Sales order entry automation
Customers email purchase orders as PDFs; the agent reads each one, matches SKUs and pricing against your records, and enters the order in your ERP. Exceptions go to a person.
The problem
Customer service reps retype emailed purchase orders into the ERP line by line: look up the customer, translate their part numbers to yours, check pricing, key it in. Five to eight minutes per clean order, far more when something is off.
Order entry errors ship wrong products. Manual keying is error-prone, and most inbound PO documents carry at least one data-quality issue.
The reps doing this are your best customer contacts, and half their day goes to typing.
How the agent runs it
Capture
The agent watches the order inbox and the EDI feed. PDFs, spreadsheets, and email-body orders are all read the same way.
Match
Customer part numbers map to your SKUs, quantities check against pack sizes, and prices check against the customer's contract terms.
Enter and acknowledge
Clean orders are entered into your ERP and acknowledged back to the customer automatically.
Route exceptions
Unknown SKUs, price mismatches, and credit holds go to a person with the original document and the agent's findings attached.
Human in the loop
Where your team stays in charge
Exceptions are the human queue, not the whole inbox. Price overrides, credit decisions, and new-customer setup always require a person.
Work arrives
invoice · ticket · email
Passcut agent
reads · codes · prepares
Your team approves
one click · always human
Done, filed
in your system
Anything unclear goes straight to a person
What changes
Typical before and after for this workflow. We measure your baseline during the audit and commit to numbers per engagement.
| Before | With the agent | |
|---|---|---|
| Time per order | 5–8 min of retyping | Seconds; exceptions only |
| Line errors | Common with manual keying | Checked against your data before entry |
| Acknowledgment | When a rep gets to it | Minutes after the PO arrives |
| CSR time | Half the day on entry | Exceptions and customers |
Connects to what you run
- QuickBooks
- NetSuite
- Sage
- SAP Business One
- SPS Commerce
- TrueCommerce
- Gmail / Outlook
Different stack? We integrate through the official API first, exports and email second, browser automation last. The audit tells you where your tools sit before you spend anything.
Common questions on this workflow
Our customers refuse EDI and just email PDFs.
That is the main case this is built for. EDI is supported, but the agent exists because so many buyers won't use it.
What about handwritten or faxed orders?
Readable scans work. Anything the agent can't read confidently goes to the human queue instead of being guessed.
Related: Invoice processing automation · Receipt & expense data extraction · AP approval workflow automation
See what sales order entry automation would save you
45 minutes. We map the workflow as you run it today, estimate the hours an agent returns, and quote the pilot. No obligation.