From inbox to ERP in seconds: automating the order fulfillment workflow

The Problem: The Order Fulfillment Bottleneck

Every business runs on orders, but the manual process of getting them from a customer's email into your Enterprise Resource Planning (ERP) system is a hidden killer of efficiency.

• The Scenario: A customer sends a purchase order (PO) via email, either in the body or as a PDF/Word attachment.

• The Pain: A team member must then manually read, interpret, copy, and paste every detail—SKUs, quantities, addresses, pricing—into the ERP. This is slow, tedious, and highly prone to human error.

• The Cost: Delayed processing, incorrect shipments, frustrated customers, and high labor costs. Every minute spent on data entry is a minute lost on strategic work.

The Vision: True Automation

What if your order fulfillment could start the instant the email hits your inbox, with no human intervention required for the initial data entry?

The goal is to move from this:

Inbox → Manual Data Entry → ERP System

To this:

Inbox → Intelligent Automation → Validation → ERP System

This is where intelligent automation platforms step in to revolutionize the workflow.

The Solution Blueprint: A 3-Step Automated Workflow

A truly seamless automation solution must handle the three critical stages of order processing:

1. Ingestion & Extraction (The "Inbox" Step)

The system must be smart enough to process orders from various formats:

• Email Body: Extracting structured data directly from the message text.

• Attachments: Using sophisticated Optical Character Recognition (OCR) and document parsing to read and understand PDFs, spreadsheets, and image files.

• Key Challenge Solved: Handling variations in vendor templates, ensuring the system can reliably map unstructured customer data to structured internal fields.

2. Validation & Enrichment (The Critical Review Step)

Unlike simple data entry, a good automation process builds in guardrails.

• Data Validation: Checking the extracted data against your existing ERP records. Does the SKU exist? Is the price correct? Is the customer account active?

• Discrepancy Flagging: Any deviations or missing information are flagged immediately for a quick human review. This ensures data integrity before the order is committed.

• The Benefit: A human only steps in when necessary, reducing manual touchpoints by up to 80-90%.

3. Seamless Export (The "To ERP" Step)

The final, and most crucial, step is communicating with your ERP system.

• The automation platform must be flexible enough to integrate with any custom ERP or legacy system, not just the major commercial platforms.

• The validated data is formatted exactly how the ERP requires it and injected instantly, moving the order from "received" to "ready for picking" in seconds.

The Bridge from Email to Custom ERP

This automated workflow is precisely what Kadasync is designed to do.

Kadasync solves the complex problem of integrating a fragmented order process with the unique requirements of a custom or specialized ERP system.

How Kadasync Automates Your Order Fulfillment:

Reclaim Your Time, Accelerate Your Business

Switching to an automated order fulfillment workflow isn't just about saving time; it's about shifting your business focus. By letting Kadasync handle the tedious data processing from Inbox to ERP, your team is freed up to focus on customer service, inventory optimization, and strategic growth.

Stop losing time to copy-pasting. Start fulfilling orders in seconds.