A test before building
We start with a test on your own enquiries, so you know where there is most to gain. You only commit once the numbers are on the table.
Solutions
Handle more enquiries, without hiring more people
Enquiries and orders land in your inbox all day long. We read them for you, find the right item numbers and draft them into your ERP. So you can respond first and spend your time on customers instead of typing.
Contact usYou will probably recognise this
- Every quote takes time Read the email, find the item numbers, create the lines in the ERP. When the reply takes too long, a competitor wins the order first.
- More work means more hands Right now your capacity sits in headcount. When enquiries grow, the pile grows, and you end up hiring your way around the busyness instead of removing it.
- Only the veterans can read the customer Customers rarely write your item number. They write "the usual" or an old number, and your ERP search is too rigid to catch it. Only the most experienced can translate it, and that knowledge is fragile.
- One typo costs at both ends A wrong item number, quantity or unit quickly becomes a mis-shipment, a return and a credit note. That is time and trust you would rather not lose.
The real bottleneck
It is not the typing that takes time. It is knowing what to type.
How it works
Every email and PDF becomes an order in your ERP
Enquiries and orders land in your inbox all day long. The system reads them, matches item numbers and prices, and drafts them ready in your ERP. Your people never have to log in to a new system, and the heavy typing is taken off their desk.
- Captures email, PDF and other channels
- Understands messy enquiries and old item numbers
- Ready in your ERP with no manual typing
Order flow LIVE
Reads and matches enquiries from email, PDF and other channels, around the clock. Analysis engine
When a customer writes an email or a PDF, the system reads it for you. It finds the right item numbers and customer number and prepares the order. There is intelligence behind it that understands messy enquiries. Point at a line and see what it becomes.
Intake ERP Analysis engine matches · prices · approves
From Mette Hansen <indkob@client.dk>
Subject Request for spare parts
order-request.pdf
Hi,
We need to top up the warehouse again. Could you send a price on the following:
- 100 of 2339D-2-11 as usual
- 527 of washers
- 1 heat sink assembly for the new test rig
We plan to pick in mid July, so it is a little urgent. What is the price and lead time?
Best regards
Mette Hansen, Head of purchasing, Client A/S
CustomerK-10428 — Client A/S
ContactMette Hansen
| Item no. | Description | Qty | Match |
|---|---|---|---|
| 2339D-2-11 | PROFIL SPULE 150 MT | 100 | Ready |
| OPSA12 | WASHER | 527 | Ready |
| UR12312-2 | HEAT SINK ASSEMBLY | 1 | Approve |
Match everything 100% and the order goes into your ERP automatically. If a line is in doubt, the system asks you to approve it first.
Point at a line in the email to see how it is matched. Your own emails and PDFs are messier than this, and that is exactly what the system is built for.
From enquiry to order in your ERP
Whatever channel it arrives on, it ends up in the same place: ready in your system, with you in control. Your people do not have to learn a new system. They simply experience the heavy manual typing being taken off their desk.
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The enquiry arrives
Email, PDF or other channels. The system captures it however it looks and gathers the lines in one place.
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The items are found
The engine understands what the customer means, even when they write "the usual" or an old number instead of your item numbers, and finds the right item at the right price.
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A quote or order is prepared
If it is an order that matches, it is placed ready in your ERP. If it is an enquiry, it becomes a quote. Every line comes with a confidence, and you only check what the system is unsure about.
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Everyone is notified
You confirm, and the rest runs on: the customer gets their quote or order confirmation, and you only hear from the system when something needs a hand.
- Always your agreed prices from the ERP
- Errors caught before they become mis-shipments
- Nothing is posted without your approval
We have done it before
At Leki Aviation we automated the sales processes in a demanding, regulated market with over two million part numbers. The same team, the same systems, far less typing.
- 75%less time per order
- 9 out of 10orders need just one click
- 1,800+hours freed up a year
Automation of sales processes and e-commerce platform for spare parts in the aviation industry
Quotes and orders that used to take a long time are now ready in minutes. The same team handles far more, and quality keeps up. The method builds on your own catalogue and your own rules, so it carries over to other industries. With more than two million part numbers, aviation is one of the harder catalogues to start on.
What does the manual typing cost you today?
You have seen a real example above. Try your own numbers: set the sliders and see what the manual typing adds up to for you, and how much time you can get back for your customers.
Your manual entry takes about
1,100 hours a year
≈ 385,000 DKK/yr
We estimate about 65% can be automated
Free up about 715 hours a year
≈ 250,250 DKK/yr
Good potential
That is about 16 hours a week you can move from admin to customer service.
