Automate order processing in your own ERP
Orders from email, PDF or a portal are ready and correct in Business Central, Boltrics or Exact. Anything that deviates is flagged. You approve, nobody retypes.
Exact- Line 1
- Line 2
- Line 3
- Delivery date
An order as a PDF in the inbox.
What does the digital colleague do with orders?
Every customer sends orders differently: a PDF from their own system, a spreadsheet, an email with three lines of text. The digital colleague reads them all, matches customer and items to your master data and prepares the sales order. A line it does not recognise or a missing delivery date is put to you.
Read every format
Email, PDF, Excel or portal. Including orders with the customer's own item numbers.
Match to your ERP
Customer, items, prices and delivery address checked against your ERP.
Follow up on what is missing
If a delivery date or address is missing, an email is prepared for your approval. It tracks the conversation and prepares a reminder when needed.
Prepare the sales order
The sales order is ready in your ERP. Anything incorrect is flagged immediately, with the reason.
One order, from PDF to sales order
At 07:14 a purchase order arrives as a PDF. Nobody needs to open it. This is how it moves through the digital colleague.
Order received
From the orders inbox
Document checked
Document type and required fields
Order lines read
Three lines on the order
Matched to items
From Exact
Ask for the delivery date
Email to customer prepared
Sales order prepared
In Exact
The result appears once every step is done.You decide what a person sees
Approving takes one click. Once it keeps going right, you only see the exceptions.
At first you approve everything
At first you see every order before it is entered in your ERP.
A rule per check
For each check you decide whether to see it always or only if something deviates. We agree together what may proceed without approval.
Everything traceable
Every step is recorded. Each sales order can be traced back to the email or PDF where it began.
- Items recognisedAlwaysOn deviation
- Price matches price listAlwaysOn deviation
- Delivery address knownAlwaysOn deviation
- Delivery date on the orderAlwaysOn deviation
Works in what you already have
It works in your own mailbox and ERP. Nothing needs to move and nothing is replaced.
Business Central- Exact
SAP
AFAS
Ridder iQ
Isah
Odoo
Infor
Oracle NetSuite
Boltrics- Outlook
Excel- Customer portal
During the back office scan, we determine together which connections you need and what is possible in your environment.
Questions about automating order processing
Can AI turn purchase orders from email into sales orders?
Yes. A Flowstead digital colleague reads purchase orders from email, PDF, Excel or a customer portal and prepares the sales order in your ERP. Customer, items, prices and delivery address are already checked. You approve, then the order is entered.
Does it work with Business Central, Boltrics and Exact?
Yes. Flowstead works with Microsoft Dynamics 365 Business Central, Boltrics and Exact. The digital colleague reads and writes data in your ERP as configured today. If you use another system, we explore the options in the back office scan.
What if a customer uses their own item numbers?
The digital colleague matches them to your item numbers. If unsure, it puts the choice to your team. Every correction is recorded so it knows next time.
What if information is missing from the order?
The digital colleague prepares an email asking exactly what is needed, such as a delivery date or address. After your approval the email is sent. Once the reply arrives, it completes the order.
Does our ERP need to change?
No. The digital colleague works with your ERP as it is. You only get an additional overview in which to approve work.
What else it takes over
01QuotesEvery request becomes an accurate quote, with the right price for that customer.
03Material planningKnow in time what to order, before an order gets stuck on materials.
04Shipping and customs documentsEvery shipment leaves with the right paperwork.
05Customer questionsCustomers helped faster. Only the exceptions still reach your desk.First, find out where things can improve.
Introductory conversationHalf a day on siteRoadmap
Not sure where to start? An introductory conversation with management and your back office, followed by half a day with your own orders and documents, helps us identify opportunities. You receive a roadmap per process, prioritised by impact and investment.
The scan is available as a standalone service. The roadmap is yours, even if you do not continue with us.