Automate order entry from email, PDF and Excel
WZ-IT builds a controlled intake pipeline for customer orders. Order data is recognised, checked against master data and mandatory fields, and prepared for approval or handoff to your ERP or CRM system.
Companies worldwide trust WZ-IT
Unstructured orders become controlled order data
The pipeline combines document processing, customer and item matching, business checks and traceable approval. Deviations remain visible instead of entering the ERP unchecked.
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.
The complete intake workflow matters, not only reading the PDF
The pilot is scoped against your order variants, master and pricing data, validation rules and the technical accessibility of the target system.
Analyse input
Assess emails, PDFs, spreadsheets and common variants using representative orders.
Model order fields
Define header, line-item, delivery and reference data for the target system.
Connect master data
Make customers, items, units and other validation data available through the agreed route.
Handle exceptions
Route unknown items, price differences, missing fields and ambiguity for clarification.
Design approval
Define which cases can be prepared automatically and which require mandatory review.
Integrate the target system
Transfer confirmed data through the available API, an import or an agreed workflow.
Effort factors
What determines scope and final price
- Number and variation of order formats, languages and line-item structures
- Quality and accessibility of customer, item, pricing and terms data
- ERP or CRM interface, necessary approvals and write-back requirements
- Volume, required automation and consequences of incorrect matching
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.
Entry and operations
Start automated order entry as a scoped pilot
The starting price applies to one prioritised order route. Order variation, master data and the integration path determine the binding scope.
Order Entry Pilot
from €6,900
excluding VAT, one-time
For one clearly scoped input channel and a defined ERP or CRM target.
- Analysis of representative orders
- Field, master-data and validation concept
- Pilot pipeline with controlled handoff
- Business tests and documented expansion path
Managed Order Pipeline
from €699.90 / month
excluding VAT, monthly
For ongoing technical operations of a previously accepted order-entry pipeline.
- Technical monitoring and error analysis
- Maintenance of the agreed extraction and rule set
- Assessment of relevant component and security updates
- Documented changes within the agreed scope
Infrastructure, model usage, volume, ERP licences, custom interfaces and service levels are itemised in the specific proposal.
All prices are net and exclude statutory VAT. The offers are addressed to businesses.
Suitable where manual order entry is recurring
- Orders regularly arrive through email, PDF, spreadsheets or forms
- Staff transfer the same header and line-item data into a target system
- Customer, item or pricing data can be made available for validation
- Deviations and uncertain cases can be reviewed under control
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
Connect order entry with documents, quotations and operations
This service remains separate from the quotation assistant: it processes incoming customer orders and hands them to operational systems.
AI Document Processing
Implement generic document types and extraction workflows independently of order entry.
View offerfrom €4,990 excl. VATAI Quotation Assistant
Create your own quotation drafts faster using historic documents, product data and recurring line items.
View offerCheck supplier confirmations
For purchasing: compare confirmed prices, quantities and dates with your purchase orders.
View serviceDiscuss order entry
How do orders reach your team today?
Tell us the input formats, approximate volume, target system and largest manual validation step. We will assess the right pilot scope.
Frequently asked questions about automated order entry
Input formats, master data, ERP integration, approval and operations
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.
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.
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.
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.
The main factors are input variation, line-item logic, master and pricing data, validation rules, volume, approval workflow and target-system interface. The starting price applies to a clearly scoped pilot.
Let's talk about your project - honest and no strings attached
- Straight with Timo and Robin - no sales team, no pitch
- An honest take, including when we are not the right fit
- Concrete next steps for infrastructure, software or AI
No risk: worst case, you leave with a clearer understanding of your project than before.
“WZ-IT's advice on our Azure migration was technically sound and completely non-binding right from the intro call - we took away a great deal.”
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 Kirchner
Managing Director, nextGYM GmbH
“While looking for a partner to integrate a local AI solution, we came across Timo and Robin - and could not have made a better decision. They quickly understood our requirements and solved technical challenges competently and pragmatically. We were particularly impressed by the straightforward collaboration, their high level of expertise and the speed of implementation. We are delighted to have Timo and Robin at our side as reliable business partners and look forward to our next projects together. (translated)”
Henrik Jeche
Head of IT Administration
ml&s - full-service provider for the electronics industry.
“Communication with WZ-IT was open, friendly and professional from the very beginning. Mr. Wevelsiep and Mr. Zins responded to every one of our questions patiently, promptly and respectfully, and contributed their own suggestions and good ideas on how to modernize our server infrastructure and adapt it even better to our needs. Throughout, WZ-IT consistently kept our need for data sovereignty and GDPR compliance in mind. Even short-notice adjustments and change requests from our side were implemented quickly and patiently and integrated consistently into the overall concept. From planning to the final handover, every step was documented transparently and comprehensively - so if a provider change should ever become necessary, the documentation would let us onboard a successor into our infrastructure very quickly. We are extremely satisfied with WZ-IT and hope to continue working together for a long time.”
