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Illustrative example

Customer request

2 cases of tomatoes and 6 bottles of olive oil

Structured result to verify

  • Customer: verify the account
  • Product: match the exact catalogue SKU
  • Quantity: 2 cases and 6 bottles
  • Pack size: confirm from the catalogue

Unresolved details need clarification

Examples illustrate the process. They are not customer results or promises of unconfirmed functions.

AI Order Entry for Distributors: From Email and PDF to ERP

AI order entry helps distributors turn customer emails and PDF documents into structured orders. It combines reading the request, identifying the customer, matching products and quantities, and preparing data for the agreed ERP workflow. The result should be tested against your own catalogue and customer orders.

Test email and PDF orders from your customersSee all questions

What happens between receiving a message and creating an order?

Reading an email is only the first step. The request may use customer product references, informal names or attachments with different layouts. A usable order needs the correct customer, products, quantities and units. evolio.ai processes these inputs and prepares structured data. The final connection to your ERP depends on the system and implementation.

Extraction, interpretation and delivery are different steps

Extraction finds information in the message or document. Interpretation determines which catalogue items and quantities the customer means. Delivery moves the resulting data into the agreed business workflow. A PDF that has been read successfully can still contain an ambiguous product, and a correctly interpreted order still needs a validated delivery method.

An example of the workflow

Illustrative example: a restaurant emails a PDF asking for two cases of tomatoes and six bottles of olive oil. The workflow identifies the restaurant account, checks which tomato and oil products the descriptions refer to, preserves the units, and prepares the order lines. A missing pack size needs clarification; it should not be silently invented.

What to test before using the workflow live

Include different customer layouts, scans, missing references, alternative units and repeat submissions. Define how incomplete orders are handled and whether clear orders require commercial approval. Check the final data in the target system, not only the extracted text. Your pilot should establish what can proceed automatically and what needs intervention.

Check the output, not only the document text

Illustrative example. An email requests two cases of a product. The output should identify the customer, catalogue SKU, quantity 2 and unit case. Reading the number correctly is not enough if the selected SKU is wrong.

Compare the source against the structured result line by line. Check customer identity, product variant, requested quantity and unit. Leave unknown pack conversions unresolved rather than treating a guessed value as a completed order.

Then check the agreed import file or API mapping. Customer identifiers and product identifiers must refer to the records in the destination system. An extraction test does not by itself prove that the ERP connection works.

Related questions

How can we automate entering customer email orders into our ERP?

AI order entry turns the contents of customer emails into structured order data. evolio.ai identifies the customer, requested products and quantities, then prepares the order for the agreed ERP workflow. Clear orders can follow your approved automation rules; unclear requests need review. The connection method depends on your ERP and configuration, so extraction and ERP delivery should both be tested during implementation.

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Can AI process PDF purchase orders from different customers?

Yes, AI can extract order information from PDFs with different layouts. The practical challenge is identifying the right customer, products, quantities and units in each document. A readable PDF and a scan may produce different results. evolio.ai should be evaluated on representative files from your customers, including difficult scans and unfamiliar layouts, before the workflow is relied on in production.

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Can we automate orders received in Excel spreadsheets?

Spreadsheet orders can be converted into structured order lines, but different customers may use different columns, units and product references. evolio.ai processes Excel-based orders as part of its document workflow. During onboarding, test the spreadsheet formats you receive and verify how customer references map to your catalogue. Multiple sheets, unclear units and missing identifiers are useful cases to include in the pilot.

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What happens if part of an order cannot be interpreted?

The workflow should identify what was understood and clearly flag the missing or uncertain details. An order with unresolved products, quantities or customer information should not be reported as fully completed. Agree whether the order waits for clarification, is reviewed by a person, or follows another validated exception process. Interpreting an order and approving it commercially are separate steps.

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Can we use AI order intake without replacing our ERP?

Yes. AI order intake works on incoming customer requests and prepares structured data for the business system you already use. evolio.ai is designed around this order-to-system workflow. Your ERP continues to handle its established responsibilities. The integration may use an API or an agreed import/export method, depending on your software, configuration and available access.

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Practical guides for your order workflow

Automate WhatsApp Orders Without Changing How Customers Buy

Process customer WhatsApp orders into structured data while keeping familiar ordering habits. Test messages, images and voice notes with your team.

How AI Matches Customer Descriptions to Product SKUs

Understand how customer descriptions can be matched to catalogue SKUs, with clear handling of pack sizes, units and ambiguous products.

The Real Cost of Manual Order Entry

Estimate the time and cost of reading, interpreting and entering orders. Compare recoverable effort with automation costs using your own inputs.

AI Order Entry vs OCR, EDI and B2B Portals

Compare ways to automate distributor orders by customer behavior, input structure, product matching and operational requirements.

How to Run an AI Order Entry Pilot on Your Own Orders

Test AI order intake with your customers' messages and documents. Define the sample, accuracy measures, approval rules and ERP validation.

Test the workflow on your real orders

Bring representative messages and documents. Check product matching, exceptions and the agreed ERP output before expanding.

Test email and PDF orders from your customers