Orders arrive in different formats
One customer sends a PDF, another a spreadsheet and a third changes a quantity later in an email thread. Sales staff must identify the customer, match product names to internal codes and check commercial terms before ERP entry. We start with one workflow and the examples employees handle every day.
Validation before creating an order
An illustrative process extracts document line items, compares them with product records and prepares a proposed order. Unknown products, different units of measure or prices that differ from agreed terms are sent to an employee. Availability is checked against the authoritative system at the point agreed with the team.
Changes, duplicates and approvals
A resent attachment should not create another order by itself. We agree how to recognise repeats, handle changes and approve special terms. When purchasing is required, a request can receive an owner, deadline and approval flow. AI does not independently decide discounts or commitments to customers.
Connecting sales and business systems
Before integration, we check available ERP, CRM or warehouse interfaces, data ownership and synchronisation frequency. Transfers need status tracking and error records so the team can see what is confirmed, waiting or needs to be processed again.
What do we evaluate in a pilot?
We select an order type and a group of customers with representative exceptions. We track line-item accuracy, review time and requests needing clarification. Results inform the decision to expand, with agreed document retention, access permissions and support.
