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Business customers order their own way: a purchase order as a PDF, an Excel list with their own product codes or an email with twenty lines.

The sales office retypes it into the ERP, line by line. That takes time, and quantities, prices and product codes are exactly where errors creep in.

The Order Entry Assistant reads the order, translates the customer's product codes into yours, checks prices and agreements and prepares the order in Exact, AFAS or Business Central. Anything out of line goes to the sales office with the reason attached.

What it does, step by step

  1. Receive the orderFrom the orders mailbox, as a PDF or Excel attachment, or as text in the email.
  2. Fetch the customer and agreementsAccount, delivery address, pricing agreements and delivery terms from your ERP.
  3. Match the productsTranslate the customer's product codes and descriptions into your range.
  4. CheckSet price, quantity, minimum order, lead time and stock against the agreements.
  5. Prepare or pass onIf everything adds up, the order is ready in the ERP. If something is off, it goes to the sales office with the reason.

Onboarded into your business

Bram does not start from a generic script. Like any new colleague, Bram is onboarded into the way your team works first.

  • Your knowledgeWe onboard Bram with your own documents, examples and agreements, so the work is done the way your team does it.
  • Your systemsWe set up the integrations for the software you already use. Different fields or different steps? We adapt to them.
  • Your rulesYou decide what Bram handles on its own and what always goes to a person first.
  • Grows with youWhen your way of working, a system or a rule changes, we adjust Bram to match.

Works with these systems

Channels
ERP
Sales
Data
  • Databases
  • APIs

Is your system not listed? We can connect any system, even if there is no standard integration. View all integrations.

What runs automatically and what does not

You stay in control.

Not every decision should be made automatically. For each workflow, we set out:

  • What can happen automatically.
  • What is put forward for approval first.
  • When a person is brought in.
  • What information is stored.
  • How actions are logged.

Is this a fit for your organisation?

A good fit if

  • Wholesalers, manufacturers and distributors with many business orders a day.
  • Businesses whose customers order from their own purchasing system, which sends orders as PDFs.
  • Sales offices that spend more time keying in orders than talking to customers.

Less of a fit if

  • Customers who already order through EDI or an online store: those orders are already structured in your system.
  • Orders where every line is bespoke or needs a technical conversation first.

What it can deliver

  • Orders in the system sooner.
  • Fewer typing errors in quantities, prices and product codes.
  • A sales office with more time for customers who have a question.

Directions, not promises. As soon as there is evidence from a client project, it will appear here as a substantiated result.

Frequently asked questions

How does AI order processing work?

It reads the order from the email or attachment, identifies the customer, matches the lines to your products and checks price, quantity and lead time against your ERP. If everything adds up, the order is ready. Anything out of line goes to the sales office with the reason attached.

Can you automate order entry without EDI?

Yes. EDI works well when your customer can supply it, but many customers simply send a PDF or an Excel file. AI can read those, so you do not have to wait until every customer is connected to EDI.

Can it read orders from a PDF or Excel file?

Yes: a purchase order as a PDF, an Excel list or a table in an email. You do not need a template per customer, because it reads the content rather than a fixed position on the page. Anything it cannot read reliably, it passes on.

What if a customer uses their own product codes?

It translates them into yours, using a mapping table per customer or the description. Any match it is not sure about, it passes on. Once approved, the match is recorded so the same question does not come back.

Does the order go into Exact, AFAS or Business Central automatically?

You decide. We recommend starting with orders that are prepared for checking. If it proves reliable for regular customers and regular products, you can drop that step for that part.

How is this different from the WhatsApp Order Processor?

The Order Processor is for informal orders: a WhatsApp message with a description and a photo. The Order Entry Assistant is for business orders that already have a format, such as a purchase order as a PDF or an Excel list, often with many lines and the customer's own product codes.

How to put this to work

  1. 1A short callTogether we look at your process and your systems, and whether this task is the best place to start.
  2. 2Set up on your rulesIntegrations with your own systems, and agreeing what may run automatically and what a person approves.
  3. 3Measure and adjustFirst alongside your team, only then on its own. We look at what it delivers and adjust.
What does an AI employee cost?

More sales tasks

See all AI employees for sales