How we assess the business case
With your numbers, a solution costing up to about 130,000 DKK will typically pay for itself within 3-6 months.
That ceiling typically sits in the prototype-to-MVP range: a prototype on your own data is usually under 100,000 DKK, an MVP in operation 100,000-250,000 DKK. Guideline only, it depends on scope.
We only start if the business case shows it pays for itself within about 3-6 months. If it does not, we say so.
How we calculated this
25 orders/day x 12 min= 5 hrs/dayx 220 working days= 1,100 hrs/yrx 350 DKK= 385,000 DKK/yr65% automated-> 715 hrs, 250,250 DKK250,250 DKK / 2 (6 months)-> ceiling about 130,000 DKK
Interested in a more concrete assessment? Contact us, and your calculation comes along automatically.
Manual entry is often the first area companies automate, rarely the only one.
The 65% is an experience figure for how much of the manual entry can typically move to automation once order data is structured. We check it on your own numbers before we start.
The way forward
Three steps. It asks the least of you, and we look after your time along the way. The review and test are without obligation, and you only commit once it works on your own emails.
- 1
Review
We follow your real orders and map the potential precisely.
- 2
Test
We test on your own data, without touching your ERP at all. If the matching does not work on your own emails, we do not go further, and you do not pay for the test phase.
- 3
Live
Only when the test works does the system go live in your ERP.
The method is proven, the packaging is new
The engine and the method are ones we have already built and run in production in a demanding, regulated market. We shape it to your catalogue and the way you work, so you get started early, while competitors are still typing by hand.
Why it is a safe decision
You build on top of what works, and you see the value before you commit.
The system only touches what it is sure of
The lines the system is sure of are placed ready automatically. The rest it lays out so a member of your team can check before anything goes into your ERP. You have the final word on every order.
Your data stays in the EU
Security is verified by an independent party, and your data is processed in the EU. We hold the D-seal.
A partner that stays
We stay on as your advisor after launch and keep developing the solution as your business changes.
What you get out of it
Here is what distributors actually measure us on.
Faster replies
You reply in minutes instead of hours. And often it is the one who replies first who wins the order.
More without more hands
The same team handles far more enquiries, without you hiring your way out of it.
Fewer errors
Consistent item matching means fewer mis-shipments, returns and credit notes.
Fast onboarding
A new colleague can quote on day two, because the knowledge lives in the system and not just in a few people’s heads.
What other distributors ask
Can you match the customer’s own wording, including "the usual" and discontinued numbers?
Yes. We propose the right item number with a clear confidence on each line. The system learns continuously: every time you correct or confirm a line, it gets sharper, and when it is unsure, it asks you. So the matching keeps getting better the more it sees of your orders.
Do we have to switch ERP?
No. The solution sits on top of the ERP you have today and pulls data straight from it. We replace nothing.
Does it work for quotes too?
Yes. It is the same work and the same solution, whether you are making an order or a quote.
Can you also handle orders in attached files, not just in the email itself?
Yes. Most enquiries arrive as a mix of email text, PDF and spreadsheets, and the system reads them all and gathers the lines in one place.
What if the system gets something wrong?
You stay in control. Every line comes with a clear confidence, and the moment the system is in any doubt, it automatically switches to manual handling: it sends a notification and asks a member of your team to check before anything moves on. Nothing is sent or posted without your approval, and every correction makes the system sharper next time.
What about data security and your customers’ information?
We hold the D-seal (D-mærket), Denmark’s label for IT security and responsible data handling, so it is verified by an independent body. Your data is processed in the EU and by the book. The solution works on top of your own systems, and we only process what is needed to read the email and prepare the order. Access, processing and storage are agreed with you, so it fits your policy and GDPR.
What does it cost to keep running, and how much of our time does it take?
Operation and support run as a fixed monthly frame, so you know the cost up front and never get an open-ended bill. Setup and approval take a few hours of your own people in the first weeks, while we teach the system your items and your rules. That work eases off once the system has learned your emails, and after that only the lines it is unsure about need a quick check from you.
How quickly are we up and running?
We start by reviewing your real orders and testing on your own data, without touching your ERP. Only when the matching is right do we put it into operation. You feel the value early, and it grows as the system gets to know you.
Book a meeting and we run your own enquiries through it
A no-obligation meeting. We take some of your real enquiries, run them through and show you what to expect on your own emails.
- A quick reply from a real person, not a bot.
- A short, no-obligation talk about your situation.
- You get a concrete take on the next step, no sales pressure.
- You come away understanding what is technically possible, with a clear sense that it pays off, whatever you decide.
Would you rather read it over first?
Get our short intro to automated order handling sent to your inbox, no obligation.
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