Purchase order to sales order automation for wholesale distributors

A customer PO rarely arrives in a form your ERP can take. It is written in the buyer’s part numbers, descriptions and units, not yours.

So someone on the sales desk re-keys it: customer account, delivery address, which catalogue item each line means, price, quantity. According to our case study, a sales rep spends on average 4–7 minutes per line when creating quotes and orders by hand. That is selling time spent typing while the customer waits.

ERP Agent takes that groundwork off the sales desk. Customers hear back sooner, reps spend their time on judgement and selling, and new starters are productive without first memorising every customer’s part numbers.

This page covers purchase orders you receive. For order intake in general, see AI order entry for distributors and email to ERP; for the POs you send to suppliers, see supplier order confirmations.

Yes. Exported PDFs, scans, spreadsheets and email text all go through the same steps, and reading the text is the easy part.

A converter that only extracts text hands you the buyer’s descriptions in neat fields and leaves the hard step to your team: which of your products each line means, at which price. Template-based capture also needs a template for every customer’s PO layout. ERP Agent identifies the products from the customer’s own words and part numbers, so there is nothing to map: a new customer’s very first PO is matched straight against your catalogue, with no setup for that customer.

That includes customer part numbers, and competitor codes mapped through your cross-reference data, with the customer’s code shown on the line.

ERP Agent is an AI agent that shows how sure it is: every line carries a match score from 0 to 100, and lines under 80 are marked, so review starts where judgement is needed. Open a line to read the agent’s reasoning or take an alternative product. The PO’s original wording stays next to each match.

Changes go through chat: add or remove rows, change quantities or prices, and approve or reject each proposed edit line by line.

Start with a catalogue file the same week: we load your catalogue, reps forward real POs to the agent mailbox or drop them into the web app from day one, and the ERP connection follows. Past orders and sales history help the agent learn your customers’ part numbers and what they usually buy.

Before setup, we agree which data the agent needs and which systems it can access. ERP Agent is GDPR-compliant, and models run with zero data retention.

Test it on POs your team has already entered with the AI quote agent pilot checklist, which covers sales orders too.

Pricing is a setup fee plus a monthly subscription, with an itemised quote before you start (pricing). Put a figure on re-keying with the quote and order cost calculator. Moving off a template-based order capture tool? ERP Agent needs no template per customer layout, so there is nothing to map when you switch.