Use case · Data entry & repetitive tasks
Data entry automation: no more orders retyped by hand.
PDF purchase orders, emails rekeyed into the ERP, spreadsheets copied by hand: data entry automation takes these repetitive tasks off your order desk. The tool does the prep. Your team stays in control.
- PDFs, emails, and spreadsheets read as is
- Prices, discounts, and stock checked
- Your use case demoed on the first call
30-minute callNo commitmentReply within 24 hours
Order BC-2042Simulated
The problem, up close
Monday, 8:12 a.m. Forty emails, and one person to key them all in.
Claire opens the order desk inbox. Établissements Morel has sent its purchase order as a PDF: fourteen lines, a 12% discount, and delivery requested for Thursday. Behind it, thirty-nine more messages are waiting, each in its own format.
She retypes every SKU into the ERP, looks up the customer’s pricing, checks stock, then moves on to the next order. At 10:30 a.m., the phone rings: a customer wants to know where their delivery is. Data entry stops. Nobody takes this work seriously, until the day an 8 and a 2 get swapped.
None of these repetitive tasks calls for a hard decision. They call for time, attention, and a person who does nothing else in the meantime.
Monday · order desk
- 8:12 AMMorel’s BC-2042 arrives as a 14-line PDF
- 8:30 AMKeyed into the ERP line by line
- 10:30 AMCustomer call: data entry stops
- Noon9 of 40 orders entered
Illustrative scene: fictional company and people.
What the tool does, what stays with your team
The tool reads and prepares. Your team resolves the discrepancies.
Who does what is put in writing before we start, task by task.
The tool
Reads the order
PDF, scan, Excel sheet, or the body of the email: it picks out the customer, SKUs, quantities, and date.
Matches your SKUs
The customer’s codes are matched to yours. An unknown SKU gets flagged, never guessed.
Checks against your rules
Customer pricing, agreed discount, available stock: every discrepancy is highlighted.
Prepares it in the ERP
The order waits as a draft, ready to be entered, with the source of every line.
Your team
Accepts or fixes discrepancies
An off-list discount, a new SKU, stock running tight: your team makes the call.
Stays close to customers
The time saved goes to tricky customers, follow-ups, and new accounts.
Two modes, set task by task
At first, every prepared order waits for one click from the order desk before it’s entered in the ERP.
Once the process is proven, orders with no discrepancies are entered on their own. Anything outside the rules always goes back to a person.
Plugged into your software
In the ERP and email you already use.
No new tool to learn: orders still arrive in the same place, just already prepared.
- Outlook
- Gmail
- Sage
- Odoo
- SAP
Cegid
EBP- Excel
A different ERP? If it can share its data through an API or exports, it can be connected. I check that on the first call.
Entry time
12 min40 sec
per order
Time to check a prepared order versus keying it in entirely by hand, in the demo example.
Simulated exampleQuestions
Data entry automation. Straight answers.
01Which repetitive tasks can a small business automate?
The ones that come back every day and follow known rules: entering orders received by email, pricing quote requests, matching vendor invoices, sorting emails, following up on quotes. We start with the one that costs your team the most time.
02How do you automate order entry from email?
The tool reads the purchase order whatever its format, finds the customer and your SKUs, checks prices and stock, then prepares the order in the ERP. For the details, EDI and e-invoicing included, read the article on automated order processing in your ERP.
03Do you need a new ERP for data entry automation?
No. The tool works in your current ERP, whether it’s Sage, Odoo, SAP, Cegid, or EBP, as long as it can share its data. Your team keeps working in the same place.
04What happens if an order is misread?
It isn’t entered silently. A doubtful line, an unknown SKU, or an unusual price gets flagged to a person, who fixes it. Every correction stays visible in the tool’s log.
05How long does it take to automate data entry?
A 10-day audit measures the time lost and checks access to your data. Then a prototype is built in five days on your own orders. Go-live follows on a date set in writing.
The solution
The service that fixes this
Read next
Contact
Which task does your team retype every day?
Describe it in one sentence. I’ll tell you if AI can take it off your plate.
On the call, we look at your workflow together and I show you the closest tool, on sample data. If a simple setting in your software does the job, I’ll tell you.
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