, and why
Results
Savings are based on manual processing time per order and average weekly volume. Exact results vary per organization.
Process flow
Technology
What clients say
“The automation saves our team around 15 minutes per RFQ and ensures orders are processed much faster.”
“The team can now fully focus on customers and sales instead of administrative tasks.”
