Showcase project 02 · concept
From order to business systems without manual copying.
The order flow automation receives an order by email, validates its data and transfers an approved order into the ERP. Unclear cases are routed to a person with a clear explanation.
A designed showcase concept — the views use fictional data and do not represent a client delivery.
Source: order_PO-4821.pdf
Order PO-4821
Received today at 10:24All required data is present. The order is ready for approval.
The business problem
One order can create several manual steps.
An email order is read, its data is checked, the customer is found and the order is typed into another system. The same work repeats for every order.Data is copied into several places
Customer, product and delivery data is moved manually from email into ERP and billing.
Errors are found too late
A missing product ID or incorrect quantity may surface only during picking or invoicing.
Exceptions get lost in email
An unclear order can easily depend on one person’s memory and inbox.
Automated workflow
A clear path from intake to an approved order.
01→
Receive
The order is collected from an agreed mailbox, form or API.
02→
Identify
Customer, order lines, delivery data and references are extracted from the source.
03→
Validate
Required fields, customer, products, prices and possible duplicates are checked.
04→
Route
A clear order continues automatically; an unclear case is sent to a person.
05
Transfer
The approved order is created in the ERP and passed to downstream systems.
Automation or AI?
AI is used only when the content needs interpretation.
Standard automation
Predictable- Checks that required data is present
- Matches product IDs against the product catalogue
- Prevents the same order from being processed twice
- Transfers approved data between systems
Optional AI step
Needs interpretation- Identifies the intent of a free-form email
- Suggests fields from a varying PDF document
- Routes an unclear message into the right review queue
- Leaves an uncertain result for human review
Principle: use a rule when a rule is enough — use AI only where interpretation is needed.
Exception handling
Good automation also knows when to stop.
The goal is not to force every order through. It is to process normal cases quickly and make unclear cases easy for a person to resolve.Order line 2 does not match the product catalogue
- On the order
- Installation kit Pro-X, blue
- Suggested product
- PX-200-B · Pro-X installation kit
- Match
- 82% — approval required
What this project demonstrates
Automation is a complete process, not a single trick.
Process modelling
Current steps, decisions and exceptions are mapped before implementation.
System integration
Email, files, ERP, CRM and billing are connected as needed.
Reliability by design
Duplicates, failures, logging and retries are considered from the start.
Human decisions where needed
Uncertain or business-critical situations are routed for approval.
Are orders copied manually in your business?