The job
The order comes in by email. Nobody retypes it.
It arrives however the customer felt like sending it. An email with the parts in the body. A PDF from their purchasing system. A photo of a handwritten sheet. A text that says "same as last time, plus two."
Then somebody opens your system and types it in again. They match the description to a SKU, check the price, and key the quantities. It takes a few minutes. It happens forty times a day. That is most of somebody's job, and none of it is the part a customer pays you for.
The order already contains everything you need. The only reason it gets typed twice is that nothing is reading it the first time.
What a build looks like
It reads the order where it lands, and drafts the entry.
It watches the inbox the orders already come to. When one arrives it pulls out the parts, the quantities and the ship-to, matches each line against your pricebook, and builds the entry the way your office would have built it. AI is what does the reading, which is why the messy ones go through and not only the tidy PDFs.
Then it stops. The draft sits there with the original next to it, and somebody who knows the customer clicks approve or fixes a line first. Anything it could not match with confidence is held out and flagged rather than guessed at. Every order it handles is written down, so when somebody asks what happened on Tuesday there is an answer.
It runs on what you have. The inbox you already use, the accounting software already running your office, the vendor portal you already log into. Nothing gets migrated. What does change is small and it is the point: somebody spends the morning checking drafts instead of typing them.
What it does not do
It does not send anything on its own.
No order is placed, no confirmation goes to a customer and no record is written until a person approves it. It does not decide whether to extend credit, it does not negotiate a price, and it does not replace the person who knows that this customer always means the heavy-duty version. It takes the typing.
It also will not fix a process that nobody has agreed on. If three people enter orders three different ways, that gets sorted out on a call first, in plain language. That is usually where I start.
Questions
What you are probably wondering.
Does it send the order without me seeing it?
No, and it starts more cautious than that. At first it writes nothing at all: it reads each order as it arrives and shows you what it would have typed, beside what your office actually typed. You turn the writing on once those two have matched for long enough to be boring.
What if the order is missing a part number or the quantity is unclear?
It stops and asks. A line it cannot match is held for a person instead of guessed at. The failure you care about is a wrong order going out quietly, so it is built to go quiet the other way: when it is unsure, it does nothing and tells you.
Our system is old and has no way to connect to it. Does that rule us out?
No, and that is usually the reason somebody calls. Order flow tends to live in email, an accounting package, a vendor portal and a paper book, and none of those arrive with a connector. Building that connection is the work.
Free 20-minute call
Twenty minutes. No pitch.
Tell me how orders reach you now and who retypes them. You'll leave with what it would take to automate it, what it would cost, and whether it's worth doing at all. If it isn't, I'll say so on the call.
Other jobs I build for: quotes out the same day · leads answered and followed up · showing up when customers ask ChatGPT · everything else