Solutions · Order entry

Order Entry Agent

Read the PO, check every line, key the sales order, and confirm, just like your inside sales team.

Works using screen+ mouse+ keyboard

No new system.No integrations.

See how it works

entered before the customer hangs up ↗

PDF viewer · PO 88-3307Demonstration data
  • CustomerHartwell Equipment
  • Ship toDayton plant, dock 4
  • Lines6
  • Need by11/20/2026
Epicor Kinetic · Sales order 51874Hartwell Equipment
  • HE-4471-B bracket2,975.00
  • HE-2210 gusset2,280.00
  • HE-9005 cover plate910.00
  • HE-3002 spacer kit1,520.00
Total$7,685.00
✉Sent to Purchasing, HartwellSO 51874 confirmation.pdf

Can you split the HE-2210 and send half early?

Yes. 100 of the HE-2210 can ship 11/12 and the rest with the order on 11/18. Want me to set that up?

  1. 01PO in
  2. 02Read
  3. 03Check
  4. 04Sales order
  5. 05Confirm
The biggest win

Orders entered the hour they arrive

A PO that sits in the inbox ships late. Your agent keys it while the customer is still at their desk.

Todaythe usual way
  • PO sits in the shared inbox
  • Keyed into the ERP Tomorrow
  • Deal lost. The order shipped late and the buyer called your competitor.
VS
With your agent✦ Instant
  • Picked up the moment it lands
  • Read, checked, entered, confirmed within the hour
  • Ships on time. Customer orders again.

Order entry is messy

  • Keyed twice. PDF to ERP, by hand
  • Wrong price. PO price isn't your price
  • Wrong ship-to. Truck goes to the old dock
  • Late confirmations. Buyer chases you by phone

An agent that handles the messy parts your way.

  • 01Every PO formatPDF, email, portal, fax
  • 02Their part numbersCross-referenced to yours
  • 03Price and termsChecked, not assumed
  • 04Stock and datesPromised only what's real
  • 05ConfirmationsSent the same hour
Today

Every order, by hand. Agents should!

  1. ManualAgent Open the PO
  2. ManualAgent Find customer
  3. ManualAgent Match items
  4. ManualAgent Check price
  5. ManualAgent Check stock
  6. ManualAgent Ship-to & terms
  7. ManualAgent Key the order
  8. ManualAgent Confirm dates
  9. ManualAgent Send confirmation
  10. ManualAgent File the PO

How many hours can you get back?

Built differently

No new system. No integrations.

You're not buying software. You're adding an agent that uses the software you have.

The whole job

Hand the whole order to an agent

1 agent
  1. Reads the PO
  2. Matches items
  3. Checks price & terms
  4. You clear exceptions
  5. Keys the order
  6. Checks stock & dates
  7. Sends confirmation
  8. Answers the buyer

Agent does itYou decide

How it works

Five steps. One order.

One job, start to finish: Hartwell Equipment, pO 88-3307, 6 lines.

  1. 01

    It reads the PO

    Email, PDF, portal or fax. Every line, every date, every note.

    PDF viewer · PO 88-3307
    • CustomerHartwell Equipment
    • Ship toDayton plant, dock 4
    • Lines6
    • Need by11/20/2026

    PO 88-3307 · Hartwell Equipment

  2. 02

    It checks every line

    Customer part number to yours. PO price to your price list.

    Epicor Kinetic · Part & price lookup
    ItemFromPrice
    HE-4471-B bracketCustomer part xref$29.75
    HE-2210 gussetPrice list 2026$11.40
    HE-9005 cover platePO says $16.90: price mismatchPrice list 2026$18.20
    FreightCustomer termsPrepaid & add
  3. 03

    It keys the sales order

    In your ERP, line by line, then reopens it to confirm it saved.

    Epicor Kinetic · Sales order 51874
    No. SO 51874Hartwell EquipmentDraft
    DescriptionQtyUnitAmount
    HE-4471-B bracket100ea2,975.00
    HE-2210 gusset200ea2,280.00
    HE-9005 cover plate50ea910.00
    HE-3002 spacer kit40kit1,520.00
    Ship 11/18 · Dayton dock 4$7,685.00
  4. 04

    It confirms the order

    Ship dates and totals back to the buyer, same thread.

    Outlook · New message

    ToPurchasing, Hartwell

    SubjectRE: PO 88-3307 attached

    Thanks. PO 88-3307 is entered as order 51874. All six lines ship 11/18 to Dayton, dock 4. One question on the HE-9005 price is with our team and we'll confirm today.

    SO 51874 confirmation.pdf

    Send
  5. 05

    It answers the buyer

    Status, tracking, backorders. From the order, not from memory.

    Email · Hartwell Equipment

    Can you split the HE-2210 and send half early?

    Yes. 100 of the HE-2210 can ship 11/12 and the rest with the order on 11/18. Want me to set that up?

