An AI agent reads orders and call-offs from emails and PDF attachments, checks them the way your inside sales team does and prepares the sales order in your ERP.
Nothing is created or confirmed until an employee approves it.
4 draft orders are waiting for your approval
Every morning there are 30 new orders in the shared mailbox. Most come as a PDF from the customer's system, some as an Excel list, a few as a short email with item, quantity and requested date in the text. Whether you call it order entry, order creation or order handling: your team keys every one of these orders into the ERP by hand.
Much of this is not written down in any system. Often only one or two employees know which customers get an order confirmation only when something differs, or which delivery address runs under its own customer account. When they are on holiday or off sick, orders pile up.
Where things have to move fast, mistakes creep in that only show up later:
An order change is entered as a new order and the goods go out twice.
A new framework agreement is drawn on although the old one still has quantity open. After that, the remaining quantities in your records and the customer's no longer match.
The stock looked sufficient but was already reserved for other orders.
Typing is only part of the work. Much of it lies in the checks beforehand. The agent takes on both, following the rules of your inside sales team.
The agent does thisYour team decides this
Call-off order 4500231877
Line item 1
Material number 4410023
Bearing bush 20 x 26 x 15
2,400 pcs at €41.50 per 100 pcs
Delivery date 6 Nov 2026
Call-off from framework agreement 118
Line item 2
Material number 4410031
Retaining clip, galvanised
1,200 pcs
Delivery date 6 Nov 2026
Call-off from framework agreement 124
Checks
3,000 pcs in stock, 1,800 of them reserved for other orders. The goods receipt of 5,000 pcs on 27 Oct covers the date.
To Customer 20417
Order confirmation for your call-off order 4500231877
| Line item 1 | 300210 Bearing bush 20 x 26 x 15 | 2,400 pcs | 6 Nov 2026 |
|---|---|---|---|
| Line item 2 | 300214 Retaining clip, galvanised | 1,200 pcs | 19 Nov 2026 |
Notes
Your rule decides whether line item 2 is confirmed with the new date or the whole order waits until it is clarified. In individual cases, your team decides at approval.
Line item 1StockFrameworkPrice
Line item 2new date
Example with fictional data
Try it yourself: in the online demo you enter an order, from the email to the sales order.
Online demo (opens in a new tab)If a second email arrives for the same order number, the agent changes the existing sales order instead of creating a second one. If the goods have already been picked or delivered, it prepares the reply to the customer.
Following your rule, every call-off is booked against the right agreement, for example the oldest open one first. If the customer names a different one, the agent explains the difference in the order confirmation. If the agreement does not cover the quantity, it confirms what is covered and keeps the rest open. If there is no agreement at all, the line item goes to your team.
The agent proposes the earliest feasible date and prepares the message to the customer. If the stock covers only part of the order, it spreads the quantity over several delivery dates.
If an item is blocked, for example because of a complaint, the agent confirms nothing and shows your team the block together with its notes. If the customer has not yet approved the sample, it puts the line item on the list of open cases.
If a customer writes their numbers with different separators from your ERP, or just says “stainless steel” where the item master says “A2”, the agent still finds the item.
If the goods receipt for an item is recorded under a different item number, for example as a blank or a kit, the agent checks availability there.
If deliveries to a plant abroad run under a separate customer account, for example because of the VAT identification number, the agent selects that account based on the delivery address.
Some customers only get an order confirmation when something differs, others round prices to two decimal places. The agent applies these rules and reports only genuine differences.
The agent creates them with framework agreement number, item, quantity and price and leaves them open. Costing, term and confirmation stay with your team.
Worked example
If 30 orders reach you every day and your team needs 8 minutes per order, that is 4 hours of clerical work a day, or half a full-time position.
The agent does not create or change any sales order in the ERP that an employee has not approved. Order confirmations and messages to customers also go out only after approval.
The agent proposes delivery dates. They are promised when your team approves them, because the responsibility towards the customer stays with you.
Processing takes place in data centres in the EU under the General Data Protection Regulation (GDPR), with a data processing agreement. The provider of the language model does not use your data for its own training.
Draft order created
Your team
ApproveSales order in the ERP, Customer 20417 receives the order confirmation
Quantity: customer order, line item 1
Goods receipt on 27 Oct covers the date
We record your order entry on screen, with the employees who create orders today, using real orders including special cases. That way we also capture the rules that so far exist only in people's heads.
We keep the onboarding fee small and agree it before the start. Even in the test phase, the agent enters real orders, with your approval. After that you pay a monthly fee, set individually and can be cancelled flexibly.
Onboarding
Extra effort for your team2 to 3 days
Test phase
Extra effort for your teamno extra effort
Benefit visible, then subscription
Operation
Your costsmonthly fee priced for mid-sized companies, can be cancelled flexibly
Extra effort for your teamno extra effort
You begin with the order type that takes the most time, such as call-offs, and add more once the first ones are running. Order entry is the first step of order processing. After that, further agents can take over, for example in materials planning and shipping.
The agent works through the interface of your existing ERP system. You need neither a new ERP nor your own developers. Your customers keep ordering as before, without an ordering portal and without EDI (electronic data interchange).
The rules that only certain employees know today are stored with the agent after onboarding. A stand-in can then approve orders too, because the draft shows where every value comes from and what every check found.
The agent uses the interface of your ERP system. Before the start, we check whether it offers everything order entry needs, such as creating and changing sales orders, reading stock and goods receipts, and assigning framework agreements.
Yes, but not software that replaces your ERP. The AI agent works through the interface of your existing ERP system and creates sales orders only once your team has approved them. You do not need an additional program for order entry, and your order management stays in your ERP.
Then it creates nothing. It shows the order to your team and marks what it could not match, such as an unknown item or a missing quantity.
No. The agent finds items even when they are spelt differently. Where a one-off correction in the item master is simpler than a special rule, we tell you so during onboarding.
A blanket order fixes quantity and price for a period. With a call-off order, the customer requests part of that quantity for a specific date. One blanket order is often followed by many call-offs. That is why call-offs usually account for most of the entry work.
Yes. Whether you call it order entry, order intake, order creation, order capture, order handling or order booking: it means the path from the customer's order to an approved sales order in your ERP. Order processing goes further, from incoming order through shipping to invoice. Order entry is its first step.
Using a call-off with several line items, we show you how an email and a PDF become a sales order ready for approval, with its order confirmation, and we clarify what this means for your company.
