Automate order processing with AI
AI reads incoming orders from emails and PDFs and extracts the data. Automation (RPA) validates it and posts it into your ERP. Built for manufacturing SMEs in Germany, Austria, and Switzerland that want less copy-paste and fewer errors.
From 20 hours to 2 hours per week
Same order volume, a different workflow. Hours of manual typing become a short confirmation step.
Manual today
- Order arrives by email
- Open the PDF or attachment
- Retype the data into the ERP
- Check for typos and missing fields
- Post the order into the ERP
Automated with AI
- Order arrives by email
- AI reads the document
- Data lands in the review inbox
- Confirmed and posted into the ERP
People stay in control: the AI proposes, your team confirms. Edge cases go to a human, routine orders flow through.
We built exactly this for a Swiss manufacturing SME. Read the case study
How AI order processing works
RPA (Robotic Process Automation) automates rule-based, repetitive steps; AI reads unstructured documents like PDFs and emails. Together they turn incoming orders into ERP records without manual typing.
- 01
Capture the order
Orders arrive by email, PDF or scan. The system picks them up automatically, no forwarding or uploading by hand.
No manual forwarding
- 02
Read and extract
AI reads the document and extracts positions, quantities, article numbers and customer data, even across different layouts.
Works with varied order formats
- 03
Check and confirm
Extracted data lands in a review inbox. Clear cases pass automatically; anything uncertain is flagged for a person.
Humans stay in the loop
- 04
Post into the ERP
The confirmed order is written into your existing ERP through its interface. No system replacement, no double entry.
Fits your current ERP
Routine orders run through, deviations go to your team.
From order intake to your ERP
The order arrives
By email, PDF, Excel, EDI or customer portal.
The system reads the data
Order number, customer, line items, quantities, prices, addresses and dates.
It checks customer and address
Debtor, sales area, billing address, delivery address and block status.
It maps the articles
Customer article number, internal SKU, variant, unit of measure and packaging unit.
It runs your commercial rules
Nine rules against your ERP master data.
Price and discount
Contract prices and terms
Credit limit
Open items and order block
Stock and availability
Free quantity and partial delivery
Delivery date
Requested date and confirmed date
Quantity rules
Minimum order quantity and packaging units
Tax and Incoterms
Currency, tax logic and delivery
Duplicates
Order number and identical transactions
Mandatory fields
Completeness and plausibility
Compliance
Block lists and export rules
Is there a deviation?
NO
Standard case
The order runs straight into the ERP.
YES
Manual review
Only the affected point goes to your team.
The order lands in your ERP
Header, line items, terms, delivery schedule and approvals.
Confirmation and audit trail
Your customer gets the confirmation, every decision stays traceable.
Standard cases run without a touch
Your team decides the exceptions
How the system checks one order
Customer identified
Metallwerk Zürich AG, debtor 400184
98 %Delivery address identified
Fabrikweg 22, Dübendorf, ramp 3, present in the customer master
MatchArticle matching
Line items 10 and 20 mapped to internal SKUs
2/3Unknown article
01.15094.20051 has no unique match. Suggested: 01.15094.20050
ReviewCredit limit exceeded
Available CHF 3'500, order value gross CHF 4'256.44
BlockDelivery date
Line item 20 is fully available on 19.08. only
DeviationPrice check
Line items 10 and 20 match the framework agreement
OK
Recommended action
Confirm the article suggestion, obtain credit approval and send an alternative delivery date.
What you gain
Concrete outcomes for order processing in a manufacturing SME.
Order processing, automated
Fewer errors
No manual retyping means fewer typos, fewer wrong quantities and fewer mixed-up article numbers.
Connects to your ERP
Orders flow into your existing ERP through its interface. No system replacement, no parallel spreadsheets.
Time back for your team
Routine data entry runs on its own, so your people spend their hours on customers and exceptions instead of copy-paste.
See the numbers from a real Swiss implementation. View full case study
Questions about AI order processing
What RPA and AI order processing is, and how it fits a manufacturing SME.
What is RPA?
RPA stands for Robotic Process Automation: software that automates rule-based, repetitive steps a person would otherwise do by hand, such as copying order data from an email into an ERP. Combined with AI, it also handles unstructured documents like PDFs.
What is AI order processing?
AI order processing reads incoming orders from emails, PDFs and scans, extracts the relevant fields such as positions, quantities and article numbers, and prepares them for your ERP, without a person retyping the data.
Does the system learn over time?
Yes. Every confirmation and correction feeds back, so over time the system gets better at your specific suppliers, document layouts and article numbers. It adapts to how your team works instead of forcing a fixed template.
Does it work with my existing ERP?
Yes. The solution posts orders into your current ERP through its interface. There is no system replacement; we build a bridge to what you already run.
Does automation mean losing control?
No. Extracted orders land in a review inbox. Clear cases can pass automatically, while anything uncertain is flagged for a person to confirm. You decide how much runs hands-off.
Who is this built for?
For manufacturing SMEs in Germany, Austria, and Switzerland that process recurring orders by email and PDF and want to cut manual data entry. We focus on AI and automation for manufacturing, not generic web development.
... and factorIQ turns it into a product
We build order automation as a project for your operation. factorIQ turns the same capability into a product: AI that reads your incoming documents and hands structured data to your ERP, out of the box.
See it on your own orders
Book a demo and scoping call. We look at your order flow and show what AI order processing would take for your ERP. No obligation.