Automated Order Processing Straight Into Your ERP
We build custom order automation that reads customer orders however they arrive, as PDF and CSV purchase orders, Excel or Word files, or plain text in an email, then validates them and creates the sales order directly in Linnworks, Unleashed and other ERP systems through their API. No rekeying, far fewer errors, and no storefront transaction fees.
Reads Any Order Format
PDF purchase orders, CSV and Excel files, Word documents and orders written in the body of an email, however your trade customers send them.
Straight Into Your ERP
Validated orders are created directly in Linnworks, Unleashed, Cin7, Brightpearl and other systems via API, with the correct source, channel and location.
SKU And Price Mapping
We map each customer's product codes to your SKUs and validate every line against their agreed price list, so quantities and prices are always right.
Exceptions, Not Guesswork
Missing fields, price discrepancies, duplicate purchase orders and low-confidence matches are held in a review queue instead of being pushed through.
Removes Transaction Fees
By talking directly to your order management system, orders can bypass a Shopify or storefront layer and the fee that comes with every order.
Bespoke And Developer-Led
Built around your customers, SKUs, pricing rules and existing workflow by UK-based developers, under NDA, against the real API.
Some of our direct clients
Orders In, Automatically, Validated And Filed
From a mixture of PDF, CSV, Excel and emailed purchase orders to validated sales orders in your ERP, we build order automation that removes the manual entry and the errors that come with it.
- 5+
- Order formats read (PDF, CSV, Excel, Word, email)
- 0
- Orders rekeyed by hand into your ERP
- 100%
- Orders retained with a full audit trail
- 24hr
- Typical quote turnaround
Built Around Your Stack
We create validated sales orders directly in the order management and ERP systems trade sellers actually run, mapped to your SKUs and your pricing rules.
- Linnworks and Unleashed
- Cin7 and Brightpearl
- NetSuite, Sage and Katana
- QuickBooks Commerce and Shopify
How An Order Automation Project Works With Us
We learn your order flow
We start with a short call to understand where orders come from, which systems they need to land in, and where the manual work and the errors happen today. Send us a handful of real purchase orders and we can already tell you what is realistic.
We scope it against real orders
Using your sample POs, SKU mappings and price lists, we map exactly what needs extracting, validating and creating, including the awkward cases most projects forget. You get a fixed-price proposal with a clear scope and timeline, so there are no surprises.
We build against your real API
We build the extraction, validation and the connection to your ERP against the live API in a staging environment, and test it on messy, real-world orders. Every order runs through a review queue at this stage, so nothing reaches fulfilment without a human sign-off.
We go live, then raise the automation
We launch with human review on every order and full monitoring. As accuracy proves out, we switch on automatic processing for orders that meet your confidence rules, so the routine orders flow on their own and your team handles only the exceptions.
Drowning in manual order entry?
Send us a few of your real purchase orders and tell us which system they need to land in. We will come back with a fixed quote and a realistic timeline, usually within 24 hours. NDA first, no obligation.
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Frequently Asked Questions
Automated Order Processing And Order Ingestion Services
If you process trade orders by hand, the useful questions are usually the same: can a system really read the mess of formats our customers send, will it get the products and prices right, and what happens when it is not sure. Here is how we approach all three, and how a bespoke build differs from an off-the-shelf tool.
What automated order processing actually does
Automated order processing takes the orders your trade customers send and turns them into sales orders in your system without a person retyping them. It receives orders from a dedicated inbox, reads whatever arrives, extracts the details that matter, checks them against your rules and creates the order directly in your order management or ERP platform.
The value shows up in the places that quietly cost you money. Skilled staff stop spending hours a day keying purchase orders. Wrong products, quantities, addresses and prices, the mistakes that turn into credits and undercharging, largely disappear because the data is validated before it is filed. Orders reach fulfilment faster because they are not sitting in an inbox waiting for someone to get to them. And where orders were being routed through a storefront just to reach fulfilment, the per-order transaction fee can go too.
Reading the formats your customers really send
Trade orders do not arrive in one clean format. A single business might receive PDF purchase orders in more than twenty different layouts, several CSV variations, the odd Excel or Word file, and a good number of orders simply written in the body of an email. Any automation that only handles one tidy format is not solving the real problem.
We build extraction that reads all of it: PDF, CSV, Excel, Word and email text. Crucially, we train it on your real sample orders, so it learns the specific formats your customers actually use rather than a generic template. From each order it pulls the customer and account, the purchase order number, the delivery name and address, and the products, quantities, prices and requested delivery dates.
Mapping SKUs, applying pricing, catching duplicates
Reading an order is only half the job. Your customers refer to your products by their own codes and descriptions, so we build a mapping to your SKUs and translate every line automatically. We apply your customer-specific product and pricing rules and validate each line against that customer's agreed price list, which is what stops undercharging before it happens rather than catching it in a credit later.
The system also checks purchase order numbers against those already processed, so duplicates are caught before they become duplicate shipments. This is exactly the kind of custom logic that off-the-shelf connectors struggle with, and where a bespoke build pays for itself. If your wider systems also need connecting, this work sits naturally alongside our API integrations and business automation.
Not sure your orders can be read reliably?
Send us your messiest purchase orders. We will tell you honestly what can be extracted automatically, what needs a review step, and what it would take to build.
A review queue, then confidence-based automation
No sensible rollout pushes every order through automatically on day one. We build a review and approval queue so that anything with a missing field, a price discrepancy, a duplicate purchase order, an unmatched product or a low-confidence read is held for a person, while clean orders flow through. Your team sees precisely what was extracted, validated and amended, and releases orders in a couple of clicks.
You begin with every order reviewed, which builds trust and lets us tune the system on your real orders. Once accuracy is consistently high, you allow orders that meet defined validation and confidence rules to be processed automatically, keeping a human in the loop only for the genuine exceptions. You decide where that threshold sits.
Creating the order in Linnworks, Unleashed and other ERPs
Once an order passes validation it is created directly in your ERP through its API, as an unpaid sales order with the correct order source, channel, fulfilment location and any other fields you need. We build against the real API in staging, so it behaves in production exactly as it did in testing.
We work most often with Linnworks and Unleashed, and also with Cin7, Brightpearl, NetSuite, Sage, Katana, QuickBooks Commerce and Shopify. If your trade customers are already integrated directly into your order system, this sits alongside that; it is aimed squarely at the orders that still arrive by email and get typed in by hand. For deeper platform work we also build dedicated Linnworks API integrations and Unleashed API integrations.
Audit trail, security and why a custom build
Every original email and purchase order is retained for audit and query purposes, and a clear audit trail records what was extracted, what was validated and what a person amended, so any order can be traced end to end. If an order genuinely cannot be processed, the relevant team is notified straight away rather than it disappearing.
Tools like Zapier or generic connectors can move simple, well-structured files, but they fall down on volume, on dozens of inconsistent PO formats, and on the customer-specific mapping and pricing rules that trade orders demand. A custom, developer-led build is reliable, logged and yours, designed around your customers, your SKUs and your existing Linnworks or Unleashed workflow. We are UK-based, we work under NDA, and the aim is simple: a process that used to take hours of careful manual work happens on its own, correctly.
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Tell what you're looking for and we'll see you how we can help. Quotes are typically provided within 2 working days of the initial call.