Customer orders into your ERP the moment they arrive.
- FIRST STEP
- 10 working daysOne process, mapped and shown working, with a business case and a dated plan.
- TEAM
- Small, dedicatedSpecialists chosen for your systems, named before you start. The people who scope it build it.
- OWNERSHIP
- YoursCode, data and accounts are yours from the first commit. No lock-in.
SIGNS YOU NEED THIS
- 01Your sales coordinators spend the morning copying purchase orders out of emails.
- 02Every customer sends orders in a different format, and some still fax or photograph them.
- 03Orders are accepted at an old price, or for stock you do not have.
- 04Dispatch finds out about an order from a phone call, not the system.
- 05A customer over their credit limit gets another order shipped.
- 06Customers phone to ask where their order is, because nobody can tell them quickly.
WHAT WE BUILD · ORDER PROCESSING AUTOMATION
Every order channel into one queue
The orders mailbox, PDF attachments, your customer portal, EDI files and WhatsApp messages land in one list, each with its customer, source and time received.
Orders read, whatever the format
AI reads purchase orders in each customer's own layout: their item codes mapped to yours, quantities, delivery dates and ship-to addresses picked out, with a confidence score on each line.
Price, stock and credit checks
Each line checked against the customer's price list, available stock and their credit limit and outstanding before an order is created. Anything that fails is held with the reason attached.
Sales orders created in your system
Approved orders created in TallyPrime, SAP Business One, Dynamics, Odoo or your own ERP, with the customer's PO number kept, so accounts and dispatch work from the same record.
Confirmations and status
An order acknowledgement sent back from your own records, and status updates when the order is packed, dispatched and invoiced, so customers stop phoning to ask.
A person where it matters
New customers, unusual quantities, price differences and anything the AI is unsure about wait in a review queue. Your team decides; the automation does the typing.
SYSTEMS AND TOOLS WE COMMONLY WORK WITH
- ERP AND ACCOUNTING
- TallyPrime
- SAP Business One
- Microsoft Dynamics 365 Business Central
- Odoo
- Zoho Inventory
- custom ERPs
- ORDER CHANNELS
- Microsoft 365 and Outlook
- Gmail
- customer portals
- EDI files
- WhatsApp Business
- READING ORDERS
- Anthropic Claude
- OpenAI
- Google Gemini
- Azure Document Intelligence
- BUILT WITH
- n8n
- TypeScript
- Python
- PostgreSQL
- webhooks
We pick tools for your situation, not ours. If something you already run does the job, we keep it.
HOW IT WORKS
- 01
A 10-day first step
One process or page, mapped with the people who do the work and shown working. You leave with a business case and a dated plan, and keep everything it produced.
- 02
Build in short, visible steps
Working software every week or two on a staging site you can click, with weekly written notes on what moved and what we need from you.
- 03
Launch and hand over
Released carefully, with monitoring switched on, then a handover pack: code, docs, runbooks and a session with your team.
- 04
Look after it
Support, monitoring and improvements on terms agreed in writing before we start, with a named team who knows the work.
WHERE WE DO THIS MOST
QUESTIONS BUYERS ASK
- Can customer purchase orders from email be entered into our ERP automatically?
- Yes. The automation watches the mailbox your orders arrive in, reads each purchase order, maps the customer's item codes to yours, runs your checks, and creates the sales order in your ERP. Routine orders from known customers can go straight through if you choose; everything else waits for a person to approve.
- What if every customer sends orders in a different format?
- That is normal, and it is why we read orders with AI rather than fixed templates. We start with a sample of real orders from your main customers, keep a mapping of each customer's item codes to yours, and improve it as new formats arrive. Orders that cannot be read with confidence are passed to a person, never guessed.
- Can it check price, stock and credit limit before creating the order?
- Yes, as long as those figures are in a system we can read. Prices are checked against the customer's agreed list, stock against what is available, and the order value against the credit limit and current outstanding. You decide what happens on a mismatch: hold, warn, or create the order flagged for review.
- Does it work with TallyPrime?
- Yes. Sales orders and invoices can be created in TallyPrime through its built-in XML interface, and natively in JSON from Release 7.0. Stock and outstanding can be read back the same way. TallyPrime needs to be running with the company loaded, so we agree where it runs and what happens if it is closed.
- Who checks the orders the automation is not sure about?
- The person who already handles orders today. They see a short queue instead of a full inbox, with the original order beside the proposed sales order, and approve, correct or reject it in one step. The thresholds can be loosened as trust is earned.
- What should we automate first: orders or invoices?
- Whichever costs you more today. Sales orders usually come first when errors reach customers or slow dispatch; supplier invoices come first when the accounts team is the bottleneck at month end. Our 10-day first step measures both with your own numbers, and we start with the one that pays back sooner.
GUIDES
YOUR FIRST STEP
Start with one process, working in ten days.
Tell us where it slows down. We map it with your team, show it working, and hand you a business case. If the numbers do not work, you keep everything it produced.