    Answered from: Order 51874, stock on hand

The full process

Order entry: every step

What the agent does, where you decide, and the rules it checks.

you decide every green box

  1. PO arrives
  2. Read PO & attachments
  3. Known customer?
    No → sales sets up account
  4. Match customer part numbers
  5. All items matched?
    No → ask the buyer
  6. Check price vs price list
  7. Price matches?
    No → inside sales decides
  8. Check stock & lead times
  9. Key sales order in ERP
  10. Reopen & verify the order
  11. Over credit limit?
    Yes → credit approves
  12. Inside sales approves
  13. Send confirmation
  14. Answer buyer questions
  15. Order confirmed & filed

Agent does it You decide Rule check

Your process

Built around how you work

Not a template. Your steps, your rules, your approvals.

  1. 01

    Explain it once

    Talk or type, like training a new hire. Hand over your SOP, price book and a few past quotes.

    When a request comes in, first check: known customer? If not, sales sets up account.

    Quoting SOP.pdf Price book 2026.xlsx 3 past quotes
    Describe your process…
  2. 02

    Watch it work

    It works a real job on your screen. You correct it the way you'd correct a person.

    Use the 2026 price book, not last year's.

    Got it. Switched to 2026 and re-priced 4 lines.

    Read requestDrawingPricing
  3. 03

    Save your process

    A written procedure and a flowchart. Every run follows the version you approved.

    1. Read PO & attachments
    2. Known customer?
    3. Match customer part numbers
    4. All items matched?
    5. Check price vs price list
    6. Price matches?
    v1 · approved
Fully yours

Change anything. Any time.

Any step, any rule, any approval. Say what changed. Approve the new version.

Order entry processv3 → v4
  1. Check price vs price list
  2. Check this customer's historyAdded
  3. PO price differs?Changed
  4. Reopen & verify the order
  5. Inside sales approvesRepeat customers: skip
  6. Price matches?

Add a step after “Check price vs price list”: check this customer's history and flag anything unusual.

Step added

New rule: PO price differs → inside sales decides.

Rule changed

Repeat customers under the limit don't need my approval anymore.

Approval changed

Saved as version 4. You approved it. The next run follows it. The last runs keep the version they ran on.

Your controls

Your rules. Exactly.

Written once in plain English. Followed every time.

  • PO price differs? Inside sales decides
  • Item not cross-referenced? Ask the buyer
  • Over credit limit? Credit approves

Never, on any run

  • Change a customer's price
  • Promise a date stock can't meet
  • Create a new customer
  • Enter a PO twice

Approvals, where you want them

It stops and asks you.

What it built, what it checked, what looks off and what it suggests. Approve, edit, reject, or take the wheel.

from your desk or your phone ↘

Order entry agentRun #1042Paused at step 07 · Price checkWaiting for you
Approval you asked for Medium risk Order entry · step 07 · Price check Waiting 0:42 1 of 2 in your queue

PO price is $16.90. Your price is $18.20.

You asked to see every price mismatch before the order is entered.

Agent suggests: Enter at $18.20 and tell the buyerOne item needs a look. Everything else checked out.

PO 88-3307 · Hartwell Equipment

HE-4471-B100 × $29.75 · matches

HE-2210200 × $11.40 · matches

HE-9005PO $16.90 · list $18.20

Ship toDayton dock 4 · on file

Credit$41,200 available

Order total$7,685.00

Review notes

  • 5 of 6 lines match the price list
  • HE-9005 priced from the 2025 list on their PO
  • Ship-to matches the customer record
Talk Take control Reject Edit Approve ↵
The difference

Your team, before and after

Your team today and with the agent
TodayWith your agent
PO to order Next day Within the hour
Inside sales Typing POs Selling
Price errors Found on the invoice Caught at entry
Confirmations When chased Every order
Your numbers

How many hours can you get back?

Your volume, your times, your labor cost. Estimates, not results.

150staff hours per month returned to customers and exceptions
$5,700labor capacity per month
$68,400labor capacity per year

Orders × (minutes today − minutes with the agent) ÷ 60 × hourly cost

These are example assumptions, not results. Example for a distributor or manufacturer: minutes cover reading the PO, matching items, entering and confirming. Use your own numbers.

FAQ

Questions owners ask us

Do we have to buy new software or connect anything?

No. The agent works in the software you already use, with the same screens, keyboard and mouse your team uses, under logins you give it. Nothing to replace and nothing to integrate.

How is the agent built?

You explain the job the way you'd train a new hire: talk or type, and hand over your SOP and a few real examples. Then it does a real one live while you watch and correct it. Your process is saved as a flowchart and a written procedure, and every run follows the version you approved.

What happens when the PO doesn't match?

The agent doesn't pick a side. Price, item or date mismatches go to inside sales with the PO line and your record side by side, and a suggested reply to the buyer.

Can we change the process later?

Any time. Add a step, change a rule, move an approval or drop one. Tell the agent what changed, review the new flowchart and save it as a new version.

Where does it run, and is it safe?

On your computers, in your signed-in sessions. Logins are kept in a vault and never shown to the AI. Every run is recorded with screenshots, values read and approvals given.

Orders in · Zero re-typing

Which orders should we enter first?

Bring a week of customer POs.

Get demo

no new system. no integrations. ↗