Reduced manual order processing by 80%
An intelligent order processing system that reads purchase orders from emails and automates data entry into ERP systems.
Challenge
What's the challenge?
Van Gils Sweet Creations is a Belgian manufacturer of artisanal ice cream and desserts, producing over 300 unique creations for retailers across Belgium and beyond. With decades of craftsmanship and a growing customer base, they supply major supermarket chains with high-quality frozen treats.
As their business grew, so did the volume of purchase orders flooding their inbox. Each month, the back office team received hundreds of purchase orders via email from various retailers. Every single order required someone to manually open the PDF attachment, identify the customer, read through each order line, and type all the information into their ERP system.
This manual process was taking several hours per day. It was repetitive, slow, and prone to human error. More importantly, it became the bottleneck that prevented Van Gils from scaling their operations efficiently. The only way to handle more orders was to hire more people.
As their business grew, so did the volume of purchase orders flooding their inbox. Each month, the back office team received hundreds of purchase orders via email from various retailers. Every single order required someone to manually open the PDF attachment, identify the customer, read through each order line, and type all the information into their ERP system.
This manual process was taking several hours per day. It was repetitive, slow, and prone to human error. More importantly, it became the bottleneck that prevented Van Gils from scaling their operations efficiently. The only way to handle more orders was to hire more people.
Process
How does it work?
We built an AI-powered order processing system that transforms email attachments into verified purchase orders ready for ERP export.
The system monitors the inbox for incoming orders and processes them automatically. All documents are presented in a dashboard showing what needs review.
Staff can quickly verify and adjust each order, ensuring customer and product matches are correct before export.
The system maintains a complete history of all processed documents, providing full traceability and audit capabilities.
Process
How does it work?
We built an AI-powered order processing system that transforms email attachments into verified purchase orders ready for ERP export.
The system monitors the inbox for incoming orders and processes them automatically. All documents are presented in a dashboard showing what needs review.
Staff can quickly verify and adjust each order, ensuring customer and product matches are correct before export.
The system maintains a complete history of all processed documents, providing full traceability and audit capabilities.
Solution
What's the result?
We have built an intelligent order processing system that reduced processing time by 80%, from an average of 10 minutes per document to just a quick glance at the review screen.
Some of the core features include:
Some of the core features include:
- Automatic email monitoring and attachment extraction from the central inbox.
- AI-powered document reading with intelligent customer and product matching.
- An intuitive review dashboard where staff can quickly verify and adjust orders.
- One-click export to ERP and warehouse management systems.
"Our order processing application has relieved pressure on our team, especially during busy periods throughout the year. What used to take us hours every day now takes us minutes."
