Order to ERP automation, from the inbox to the system

Two people open attachments and type the lines into the ERP. Each order takes eight minutes when the format is familiar and twenty when it is not.

References get mistyped, a discount from an old agreement gets applied, and a quantity arrives in boxes where the system expects units. The warehouse finds out later.

On a busy Monday the backlog reaches the afternoon, so deliveries slip by a day for reasons the customer never hears about.

The order arrives in Gmail or Microsoft 365 as it always did. From there an AI model reads the attachment, whatever its shape, and turns it into structured lines.

• Customer and reference matched. Each line is resolved against your catalog, including the codes that customer uses instead of yours.
• Prices and terms checked. The agreed tariff, the discount and the minimum quantity are verified before anything is created.
• Order created in your ERP. n8n writes it through the API, or into Airtable first when the ERP only accepts a file.
• Confirmation back to the customer. A clean reply with what was understood, which catches the remaining mistakes at the cheapest possible moment.

We build around the ERP you have. Replacing it is a different project, and we would rather tell you that than sell it.

Anything the system is not sure about waits in a review screen, with the original document beside the interpreted lines. Approving takes seconds, and the alternative was typing the whole order.

Credit limits, stock shortages and unusual quantities always stop for a human. A wrong order that reaches the warehouse costs more than one that waits ten minutes.

A retailer handling this volume of incoming requests appears in the Pepper case.

Four to five weeks is normal, and the ERP decides most of it. A modern API makes this quick, while an older system that exports files needs a different route and more testing.

We process three months of past orders in a sandbox and compare the result line by line with what your team entered. Real go live happens after that, as the process section describes.

The AI and operations audit looks at order volume, the formats you receive and what your ERP will accept. You get a ranked plan in two working days, and its fee is credited against the first project.

Send us thirty real orders from your five most awkward customers plus the ERP documentation, if it exists. The team that types today should be in the room, because they know every exception, and team training keeps them in charge of the new flow.

The build itself is automation and AI systems.