Order entry · for distributors

Order entry automation for distributors: stop retyping customer orders into your ERP.

The system reads each PO, matches lines to your SKUs and contract prices, and creates the sales order in your ERP. Anything it is not sure about stops for your CSR.

Send 20 sample orders Watch the gate

You see the automation rate on your real orders before you spend anything. The audit starts at $2,500 for one process and is priced to your branches and systems. It is credited against the build.

*Typical for one well-scoped order stream. Multiple ERPs or heavy EDI work take longer.

01 Inbox Chute and paper-knife
02 Read the PO Lineator and pin comb
03 Match SKU and price Parts drum and balance
04 Human gate Stop bar and lever
05 Sales order in the ERP Ticket printer and tray

Example run on synthetic documents. Nothing is uploaded or stored.

20 orders All we need to quote your automation rate
Every Order matches your rules or passes a person
60 days* First order stream in production
Yours Code, runbook and data

The day

Same inbox. Same cutoff. Different afternoon.

An example day of 20 orders, assumed for the drawing. Yours is measured on your real orders.

Before 3 open at cutoff

Every order retyped by hand
Part numbers guessed or phoned
Orders still open at cutoff

After 17 posted by 4 pm

Each order a draft sales order in minutes
Off-price and unknown lines stop
CSRs work a short exception queue

Where order entry really goes wrong

The edge cases are the job.

A clean PDF is the easy part. One example PO, every line that would stop at the gate.

PO 48112 07Received by fax

06Ship to: new address Need by Fri · freight collect

Cust. part	Description	Qty	UoM	Unit price
ACM-7781-B	Hex bolt 1/2 x 2 zinc	500	EA	$0.42
01 VLV-2 BRZ	Gate valve 2 in bronze	12	EA	$61.00
02 00-55019	Nitrile gloves L	40	CS	$38.90
03 PVC-SCH40-3	PVC pipe 3 in x 10 ft	220	EA	$14.15
04 FLT-HV-20	HVAC filter 20x25x1	7	PK12	$4.80
07 TAPE-2-BLK	Electrical tape 3/4 in	45	EA	$1.10

Customer part numbers The system proposes your SKU with a confidence. Confirm once and the map sticks.
Off-contract price Contract and tier prices come from your ERP. A different price is a hard stop.
Partials and backorders Checked against stock. Your rule per customer: ship, hold or ask.
Units of measure Case, each, pack of 12. A quantity that does not fit the pack size stops.
Duplicate PO The same PO by email and by portal. The second one is flagged.
Ship-to and terms New addresses, freight terms, dates that cannot be met.
Handwritten or faxed Low-confidence reads stop every time. A person confirms the quantity.

Illustrative examples

Three kinds of distributor.

Illustrative examples, not client case studies. Every rate below is an assumption; the sample analysis measures yours.

Example Industrial MRO distributor

70 to 80% of lines post without a touch (assumed)

Given

Assume 300 orders a day, 40% as PDFs from 20 large accounts, each with its own part numbering.

Then

Part maps learned once per customer. CSRs spend the morning on exceptions.

Assumed rate, not a client result.
Example Food service distributor

60 to 75% of lines post without a touch (assumed)

Given

Assume orders as email text with abbreviations, catch-weight items, a 4 pm cutoff.

Then

Catch-weight flag kept. Late orders roll to next day. A person approves substitutions.

Assumed rate, not a client result.
Example Electrical wholesaler

45 to 60% of lines post without a touch (assumed)

Given

Assume contractor POs by photo and fax, handwritten quantities.

Then

Low-confidence reads stop every time. The exception rate shows where the real work is.

Assumed rate, not a client result.

Systems

Sales orders land in the ERP you run.

Through the vendor API where there is one. Through the screen where there is not.

NetSuite Item and customer lookup API
Dynamics 365 Business Central Item cross references API
SAP Business One Price lists API
Acumatica Customer price classes API

Sales order Approved lines, your prices

Epicor Prophet 21 Customer part numbers API
Infor CloudSuite Distribution Contract pricing Screen
QuickBooks Smaller operations API

Vendor API
Screen automation

EDI stays EDI. This handles the orders EDI never covered.

Free, before anything else

Send us 20 sample orders and we'll tell you the automation rate.

Tell us how orders reach you. Tick the box if you have a sample pack ready and we'll send a secure way to share it after we reply.

1Tell us how orders reach you
2We send a secure way to share about 20 orders
3An engineer sends your rate and the stopped lines

Nothing is uploaded here. Redact customer names if you prefer; we only need the line structure.

The offer

Then the audit, if the rate looks worth it.

Fixed fee, fixed length, a written answer at the end.

Work order · SA-01 Priced to your scope

Processes in scopeEach one is mapped on its own.

People who do the work Roughly. It moves the price a little.

5 people

Systems it touchesERP, inbox, portal, spreadsheet, bank site.

Sites that run it differentlyBranches, entities or teams with their own way.

Regulated dataPick any that apply.

Most distributors have 2 to 4 branches. Add yours as sites.

Book now

$2,500

Regular price $3,125

Launch offer: 20% off when you book by Dec 31, 2026. Your quote is held for 48 hours.

Work order: SA-01 Starter
Duration: 2 weeks
Credited in full: $2,500

SA-01 Starter $2,500
SA-02 Team $3,000 to $6,000
SA-03 Department $6,500 to $12,000
SA-04 Division $13,000 to $20,000

What you hold at the readout

Order flow map Every route from customer PO to shipped sales order, timed.
Exception register Each edge case named, with its rule.
Scoped build and quote Scope, timeline, price.
An honest verdict If order entry should stay manual for now, that goes in writing too.

Pay in two halves Two halves open from $7,500.

The work order lists what you entered. If the work turns out bigger, we tell you at kickoff and you choose: we stick to what you entered, or we quote the difference before doing it.

Skip the call

Start the audit now.

Pay the audit price and we start. No discovery call, no proposal round.

01 Pay your audit price By card or US bank account, through Stripe.
02 An engineer reads your brief You hear from them within one business day.
03 Kickoff within 2 business days Then the weeks on your work order to the process map and a written quote.

Credited in full: $2,500 against a build signed within 90 days of the readout.

SA-01 2 weeks $2,500

Regular price $3,125. Launch offer: 20% off when you book by Dec 31, 2026. Your quote is held for 48 hours.

Questions

What owners and ops managers ask first.

Something missing? Write to [email protected].

How do you handle part numbers that do not match ours?

The system proposes a match from your item master and past orders, with a confidence. A CSR confirms it once and the mapping is stored per customer. Unknown items always stop.

What about pricing?

Contract and tier prices come from your ERP. A line that would post at a different price is a hard stop, every time.

What about partial shipments?

You set the rule per customer: ship what is available and backorder the rest, hold the whole order, or ask. A person decides the exceptions.

We already have EDI.

Keep it. This is for the orders EDI never covered: the email, the PDF, the portal, the fax.

What if it reads a line wrong?

Every line is matched to your item master and priced against your ERP. Low-confidence and off-contract lines stop at the gate, with the original PO beside the proposed line, so a bad read is caught before the sales order exists.

Where do our orders and customer data go?

Orders stay in your mailbox, your storage and your ERP. Processing runs in infrastructure you own or that is dedicated to you, under a written data agreement. Nothing is used to train anything.

How long until orders are entering on their own?

From two weeks for the audit (more scope takes longer), then one order stream in production in about sixty days for a well-scoped case. Multiple ERPs or heavy EDI work take longer, and the quote says so.

Who owns it?

You do: code, infrastructure, documentation and runbook. We will run it for you if you prefer.