Workflow · Sales and order desk
Orders from email, straight into your ERP
Orders in the email text, a PDF or an Excel sheet become ERP orders, checked for product, quantity and price.
Email text
Order in the email text
“Please ship 40 units of NW-220 by Friday.”
Attachment
Purchase order PDF
“PO-2026-1187, signed, 3 lines.”
Spreadsheet
Excel order sheet
“order-lines.xlsx, one row per item.”
See it run
One example from start to end. Tap the answer when Documind asks.
1 · Inbox
Northwind Foods
Order PO-2026-1187
Hello, please ship 40 units of item NW-220 by Friday. The PO is attached. Thanks, Dana
Attachments
- PO-2026-1187.pdf
- order-lines.xlsx
2 · Documind
- Reads the email text
- Reads the PDF order
- Reads the Excel sheet, 3 lines
- Item NW-220 is in your item listPassed
- Price EUR 125.00 matches the contractPassed
- Email says 40, sheet says 45Asked a person
Documind asks
The email says 40 units. The sheet says 45. Which is right?
A colleague picked 40
3 · Your systems
Sales order SO-2026-0412 created
- Customer: Northwind Foods
- NW-220: 40 units at EUR 125.00
- NW-114: 12 units at EUR 86.00
- NW-305: 6 units at EUR 210.00
- Deliver by: Fri 16.10.2026
- Reply drafted: “Confirmed: 40 units of NW-220, delivery on Friday.”
- Task created for sales: quantity confirmed
Read as text
- An email from Northwind Foods arrives in the orders inbox, with a PDF order and an Excel sheet.
- Documind reads the message, the PDF and the sheet.
- It checks that item NW-220 is in your item list and that the price matches the contract.
- The email says 40 units and the sheet says 45, so it asks a person.
- A colleague picks 40.
- Sales order SO-2026-0412 is written into the ERP, a reply is drafted and a task is created for sales.
What arrives, what it checks, where it goes
1 · What arrives
- Order in the email text Email text
- Purchase order PDF Attachment
- Excel order sheet Spreadsheet
2 · What it checks
-
Each product code maps to one of your items.
Passed NW-220 is in your item list, row 220. -
The price matches the list you agreed with this customer.
Passed EUR 125.00. Contract price list, row 12. -
The email and the sheet ask for the same amount.
Asked a person The email says 40 units. The sheet says 45.
3 · Where it goes
- Sales order written into your ERP
- Confirmation email drafted for the customer
Arrives · Read · Check · Ask if unsure · Write · Sample data
One order, three places to look
An order often comes in parts. The request is in the email, the lines are in a PDF, the amounts are in Excel. Documind puts them side by side.
-
Amount in the email Amount in the sheet
If they differ, a person picks the right one.
-
Customer’s own part number Your item list
Each code maps to one of your items.
-
Price on the order Your price list for this customer
A different price waits for a person.
-
Date the customer asks for Your delivery times
A date you cannot meet goes to a person.
-
Order number Orders you already have
The same order is never entered twice.
You decide how careful it is
More careful means more questions for your team. Less careful means more work done by itself. Wrong answers are blocked either way.
- Done by itself
- 4
- Asked your team
- 2
- Blocked by a rule
- 1
- CustomerNorthwind FoodsDone by itself
- Customer VAT IDDE811234567Done by itself
- Order numberPO-2026-1187Done by itself
- Price, NW-220EUR 125.00Done by itself
- Deliver by (“Friday”)16.10.2026Asked your team
- Quantity, NW-22040 or 45Asked your team
- Item code, line 3NW-3050 (not in your list)Blocked by a rule
Illustration, not a measured rate. Sample data.
Where the data goes
Documind writes the checked result into the systems you already use.
- Sales order in your ERP
-
Written into SAP - Reply drafted for the customer
- Task for your sales team
- Unclear orders to a person, with the question
Any system that can receive an API call or a webhook.
Which teams use it
-
Manufacturing
Customer orders, supplier invoices, delivery note photos and mill certificates, read, checked and written into your ERP.
-
Retail & consumer goods
Supplier invoices, product sheets, return emails and store photos, read, checked and turned into finished work in your systems.
-
Logistics & trade
Booking emails, delivery photos and rate sheets, read, checked and turned into finished work in your systems.
Your data stays with you
- Runs on your own servers. Nothing is sent to an outside AI service.
- Works without internet, on AI models you own.
- Every step is recorded and cannot be changed later. Auditors see who approved what, and when.
- GDPR & KVKK aligned
- SOC 2 Type II in progress
Questions people ask
What if the customer uses its own part numbers?
You give Documind a short list that links their codes to yours. You set it up once for each customer. After that, every order uses it.
What if the email and the attachment do not agree?
Documind does not guess. It asks a person and shows both values. Each value shows the exact spot it came from, so the check takes seconds.
Does it send replies to customers by itself?
Only if you turn it on. By default, Documind drafts the reply and a person sends it. You choose which kinds of orders get a reply.
Which lists does it check the order against?
Your item list, your price lists and your delivery times. Most teams use an export from their ERP. You decide how often to update it.
Can it read orders in other languages, and faxed or handwritten forms?
Yes. It reads many languages, including handwriting and accented letters. Local tax IDs are checked with their check digits. Three different AI models read each value and must agree. On a fax or handwritten form, it reads what it can and asks about the rest.
Map your process with us. Go live in the demo.
In the demo we look at how customer orders reach your sales team today. Then we put your first order workflow live, on your own systems.