Stop Re-Keying Purchase Orders
Stop re-keying purchase orders from PDFs, emails, and spreadsheets. AI extracts every line, validates against your catalog, and creates the sales order in your ERP automatically.
Process orders from any format with one platform. No templates per customer. No middleware. No CSV exports.
99%+ extraction accuracy·200 POs/week → 25+ hours saved·Live in under 5 days
The Real Cost of Manual Purchase Order Entry
A team of three sales-ops admins typing in 200 purchase orders a week is not a labor problem. It is an error problem.
Every typo causes a downstream cost. Wrong SKU triggers a short shipment. Wrong quantity causes overstock or stockout. Wrong ship-to address causes a redelivery fee. Wrong unit price means a customer dispute. The cost of one error eats the labor savings of automating ten orders.
Volume makes it worse. Manual order entry has a fixed error rate per line item. As order volume grows, total errors grow proportionally. Each error needs a human to investigate, which pulls the same sales-ops admins off processing the next batch of POs. The cycle compounds.
Purchase order automation breaks this cycle by removing the manual-typing step entirely. AI reads the source document, validates against your live catalog and pricing, and creates a clean sales order. Errors are caught before they become receiving discrepancies.
How Purchase Order Automation Works
From inbox to ERP sales order in under a minute, regardless of source format.
Step 1
Detect Incoming POs
OrderSync watches your shared inbox, EDI connection, customer portal uploads, and SFTP folders. New purchase orders are pulled in automatically the moment they arrive.
Step 2
Extract Line Items
AI reads the document regardless of format. SKUs, quantities, unit prices, ship-to addresses, requested delivery dates, PO numbers, and special instructions all get pulled into structured data.
Step 3
Validate Against Your Data
Every line is matched to your product catalog, pricing tiers, customer records, and shipping rules. Invalid SKUs, expired prices, and missing customer accounts get caught before a sales order is created.
Step 4
Push to Your ERP
Clean orders create sales orders directly in NetSuite, QuickBooks, SAP, Acumatica, or your ERP of choice. Exceptions go to a queue with the original document attached for fast review.
Every Purchase Order Format, One System
Customers send POs in whatever format works for them. OrderSync handles all of it through a single pipeline.
Email and email attachments
Customers send POs as PDF attachments or pasted into the email body. OrderSync watches a shared inbox or alias and processes both. Reply threads with order changes are tracked back to the original PO.
Email order processingPDF purchase orders
Digital-native PDFs from customer ERPs and scanned PDFs from older systems. AI handles both, including PDFs with handwritten notes and skewed scans.
PDF order processingExcel and CSV files
Standing orders, weekly replenishment, and bulk imports often arrive as spreadsheets. OrderSync reads any column layout and processes each row as a line item.
Excel to EDIEDI 850 from major retailers
Walmart, Target, Costco, Kroger, Amazon Vendor Central, and others send POs as EDI 850. OrderSync receives them via AS2, SFTP, or VAN and applies retailer-specific compliance rules.
EDI 850 referenceFaxed POs
Older trading partners still fax. OrderSync ingests faxes through email-to-fax services and processes them with the same AI that handles digital documents.
Fax order processingAPI webhooks
Marketplaces and customer portals push orders via REST API. OrderSync accepts inbound webhooks and applies the same validation and ERP sync as document-based orders.
ERP integrationWhy Automate Purchase Orders
The four outcomes operations teams care about, with concrete numbers.
Cut Order Entry Time by 90%
Manual purchase order entry runs 5 to 15 minutes per PO depending on line-item count. Automated extraction drops that to under a minute. A team processing 200 POs per week recovers 25+ hours.
Catch Errors Before They Cost Money
Manual entry typos cause short shipments, wrong items, and chargebacks. Automated validation matches every line against your catalog and pricing in real time. Errors get caught before they become receiving discrepancies.
Scale Volume Without Adding Headcount
Order volume grows. Hiring AP and sales-ops staff to keep up does not scale. Purchase order automation handles 10x volume without 10x staff. Existing teams shift from data entry to exception handling and customer relationships.
Ready for EDI When Retailers Demand It
Your largest customers will eventually require EDI. With OrderSync, the same platform that processes PDF and email POs today handles EDI 850 the moment a retailer asks. No second tool, no second integration project.
See It With Your Own POs
Bring a real purchase order — PDF, email, or EDI. We'll walk through extraction, validation, and ERP sync live. 15 minutes, no commitment.
Frequently Asked Questions
Purchase order automation replaces the manual steps between receiving a PO and creating a sales order in your ERP. The software detects new POs across email, PDF attachments, EDI feeds, and spreadsheets, extracts the line items, validates against your product catalog and pricing rules, and creates the sales order automatically. Exceptions get flagged for human review. Routine orders flow through without anyone touching them.
No. Most companies start with PDF, email, and spreadsheet POs. EDI is the standard your largest retailers will eventually require. OrderSync handles every format with the same engine, so you can start with PDF automation today and add EDI when a major retailer asks for it without migrating systems.
Zapier moves data between systems but does not understand purchase order content. It cannot read a line item from a PDF, validate a SKU against your catalog, enforce customer-specific pricing, or generate a compliant 856 ASN. Purchase order automation software handles the document understanding and validation work that Zapier cannot.
On clean digital-native PDFs, accuracy on line items typically exceeds 99% after the first few orders from a customer. Scanned and handwritten POs are lower but still well above the manual data entry error rate. Every extracted field carries a confidence score, and low-confidence values route to a quick human review queue rather than flowing through silently.
NetSuite, QuickBooks, SAP Business One, Microsoft Dynamics 365, Acumatica, Sage 100, Odoo, Xero, Zoho Inventory, and others. Direct API sync, no CSV exports.
Stop Typing in Purchase Orders
See OrderSync process a real PO from email to ERP sales order in real time. 15-minute demo, no commitment.
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