From an email to a checked order draft.
Product codes, quantities and delivery details should not need copying every time. We prepare the order data and make unclear details visible.
Let’s discuss your processIllustrative example
A quantity that needs clarification
Order received by email
Hello, we need 12 F-240 filters and 6 packs of G-18 seals. Please deliver to the main warehouse.
The customer says “packs”. The catalogue uses “units”.
| Code | Quantity | Check |
|---|---|---|
| F-240 | 12 units | Checked |
| G-18 | 6 packs | To clarify |
G-18: how many units per pack?
The number of units per pack is missing. The quantity to import still needs checking.
Draft awaiting approvalYour team clarifies the quantity before importing the order.
Illustrative example. This draft is neither a confirmed order nor a screenshot of our own software.
What we build
Details extracted from documents
We collect customer references, product codes, quantities and delivery details from the agreed formats.
Checks before importing
We compare details with the available records. Unrecognized codes, ambiguous units and missing fields are flagged.
A draft ready for review
We prepare an import file or draft order. Direct entry depends on the integration options your business system provides.
What we start with
- A sample of real orders, including those that are difficult to interpret.
- Records and rules for product codes, units and delivery details.
- The business system you use and its import formats or integration options.
Start with a defined case.
We choose the document types to handle and one order process. We test extraction and checks on real examples, compare drafts with staff review and define how orders will be imported.
What we can measure
- Fields that need correction.
- Orders sent for review and the reasons.
- Staff time spent preparing orders.
We choose measures based on the available data and agreed scope.
Practical questions
Does it work with every business system?
Options vary. We examine the system’s imports, exports and integrations before defining the solution.
Can you handle hard-to-read documents?
We include them in testing to understand the limits. If the information is unreliable, the document goes to your team for review.
Which task
repeats too often?
Tell us how you handle it today and which tools you use. We’ll find a sensible place to start together.
Let’s talk