Email and WhatsApp orders, straight into your ERP without retyping

In many SMBs, orders don't come through an online shop. They come however they come: an email with the order in the text, a customer's PDF, a photo of an order sheet on WhatsApp or a spreadsheet with codes only a long-serving employee understands. Someone opens them one by one, finds the customer, translates each code, checks prices and types them into the ERP. If there are many, or that person is off, orders wait.

What the automation does with each order

1. 01

   Receives it through any channel

   Email, WhatsApp Business, an attached PDF or a spreadsheet. Customers don't have to change how they order.

2. 02

   Identifies the customer and the items

   It recognises who's ordering and matches each line to your catalogue, even when the customer uses their own names for products.

3. 03

   Checks that everything adds up

   That the customer and items exist, and that quantities and prices fit their price list and terms.

4. 04

   Creates it in the ERP

   The order goes in with its lines, ready to pick or invoice, or as a draft if you prefer to validate it first.

5. 05

   Flags what doesn't add up

   An item that doesn't exist, a different price or an odd quantity: that order goes to a person with the issue highlighted.

On top of your ERP, not instead of it

There's no software to switch. The automation connects to your ERP through its API when it has one and, if not, through file imports or another stable route. The order appears in the ERP as if a team member had typed it, with a record of how it came in. It's what we do in system integrations: getting the software you already use to pass data along without anyone copying it.

What your team still does

• Reviews the orders that don't add up, which are usually few and arrive with the issue flagged.
• Talks to the customer when there's a real problem: no stock, a special price or a change.
• Sets the rules: what gets confirmed automatically and what waits for a person.

What typing them in costs today

With the assumptions in our ROI calculator, every daily hour someone spends on a repetitive task costs about €650 a month. If entering orders takes two hours a day, that's about €1,300 a month, before counting typing errors and orders left waiting. If you're thinking of hiring someone for this, first read should I hire someone or automate?.

A real integration case

At a vehicle sales and leasing company, every lead that writes by WhatsApp or email is logged in the CRM, the website listings update on their own when a car comes in or a price changes, and paperwork is checked before it reaches the finance company. Same principle: data lands where it belongs without anyone copying it. Read about it in this case study.

Where to start

In a free assessment we look at how orders reach you, how many there are, which ERP you use and what rules you follow to accept them. From that, we tell you what can be automated, at a fixed price with no lock-in.