Order Processing
Customer POs to checked sales orders, fast.
Order Processing
Operations & E-commerce
- RuleDone:
A PO arrives by forwarded email or upload, or a Shopify order comes in.
- RuleDone:
It checks the sender and reads the document, including scans.
- RuleDone:
Rules match the customer, ship-to and materials, and check prices, stock and credit.
- RuleDone:
It checks for duplicates against the ERP and past POs.
- PersonWaiting for approval:Waiting for you
A rep approves the card; big orders and credit blocks need a second person.
- RuleNot started:
It re-checks duplicates, creates the sales order and logs the audit trail.
For example: A packaging maker gets a 12-line PO as a PDF from a regular customer.
Waiting for you. Nothing has changed yet.
Approval for money/legal actions. Approval always required for money and legal actions.
What is Order Processing?
In shortOrder Processing is an AI automation for Operations & E-commerce teams that works with Gmail, NetSuite, SAP S/4HANA and Shopify. Reads emailed and uploaded purchase orders, checks customer, price, stock, credit and duplicates by rule, and creates the sales order after approval. It is built for head of customer service, order-to-cash lead, customer service reps and credit controller.
Last reviewed
Key facts
- Department
- Operations & E-commerce
- Starts when
- A customer PO is forwarded to your intake address, a rep uploads one, or a Shopify order arrives
- Works with
- Gmail, NetSuite, SAP S/4HANA, Shopify
- Run modes offered
- Shadow, Draft and Assisted
- Human control
- Approval for money/legal actions
- Status
- Available now
The problem today
A rep reads each emailed PDF, finds the customer and ship-to, maps part numbers, checks price and stock, then keys 5–50 lines. Today: 10–25 minutes per PO, with typos, duplicate orders when a customer resends a PO, and missed price differences that later become credit notes.
What it does
It reads POs from email bodies, PDFs, Excel files and scans, plus Shopify webshop orders. Rules check the sender, customer, ship-to, materials, units, quantities, contract price, credit, payment, stock and duplicates. AI only reads the document and writes a plain summary. A rep approves every order on a card that shows the PO next to the proposed order, then it creates the sales order in SAP or NetSuite. Paid, all-green webshop orders are released in Shopify.
How does Order Processing work?
How it works- Rule you set
- AI step
- A person decides
- Step 1Rule
A PO arrives by forwarded email or upload, or a Shopify order comes in.
- Step 2Rule
It checks the sender and reads the document, including scans.
- Step 3Rule
Rules match the customer, ship-to and materials, and check prices, stock and credit.
- Step 4Rule
It checks for duplicates against the ERP and past POs.
- Step 5Person
A rep approves the card; big orders and credit blocks need a second person.
- Step 6Rule
It re-checks duplicates, creates the sales order and logs the audit trail.
What you get
Key features- Card shows the PO next to the proposed order, with each check green, amber or red
- Customer part numbers mapped to your materials
- Price checked against ERP and contract prices within your tolerance
- Duplicate check by customer PO number, re-checked right before creating
- One-click batch approval for all-green orders under the threshold (Assisted)
- PO change and cancellation documents open a linked card with a line diff
- Optional confirmation email from your approved template
How much does it do on its own?
Run modesPick a mode to see what Order Processing would do at each step.
Every automation starts in Shadow. Move it up when you are ready, and back down at any time. How run modes work
Order Processing in Shadow
Runs on real data and shows what it would have done. No app is changed and no message is sent.
- Rule
A PO arrives by forwarded email or upload, or a Shopify order comes in.
Watches for it
- Rule
It checks the sender and reads the document, including scans.
Runs on real data, read only
- Rule
Rules match the customer, ship-to and materials, and check prices, stock and credit.
Runs on real data, read only
- Rule
It checks for duplicates against the ERP and past POs.
Runs on real data, read only
- Person
A rep approves the card; big orders and credit blocks need a second person.
