Keystone LabsBring us a problem

Email & PDF order entry automation

Turn emailed orders
into sales-order drafts.

If your team copies purchase orders from emails and PDFs into an ERP, we can build a workflow that matches your item codes and prepares the order for review.

Custom implementation by Keystone Labs. Start with one recurring order format and the system your team already uses.

Tell us about your orders See an example

An example

What does “10 boxes” mean?

The catalog has boxes of 100 and 500 cable ties. The order doesn't say which. Here's how a draft can keep that question open for the order desk. All data below is fictional.

01 / Customer requestExample order

Purchase order 1048

Customer
Northline Supply
Delivery
Main warehouse
Instruction
Please deliver to the main warehouse.
Items as requested by the customer
DescriptionQuantity
2-inch brass ball valve24 each
Heavy-duty cable ties, black10 boxes

The request does not specify how many cable ties belong in a box.

See the catalog entries

BV-200-BR — 2-inch brass ball valve, sold individually.

CT-HD-100 — black heavy-duty cable ties, box of 100.

CT-HD-500 — black heavy-duty cable ties, box of 500.

02 / Sales-order draft

Example output

One line needs clarification

Confirm the cable-tie
pack size.

Customer reference
PO 1048
Line 1 · valve
BV-200-BR · 24 each
Proposed catalog match
Line 2 · cable ties
10 boxes · product unresolved
Confirm 100 or 500 per box
Delivery address
Main warehouse
Confirm against the customer account

Review before release

Which pack size did the customer mean?

The order desk checks the pack size with the customer, selects the right item code, and approves the completed draft.

Example output for a proposed implementation.

How it works

From the inbox to your order system

We build around your catalog and entry rules. The person approving an order can see what the customer asked for and what still needs checking.

  1. 01

    Read the order

    Pull the customer reference, products, quantities, units, and delivery instructions from the email or PDF.

  2. 02

    Find your item codes

    Match the customer’s descriptions to your catalog. Keep the original wording next to each suggested match.

  3. 03

    Check the gaps

    Flag missing details and uncertain matches. Your team resolves them with the original order in view.

  4. 04

    Send the approved draft

    Prepare an import file or create a draft in your order system, depending on the connection agreed for the pilot.

The first pilot

Start with one customer's order format.

Choose orders your team handles regularly. We'll need examples of both ordinary and difficult orders, the relevant catalog entries, and the fields your order system requires.

You receive a working implementation for that format, an agreed export or system connection, and a record of the test results. We compare entry time, corrections, and review time with your current process.

The decision to expand comes down to the numbers: time saved at your monthly order volume, less the cost of running and maintaining it. Low volume or very little manual work may make a pilot hard to justify.

Common questions

Questions about the pilot

We'll check the system requirements and likely cost with you before proposing a build.

Who is this for?
Order desks at distributors, wholesalers, manufacturers, or other businesses where staff regularly copy emailed orders into another system. It is most useful when the work repeats often enough to justify the setup and ongoing cost.
Will it work with our ERP?
We check your system’s import options and access requirements before quoting. A CSV import may be enough for a first test. Creating drafts directly in an ERP requires a supported connection and a separate check of its rules.
Does it send orders without approval?
The first pilot keeps your team in control of approval. Unclear items stay open for review. Prices, stock availability, and delivery commitments need their own checks; reading a requested delivery date does not confirm it.
How much does a pilot cost?
We quote after reviewing the order format, catalog, destination system, and rules your team uses. The fee, delivery schedule, and what counts as a successful result are agreed before work starts.

Talk to Keystone Labs

Tell us how you enter orders today.

Your monthly order count, current system, and the problems your team spends time fixing are enough to start. We'll reply by email to discuss whether a pilot makes sense.

Tell us about your orders How a first project works