What is automated order entry?

Automated order entry reads incoming orders, matches customers and items to master data, validates them against rules and passes them to ERP or CRM as an order. AI handles reading different formats; deviations go to your team for approval.

How is automated order entry different from the AI quotation assistant?

Order entry processes incoming customer orders and prepares them for ERP or CRM. The quotation assistant helps your team create its own quotation drafts from product, pricing and historic data.

Which input formats can be processed?

Typical inputs include email text, digital or scanned PDFs, Excel files and web forms. The specific scope depends on variation, quality and line-item structure.

Can orders be created without human approval?

Technically yes, where data quality, validation rules and error impact allow it. In the pilot, uncertain or exceptional cases are deliberately routed for approval; greater automation follows only after business acceptance.

Which ERP systems can be connected?

The deciding factor is a suitable API, supported import or another stable integration path. The target system and interface are reviewed before the proposal is confirmed.

How much does automated order entry cost?

The pilot costs from €24,900 excl. VAT for one intake channel, one ERP or CRM test target and 75–150 test documents. We check data quality, interfaces and target environment before commissioning; extensions are priced separately.

Automate order entry: prepare orders from email and PDF for ERP or CRM

Orders arrive by email, PDF or spreadsheet and are keyed in by hand. In the pilot, AI reads orders from one intake channel, checks them against your master data and prepares them for approval in one target system.

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Starting point

Orders arrive as email and PDF, entry happens by hand

Customers order by email, PDF, spreadsheet or form, each in their own format
Your sales office keys the same header and line data into the ERP
Item numbers, units or prices do not always match your master data
Deviations should be caught before the order is in the system

Outcome

Unstructured orders become controlled order data

After the pilot, an order from the chosen channel arrives as a validated order draft. Your sales office approves it or resolves the flagged deviations instead of retyping every line.

Capture the order
Recognise header data, line items, quantities, prices, delivery details and references in agreed input formats.
Validate against master data
Match customers, items, units, mandatory fields and agreed rules and flag ambiguity.
Hand off under control
Pass confirmed order data to the target system through an API, import or workflow.

Service scope

The complete intake workflow matters, not only reading the PDF

One intake channel, one ERP or CRM test target, master and mandatory data checks and 75–150 real test documents through to a documented test handover.

Included

One intake channel and one ERP/CRM test target
Agreed header and line-item data with master-data and mandatory-field checks
75–150 representative test documents
Approval, duplicate handling, error paths and documented test transfer

Effort factors

What determines scope and final price

Production ERP write access without separate scope
Missing APIs, custom integration and broad rollout

Process

From real orders to controlled ERP handoff

The pilot starts with representative orders and one clear target system. Automation is increased only after error classes and approvals have been accepted by the business team.

01
Assess order variants
Define inputs, target fields, master data and exceptions.
02
Build the pilot pipeline
Implement extraction, matching, validation rules and controlled handoff.
03
Test with the business team
Evaluate matches, errors and edge cases using realistic orders.
04
Approve and operate
Confirm thresholds, responsibilities, monitoring and expansion scope.

What we need from you

Representative orders, anonymised where needed
An overview of required order fields and business validation rules
Information about master and pricing data
A technical overview of the ERP or CRM target system

Scope and investment

Cost of automated order entry

Starting price for one intake channel and one test target. Additional channels, missing interfaces or production ERP write access increase the scope.

Not sure yet whether the pilot pays off? The AI potential check (from €3,900 excl. VAT) answers that first.

Delivery starts once agreed data, access and stakeholders are available. The binding scope and price are defined in your proposal. Hardware, hosting, model consumption, licences and ongoing operations are quoted separately. Follow-on projects are costed against reusable results. We credit the pilot price when you commission the production rollout; there is no requirement to purchase every stage. A pilot concludes with a quality report and an evidenced recommendation to proceed or stop. A documented no-go is a valid outcome. Production approval and ongoing operations are agreed separately.

All prices are net and exclude statutory VAT. The offers are addressed to businesses.

Order Entry Pilot

Read orders from one intake channel, check them against master data and provide them as approvable order data for one target system.

from €24,900excluding VAT and separately quoted third-party costs

Credited against the production rollout. You receive the proposal for it with the acceptance report.

4–8 weeks

Scope as described above

Outcome and verification: Business-tested order intake with traceable exceptions and handover records.

After the pilot

From pilot to production order entry

The pilot ends with a recommendation: move to production, extend or stop. You receive the proposal for the production rollout with the pilot's acceptance report, and the pilot price is credited against it; rules, test set and pipeline are reused.

AI Document Processing

Extract and validate further document types independently of order entry.

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Check order confirmations

For purchasing: match confirmed prices, quantities and dates against your own purchase orders.

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AI Quotation Assistant

Draft your own quotations from past quotes, product data and recurring line items.

View offer

Frequently asked questions about automated order entry

Input formats, master data, ERP integration, approval and operations

Reviews & projects

What clients say about working with us

From local AI integration to architecture, data sovereignty and ongoing operations.

WZ-IT moved our studio infrastructure from decentralised individual devices to a central platform: every site is securely connected via VPN, new devices are onboarded automatically and an entire site is provisioned from a template, without manual steps on location. What impressed me most is the breadth and depth of their knowledge: Timo and Robin are not a typical IT provider who sets up a server and leaves. The two of them think their way into highly complex infrastructure and software topics, work through every requirement we put in front of them, and build networking, provisioning and operations so that everything fits together in the end. WZ-IT is an excellent partner for complex software, network and architecture projects.

Steve KirchnerManaging Director, nextGYM GmbH

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International

Built in Germany's Ruhr Valley. Running worldwide.

WZ-IT designs, develops and operates infrastructure and software for clients in Germany and internationally. We deliver projects remotely and continue supporting them in ongoing operations after go-live.