Purchase order entry from email and PDF
Orders in by mid-afternoon go out the same day. Every PO is read, matched and staged as a sales order for your team to check and release.
Hours back
12
hours a week back, typically
How it runs
What we build, step by step.
This is the usual shape. Yours gets built around how your team actually does the job.
- 01
POs collected from the order inbox
Emails and attachments sent to your orders address are picked up as they arrive, scanned PDFs included.
- 02
Each line read and matched
Customer part numbers and descriptions are matched to your item codes using their order history and any cross-reference list you keep.
- 03
Checked against price and stock
Prices are compared with the customer's agreed pricing, and quantities with what's available. Mismatches are flagged on the line.
- 04
Staged as a sales order
A draft sales order is created in your system, linked to the original PO, waiting for a person to release it.
- 05
An acknowledgement to the customer
Once released, the customer gets an order confirmation with your order number and expected dispatch date.
Shown with software we see a lot. If your team uses something else, we build it into that instead.
Built for your business
Same job, different business. We build yours.
Two firms in the same trade rarely run a job the same way. Different software, different steps, different people signing off. We build it for your business, around how your team actually does the job.
Your steps
Built around the order your team already works in, odd exceptions included.
Your software
Runs inside the tools you already pay for, set up the way you use them.
Your rules
Your wording, your limits, your sign-offs. Nothing generic goes out in your name.
You sign off
Your team keeps the final say.
A person checks and releases every order. Flagged lines (unknown items, price mismatches, short stock) need a decision first.
What it's worth
What those hours add up to.
12 hours a week, over 46 working weeks, is 552 hours a year. At $50 an hour, that’s
$27,600
back in the business, every year.
Typical, not promised.
Before and after
The job, before and after.
How it runs today
The order desk reads each incoming PO, looks up the customer's part numbers against yours, checks pricing, and keys every line in. On a busy day orders wait until tomorrow, and typos turn into returns.
What we build
- POs collected from the order inbox
- Each line read and matched
- Checked against price and stock
- Staged as a sales order
- An acknowledgement to the customer
A month in
Orders that land by 3pm go out the same day, keying errors drop, and about 12 hours a week of typing goes. The order desk handles growth without another hire.
Why we stage orders instead of releasing them
Most order entry mistakes are small: a pack size read as a single unit, a customer's old part number, last year's price. Staging means a person sees each order with the doubtful lines already highlighted, which takes a minute instead of the ten it took to type.
Once your team trusts it on a customer's orders, you can choose to auto-release that customer's clean orders. That's your call, and it's easy to switch back.
FAQ
What if a customer uses their own part numbers?
That's normal, and PO entry handles it. Matches come from the customer's order history and your cross-reference list, new part numbers are flagged, and once confirmed they're remembered.
Which order systems does PO entry work with?
Cin7, NetSuite, Sage and QuickBooks are the most common. We confirm your system on the free call, before you pay anything.
More for wholesale & distribution
See them all →Next step
Bring this one to a free live build.
Thirty minutes on purchase order entry from email and pdf. We build its elf with you, live, and you keep it.