Process automation
Process automation that keeps orders moving.
An order should not need retyping at every desk. Our process automation connects incoming documents, your ERP and your online store, so checked information can move on to the next task.
The information arrived. The work still has to catch up.
The PDF is in the inbox, but the order system still needs its line items. Dispatch keeps a separate spreadsheet. Accounts asks for details someone entered yesterday. None of these tasks looks large on its own. Together, they make a straightforward order surprisingly hard to finish. So we examine those handovers to find out what can move automatically, what needs checking and who owns the exceptions.
Put process automation where the paperwork starts.
Requests arrive as emails, purchase orders as PDFs and delivery notes as scans. We build the steps that extract useful details, match them to existing records and prepare the next action. Unclear information goes to someone who can resolve it. Predictable rules usually need conventional software. AI has a role where language or document structure varies enough to justify it.
- Extract line items, quantities, addresses and document references, then check them against your product and order records.
- Prepare quote drafts from enquiries and order drafts from purchase orders.
- Carry delivery information into invoice preparation and route missing or conflicting details for review.
Make the connection fit the systems you already use.
We connect your ERP, online store and other applications around the way an order actually moves through your business. Microsoft Dynamics, SAP, JTL and Vario are all part of that scope. The integration approach depends on your versions, data structures and available access. Our development work includes Python tools, PHP plugins and TypeScript applications, with Shopware Business Partner experience for ecommerce projects.
- Feed store orders into the ERP for further processing and exchange stock, pricing and order status between agreed systems.
- Connect the steps from quotation through delivery to invoicing.
- Surface transfer failures, provide controlled ways to reprocess them and integrate older industrial systems through the interfaces or file formats they support.
Turn a wholesale purchase order into work your team can review.
A potential use case from wholesale: a customer sends a PDF using their own product references. An agreed automation workflow would extract the quantities, match those references to your product records and prepare an order in the ERP. One line has no clear match, so it is held for review before the order is released. This illustrates a possible implementation; it is not a documented customer result.
- Read the document: take over line items, quantities and customer product references.
- Match the products: anything without a clear match goes to a person for review.
- Approve the order: the checked information then supports delivery, invoice preparation and the agreed status update to your online store.
Build around one real workflow, then prove the next step.
- 1
Follow an actual order
In the free consultation, we trace one request from arrival to completion. We identify repeated entry, missing information and decisions that need a person.
- 2
Work with representative examples
Sample documents and records reveal how reliably information can be extracted, matched and transferred, including the cases that should remain under review.
- 3
Connect the systems and controls
We implement the integration with defined access, approval points and error handling. Your team needs to understand what happened when a transfer fails.
- 4
Introduce it and assess the results
Start with a limited scope. Review exceptions, manual corrections and processing times together before deciding what to extend.
Frequently asked questions about process automation
Does process automation always need AI?
No. Clear rules, calculations and structured records can often be handled by conventional software. AI may help where incoming language or document layouts vary. The task determines the approach.
Would we have to replace our ERP or store?
Replacement is not a starting requirement. We first inspect the versions, interfaces and data formats you already have. Microsoft Dynamics, SAP, JTL and Vario receive the same consideration. Connecting older industrial systems is part of our development work too: depending on the system, that may involve existing imports, exports or other documented access alongside modern APIs. Feasibility is checked against your particular setup.
How do you handle incomplete or incorrectly extracted documents?
The workflow includes validation and a route for human review. Missing required fields and conflicting matches should be surfaced before a transaction is approved. Representative documents are used to assess how well extraction works for your material.
Can it run in the cloud or on our infrastructure?
Both are valid options. We work with customer systems in Germany and the EU. For your workflow, we define where each component operates and which external services, if any, are involved.
How do we know whether it is worth doing?
We look at how often the task occurs, how much manual work it creates and what happens when something goes wrong. Those findings are weighed against development, operation and maintenance. An occasional task may not justify custom development, and a feature already included in your software may solve the problem more simply. If a small change to your existing setup is enough, we will say so.
Pick the task your team keeps doing twice.
Walk us through it in a free, no-obligation 30-minute consultation. We will look at the handovers, the systems involved and whether automation would be worth the work.
- 30 minutes, free and without obligation
- One real workflow instead of a general presentation
- A description of the process and the software involved is enough to get started