What stays
- Your ERP system
- Your mailbox and your document templates
- Decisions on special cases and exceptions
Home / Services / Order processing automation
Use case · Order processing
Order processing automation – from email to ERP.
Orders arrive by email or as PDFs, are typed into the ERP by hand, and delivery notes and order confirmations are maintained more than once. We automate this data flow within your existing systems: extract order data, create the order in the ERP and generate accompanying documents from a single data source.
Starting point
Signs that action is needed.
The real problem rarely lies in single big errors, but in the sum of many small manual steps.
- Order data is transferred manually from emails into the ERP system
- Delivery notes and documentation are maintained multiple times
- High time effort in work preparation
- Information is maintained in several places
- Transfer errors lead to queries from production
Approach
How we automate order processing.
Step by step and during ongoing operations – starting with the workflow that costs the most time today.
- 1
Make the workflow visible
We map how an order actually moves through the company today: who does what, when and with which tool, where data is retyped and where handovers stall.
- 2
Unify the data structure
Clear data logic across all orders, no duplicate maintenance of information, clean handovers between departments.
- 3
Extract order data
Incoming orders are processed automatically: information is extracted from emails and PDF documents and structured.
- 4
Create in the ERP
The data is transferred directly into the ERP – without manual intermediate steps. Review and decisions remain with people.
- 5
Generate documents
Delivery notes, order confirmations and other accompanying documents are created from a single data source.
No system change
Same systems. A continuous workflow.
What can change
- Less time spent creating orders
- Fewer data transfer errors
- More stable and predictable workflows in production
Possible effects, depending on the starting point and implementation – no promised results.
Example scenario · Metal Processing
End-to-End Order Processes Instead of Manual Interfaces
Scenario: a metal processing company replaces manual intermediate steps in order creation with an automated data flow.
Starting Situation
A metal processing company with around 60 employees faced a structural efficiency problem in order processing.
- Order data was manually transferred from emails into the ERP system
- Delivery notes and documentation were maintained in multiple places
- High time expenditure in production planning
The real problem was not individual major errors, but the cumulative effect of many small, manual steps.
Objective
Creating a stable, end-to-end process: reduction of manual data entries, minimization of transfer errors, increased process reliability.
Methodology
1. Extraction of Order Data
Automatic reading of information from emails and PDF documents, structured preparation of relevant data.
2. Integration into the ERP System
Automatic creation of orders in the ERP, elimination of manual intermediate steps, consistent data foundation for all downstream processes.
3. Automated Document Creation
Delivery notes, order confirmations, and other documents — all from a single, unified data source.
4. Standardization of Data Structure
Clear data logic, no duplicate maintenance, clean handoffs between departments.
Possible Effects
In a scenario like this, possible effects include less time spent on order creation, fewer data transfer errors and more stable, predictable production workflows.
Illustrative scenario, not a client project. Industry, company size and workflows are used to illustrate typical starting points.
FAQ
Questions about order processing.
Do we need to introduce new systems?
No. We do not replace existing systems – we help you use them better and make workflows clearer. ERP, CRM, Excel and email are connected through clear data flows.
Which order formats can be processed?
In the example scenario, orders arrive by email and as PDF documents. Which formats you receive and how structured they are is something we clarify in the analysis.
Who stays in control?
Your employees. Repetitive, structured tasks are automated; review and decisions remain with people.
Which tools do you use for automation?
Depending on the requirements, workflow tools such as n8n, no-code automation and RPA (robotic process automation) – and only where this creates measurable value.
How do we get started?
With an initial call: in 20–30 minutes we assess whether one of your core processes needs action. You then receive a concrete next step – without obligation. Consulting takes place remotely and, by arrangement, on site in Baden-Württemberg.
Read more
Related use cases.
Next step
How does an order move through your company?
Briefly describe your situation. We review it and reply with a structured next step.