Christoph Mußmann
Project Officer, DGHO e.V.
DGHO - German Society for Hematology and Medical Oncology.
“We have had very good experiences with Mr. Wevelsiep and WZ-IT. The consultation was professional, clearly understandable, and at fair prices. The team not only implemented our requirements but also thought along and proactively. Instead of just processing individual tasks, they provided us with well-founded explanations that strengthened our own understanding. WZ-IT took a lot of pressure off us with their structured approach - that was exactly what we needed and is the reason why we keep coming back. (translated)”
Matthias Zimmermann
Managing Director, Annota GmbH
Annota - healthtech startup with an AI documentation assistant.
“I got to know Timo and Robin as dedicated and professional partners who make a lot of things possible for their clients that initially seem impossible. I felt very well advised. The services offered have thoroughly convinced me. (translated)”
Andrea Pawlowski
Communications Manager, Golem.de
Golem.de - leading German IT news outlet.
“Professional, honest and technically thoroughly sound: WZ-IT set up our Proxmox and backup infrastructure securely and future-proof. The consulting from Timo and Robin was objective and needs-driven, the implementation smooth and the final documentation exemplary. You can tell immediately that business-critical infrastructure is thought through holistically from the outset here and implemented with clear ownership.”
Pascal Block
Project Manager, Stadtwerke Brühl GmbH
Stadtwerke Brühl - municipal energy and infrastructure utility.
“With Timo and Robin, you're not only on the safe side technically - you also get the best human support! Whether it's quick help in everyday life or complex IT solutions: the guys from WZ-IT think along with you, act quickly and speak a language you understand. The collaboration is uncomplicated, reliable and always on an equal footing. That makes IT fun - and above all: it works! Big thank you to the team! (translated)”
Sonja Aßer
Data Manager, ARGE
ARGE Neue Medien - master data & digital standards for plumbing and building technology.
“I recently worked with Timo and the WZ-IT team, and honestly, it turned out to be one of the best tech decisions I have made for my business. Right from the start, Timo took the time to walk me through every step in a simple and calm way. No matter how many questions I had, he never rushed me. The results speak for themselves. With WZ-IT, we reduced our monthly expenses from $1,300 down to $250. This was a huge win for us.”
Aleksandr Shuliko
CTO, EVA Real Estate
EVA Real Estate - leading real-estate agency in Dubai.
“WZ-IT manages our Proxmox cluster reliably and professionally. The team handles continuous monitoring and regular updates for us and responds very quickly to any issues or inquiries. They also configure new nodes, systems, and applications that we need to add to our cluster. With WZ-IT's proactive support, our cluster and the business-critical applications running on it remain stable, and high availability is consistently ensured. We value the professional collaboration and the noticeable relief it brings to our daily operations.”
Pascal Hakkers
Aphy AG
Aphy AG - AI platform for hotel back-office.
“WZ-IT provided very competent support in implementing our server and virtualization infrastructure. As part of the project, a Proxmox-based virtualization environment was set up along with a virtual machine for our application systems. Additionally, a structured backup concept was implemented. A particular focus was on security: the setup of a VPN tunnel and the clean implementation of encryption and access concepts were professionally executed. The structured consulting as well as the reliable and swift implementation deserve special mention. We are very satisfied with the services provided and are happy to recommend WZ-IT.”
John Hellmerichs
Managing Director, AInergy GmbH
AInergy - consultancy for energy and facility management.
“Timo and Robin from WZ-IT set up a RocketChat server for us - and I couldn't be more satisfied! From the initial consultation to the final implementation, everything was absolutely professional, efficient, and to my complete satisfaction. I particularly appreciate the clear communication, transparent pricing, and the comprehensive expertise that both bring to the table. Even after the setup, they take care of the maintenance, which frees up my time enormously and allows me to focus on other important areas of my business - with the good feeling that our IT is in the best hands. I can recommend WZ-IT without reservation and look forward to continuing our collaboration! (translated)”
Sebastian Maier
Managing Director, Yonju GmbH
Yonju - business coaching and AI products.
“Counting on WZ-IT team was crucial, their expertise and solutions gave us the pace to deploy in production our services, even suggesting and performing improvements over our configuration and setup. We expect to keep counting on them for continuous maintenance of our services and implementation of new solutions.”
Gabriel Sanz Señor
Managing Director, Odiseo Solutions
Odiseo Solutions - software engineering for the space industry.
Let's Talk About Your Idea
Whether a specific IT challenge or just an idea - we look forward to the exchange. In a brief conversation, we'll evaluate together if and how your project fits with WZ-IT.
Arrange a callback
Companies worldwide trust WZ-IT