Shown to you as a suggestion
- Rule
It re-checks duplicates, creates the sales order and logs the audit trail.
Shown to you as a suggestion
Not offered: Auto. Anything touching money, contracts or legal records needs a person's approval.
Shadow vs Assisted for Order Processing
Assisted is the most it can do on its own, because Auto is not offered for it. Here is each step side by side.
| Step | Shadow | Assisted |
|---|---|---|
| In short | Runs on real data and shows what it would have done. No app is changed and no message is sent. | Confident, low-impact actions run. Anything risky waits for approval. |
| Step 1A PO arrives by forwarded email or upload, or a Shopify order comes in. | Watches for it | Runs itself |
| Step 2It checks the sender and reads the document, including scans. | Runs on real data, read only | Runs itself |
| Step 3Rules match the customer, ship-to and materials, and check prices, stock and credit. | Runs on real data, read only | Runs itself |
| Step 4It checks for duplicates against the ERP and past POs. | Runs on real data, read only | Runs itself |
| Step 5A rep approves the card; big orders and credit blocks need a second person. | Shown to you as a suggestion | Still waits for a person |
| Step 6It re-checks duplicates, creates the sales order and logs the audit trail. | Shown to you as a suggestion | Runs once the step before is cleared |
| True in every mode | A person approves every sales order; Auto is not offered. | |
What it will never do on its own
Safety & human control- A person approves every sales order; Auto is not offered.
- Never treats an order as paid from a screenshot, PDF receipt or email text.
- Never changes prices, adds discounts, or releases credit or delivery blocks.
- Never lets AI pick a material; unknown lines go to a person.
- Spoofed senders, new ship-to addresses and bank details in a PO are flagged as possible fraud.
- You approve before it acts
- Your data stays yours
- It knows its limits
- Stop anytime
What will you see on your dashboard?
Results you can trackTargets are quality goals the automation is built to reach. Estimates are calculated from your own volumes.
- Target
Human minutes per order (target: under 2 minutes, from about 15)
A goal it is built to reach
- Tracked
Orders per rep per day
Measured on your own data
- Target
Duplicate orders prevented (target: 0 duplicate sales orders)
A goal it is built to reach
- Tracked
Price deviations caught (value)
Measured on your own data
- Tracked
Orders blocked for credit (count, value)
Measured on your own data
- Target
Line error rate (target: < 1%) and % of lines confirmed on the requested date
A goal it is built to reach
A packaging maker gets a 12-line PO as a PDF from a regular customer. The rep sees one amber line where the PO price is 3% below contract. The rep corrects it and approves, and the SAP sales order is created in under two minutes.
Who is Order Processing for?
- Head of customer service
- Order-to-cash lead
- Customer service reps
- Credit controller
Industries: Manufacturing & distribution, E-commerce & retail, Logistics, Healthcare & clinics
Also useful for: Sales & CRM, Finance & Accounting
Connects to the apps you already use
Works withApp names are trademarks of their owners. Charviam connects to them; it is not a partner or reseller.
- Gmail(optional)
- NetSuite
- SAP S/4HANA
- Shopify
Better together
Automations that hand work to Order Processing, or pick up where it stops.
What do you need to set it up?
Setup- Connect SAP S/4HANA or NetSuite (and Shopify if you sell online)
- Set up email forwarding from your orders mailbox to the intake address
- List allowed sender domains and buyer contacts per customer
- Choose sales areas, price tolerance and the second-approval threshold
- Name approvers: reps, sales manager, credit controller, team lead
- Add unit and material synonym tables
Typical setup
- 01Connect your apps
- 02Configure the rules
- 03Run a watch-only trial
- 04Go live
Not included
- EDI orders
- Pricing and credit decisions
- Billing, e-invoicing and delivery creation (shipping is blueprint 21)
Questions about Order Processing
FAQSee Order Processing on your own data
WalkthroughIt starts in Shadow, where it only watches and suggests, so nothing changes in your apps until you say so.