Receive and sort
It reads the orders mailbox and separates orders from everything else: questions, invoices or advertising.
Automate the orders that arrive by email
In many distributors and factories someone spends every morning copying orders from email into the ERP, line by line. It can be automated: the system reads the email and the PDF, recognises the customer and the products, checks prices and stock, and enters the order. It only asks you about what isn’t clear.
What’s included
Extract
It takes customer, item codes, quantities and dates from the email body, a PDF or an attached Excel file.
Validate
It checks with your ERP that the customer and items exist, and flags prices, minimums or stock that don’t add up.
Enter
It enters the order in the ERP through its API or whatever route it supports, and keeps the original email linked.
Follow up
A review tray with anything doubtful and a daily summary of what came in, what was entered and what is waiting.
n8n, Python, AI (OpenAI or Claude), Microsoft 365 or Gmail, ERP API, SQL Server
How we work
- Free review45 minutes on a video call to look at your data, your tasks and what really takes up your time.
- Written proposalWhat gets built, how many rounds of changes, the fixed price and the deadline, set once I have seen the data.
- BuildI show you progress along the way. You pay 50% to start and 50% on delivery, always with an invoice.
- Delivery and trainingI leave it working, documented and explained to your team. If you like, I carry on with monthly maintenance.
Why work with me?
What changes compared with hiring an agency or off-the-shelf software
- You talk to the person who builds itWhoever listens to you in the review is who designs, codes and delivers the work. No sales reps, no middlemen.
- I know how a company works day to dayI have worked with data since 2019, first in consulting and now inside industry, with ERPs such as A3, SAP or Clavei.
- A fixed price, in writingBefore we start you know what gets built, how many rounds of changes there are and what it costs. No surprises at the end.
- Your data, looked afterI work read-only whenever possible and the applications live on EU servers with nightly backups.
- No lock-inI hand the work over documented, and much of what I do is open source: you can see how I work before you call me.
- I measure what you gainI note how long the task takes today and how long afterwards, so you know whether it was worth it.
Related projects
- Ada: marketing for my channels with n8n and AI · Own product
- outlook-ics-calendar · Open source
- Sindri: ERP for small manufacturers · Own product
- Internal helpdesk, time tracking and IT costs · For a company
- Real-time data gateway · For a company
Frequently asked questions
- Does it work with PDF or scanned orders?
- Yes, with text PDFs and most readable scans. Anything the system can’t read with confidence goes to the review tray instead of being entered.
- What if it gets something wrong?
- It never enters anything doubtful: if data is missing or doesn’t match the ERP, it asks you. Every entered order stays linked to its email so you can check it.
- Which ERPs does it work with?
- Those with an API or an accessible database. If your ERP only imports files, the import file is prepared for it.
- How much does it cost?
- It depends on how many order formats you receive and how your ERP connects. Tell me about your case and I’ll send you a fixed written quote, with no obligation.
Other services
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