Faster replies
You reply in minutes instead of hours. And often it is the one who replies first who wins the order.
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 the only lever you have is to hire more people. That moves the cost, but it does not remove the work.
- 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.
-
The enquiry arrives
Email, PDF or other channels. The system captures it however it looks and gathers the lines in one place.
-
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.
-
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.
-
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
What you get out of it
Here is what distributors actually measure us on.
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.
We have done it before
At Leki Aviation we automated the sales processes in a demanding, regulated market with a large spare-parts catalogue. The same team, the same systems, without the manual typing.
Sales automation and e-commerce for aviation
Quotes and orders that used to require lookups across several systems are now ready in minutes. The team takes on more enquiries, and fewer errors slip through, because prices and part numbers come from your own data. The method builds on your own catalogue and your own rules, so it carries over to other industries. It holds even when the catalogue is hard, as in aviation.
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 typing takes about
– hours a year
The goal is to free up about
– hours a year
0 of 5 answered
Answer every question to see your estimate.
Estimate
Limited potential
{menneskelig}
On its own, this workflow does not justify a project, so you should not spend money on it. Knowing what not to buy is a decision too.
But we have only run the numbers on one workflow. If you have several that look like it, or if it is part of something bigger, the picture is different. We can work that out together if you write to us.
How we calculated this
| {opgaver} {opgEnhed} a week × {minutter} min. × 44 weeks | {timer} {timeEnhed} a year |
| × {timepris} DKK an hour | {kr} DKK a year |
| {automatisering}% can be taken over | {sparetCelle} |
| less operation and maintenance, about 20% a year | {driftAar} DKK a year |
| paid back within {horisontTekst} | {loftCelleTop} |
The hourly cost is the gross salary plus 20% employer costs, spread over 1,550 working hours a year. All figures are estimates based on what you entered, not a final result.
Estimate
Some potential
{menneskelig}
Start by measuring it. It costs next to nothing: let the people who do the work note down every time the problem comes up, and how long it takes. After two weeks you have real numbers instead of gut feeling.
So what may a solution cost?
{loftSaetningTop}
{loftUddybning}How we calculated this
| {opgaver} {opgEnhed} a week × {minutter} min. × 44 weeks | {timer} {timeEnhed} a year |
| × {timepris} DKK an hour | {kr} DKK a year |
| {automatisering}% can be taken over | {sparetCelle} |
| less operation and maintenance, about 20% a year | {driftAar} DKK a year |
| paid back within {horisontTekst} | {loftCelleTop} |
The hourly cost is the gross salary plus 20% employer costs, spread over 1,550 working hours a year. All figures are estimates based on what you entered, not a final result.
Estimate
{domStor}
{menneskelig}
The next step is not to build, but to find out what should be built: is the cause known, does a standard system already exist, does a workflow simply need rearranging? We can cover that in a half-hour meeting, and then we will tell you what we would do.{kvalHale}
So what may a solution cost?
{loftSaetningTop}
{loftUddybning}How we calculated this
| {opgaver} {opgEnhed} a week × {minutter} min. × 44 weeks | {timer} {timeEnhed} a year |
| × {timepris} DKK an hour | {kr} DKK a year |
| {automatisering}% can be taken over | {sparetCelle} |
| less operation and maintenance, about 20% a year | {driftAar} DKK a year |
| paid back within {horisontTekst} | {loftCelleTop} |
The hourly cost is the gross salary plus 20% employer costs, spread over 1,550 working hours a year. All figures are estimates based on what you entered, not a final result.
With those numbers the work adds up to more than 10 full-time roles. That is rarely one workflow, but several that hang together, and a slider cannot tell them apart. The figure keeps growing, but it does not get any more accurate. Write to us and we will split the work up and run the numbers on each part.
The payback time is set to {horisontTekst}, and it can be moved up. Give the solution longer, and the numbers come out above the smallest thing we can build. Three years is a quite normal payback time for a solution you keep using long afterwards.
The hours you free up do not reach development, however long a payback time you work with. There can still be room to create direction on what you are dealing with, with a workshop for instance. We find that out at a clarification meeting, which is free and without obligation. If there is no project yet, we say so honestly.
These numbers are our starting point. Put your own in the fields and you get an estimate straight away.
Interesting? We're happy to look at the numbers with you, and we'll say so if the smartest thing is to leave the problem alone.
The starting values are our estimate, not yours. Set your own numbers, and the estimate holds in reality.
Manual typing is often the first thing companies automate, rarely the only one.
This estimate is based on your numbers alone. Error-proneness, growth and day-to-day frustration can move it in both directions.
The safe way in
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.
- Step 1
Review
We follow your real orders and map the potential precisely.
- Step 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.
- Step 3
Live
Only when the test works does the system go live in your ERP.
Shall we talk about how to get started?
Contact us Proven engine, new package
The engine has run in production in a demanding, regulated market. What is new is the package for your catalogue.
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.
Start with your own enquiries
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 reply from one of us by the next business day.
- A no-obligation review of your situation.
- Clarity on which options are relevant to you.
- A concrete plan, if you choose to go ahead.
Would you rather read it over first?
Get our short intro to automated order handling sent to your inbox, no obligation.