Introduction: Why Order Entry is a Bottleneck
In wholesale, builders merchants, and electrical distribution, orders arrive every day in countless formats: PDFs, Excel sheets, handwritten notes, scanned documents, even plain text emails. Staff then have to retype these orders into ERP or CRM systems, a repetitive and error-prone task.
This process creates problems:
- Slow turnaround times – delaying delivery schedules.
- Errors – wrong SKUs, quantities, or customer details.
- High admin costs – staff tied up with low-value tasks.
📊 Deloitte estimates that manual order entry errors cost UK firms over £20 billion annually.
Artificial Intelligence (AI) offers a smarter way. By automatically reading incoming orders, extracting data, and pushing it directly into ERP/CRM systems, AI reduces errors, saves time, and frees staff to focus on customer service.
This guide explains how AI automation works, the tools available, and a step-by-step plan to get started.
1. The Challenge of Manual Order Processing
Order entry may seem straightforward, but in practice it’s messy:
- Variety of formats – PDFs, Word docs, scanned images, emails, phone notes.
- Repetitive admin – staff spend hours copying data.
- Errors creep in – a single typo can lead to incorrect deliveries.
- Inconsistent turnaround – orders get delayed when staff are busy.
The result? Frustrated customers, wasted time, and higher costs.
2. How AI Solves the Problem
AI combines document recognition, natural language processing (NLP), and automation tools to transform order entry:
- Reads documents – AI can interpret PDFs, scanned forms, or emails.
- Extracts data – pulls SKUs, product names, quantities, delivery addresses, and dates.
- Validates details – checks data against catalogues, pricing, and stock levels.
- Enters into ERP/CRM – via APIs or robotic process automation (RPA).
- Sends confirmation – automatically generates an acknowledgement.
📊 Deloitte reports that AI automation reduces manual processing costs by up to 60%.
3. Step-by-Step: Implementing AI Order Entry
Step 1: Map Current Workflow
Document how orders arrive and are currently processed.
- Sources: email, fax, online portal, trade counter.
- Formats: PDFs, spreadsheets, scanned docs.
- Systems: ERP, CRM, or both.
Step 2: Collect Example Orders
Gather 50–100 examples of typical POs (purchase orders). AI models need real-world training data.
Step 3: Train AI on Formats
Feed these orders into an AI tool that learns the structure.
- Example: “Product Code” → SKU.
- Example: “Qty” → quantity.
Step 4: Connect to ERP/CRM
- Use APIs if available.
- If not, use RPA (robotic process automation) tools like UiPath to simulate keystrokes.
Step 5: Test Accuracy
Run AI-generated entries against a test environment.
- Correct errors in SKU recognition or formatting.
- Train AI further where needed.
Step 6: Go Live Gradually
Start with one customer group. Monitor results. Expand once accuracy is proven.
4. Example Workflow
Scenario: A builders merchant receives an emailed PO for 100 bags of cement and 50 lengths of timber.
- Customer email arrives with PDF attachment.
- AI reads the document and extracts:
- Customer account number.
- SKU and product descriptions.
- Quantities.
- Delivery date.
- AI validates against ERP catalogue.
- Order automatically created in ERP.
- Customer receives confirmation email instantly.
📊 Case study: A UK distributor reduced order processing time by 70% using AI-powered RPA.
5. Tools That Can Help
Document Processing
- Rossum – AI data capture for invoices/POs.
- Hypatos – automates invoice and document entry.
- Microsoft Syntex – AI document recognition in Office/SharePoint.
Automation Platforms
- UiPath – robotic process automation.
- Blue Prism – enterprise RPA.
- Automation Anywhere – AI-driven RPA for business processes.
AI Assistants for SMEs
- ChatGPT + Zapier/Make – lightweight integration for small businesses.
- HubSpot AI tools – built-in automation for CRM order capture.
6. Benefits for Staff
- Less boring admin – fewer hours spent on data entry.
- More customer focus – staff can concentrate on service and sales.
- Fewer corrections – less time fixing mistakes.
📊 CIPD survey: 76% of staff using AI report higher job satisfaction, thanks to reduced repetitive tasks.
7. Benefits for Directors
For directors and decision-makers, automating order entry delivers:
- Cost savings – fewer resources needed for manual entry.
- Speed – faster order-to-delivery cycle.
- Accuracy – reduced error rates.
- Scalability – automation grows with business volume.
📊 PwC reports: Businesses using AI for process automation see ROI within 12–18 months.
8. Real-World Examples
Example 1: UK Distributor
- Implemented Rossum + UiPath.
- Processing time cut by 70%.
- Error rates fell by 50%.
Example 2: European Wholesaler
- AI order entry system cut staff admin time by 40%.
- Customer satisfaction scores improved.
Example 3: Global Supplier
- End-to-end automation reduced processing costs by 60%.
- Allowed redeployment of staff into customer service roles.
9. Getting Started – A 30-Day Pilot
Week 1 – Collect and analyse sample orders.
Week 2 – Choose AI document processing tool.
Week 3 – Integrate with ERP/CRM test environment.
Week 4 – Trial live with one or two customers.
By the end of 30 days, you’ll know how AI performs in your real environment.
10. The Road Ahead
AI order entry is just the start. Future developments will include:
- End-to-end automation – from order to invoice to delivery note.
- Voice ordering – contractors placing orders via phone AI assistants.
- Predictive ordering – AI suggesting stock before customers request it.
Conclusion: From Bottleneck to Breakthrough
Order entry is often seen as a necessary evil — repetitive, time-consuming, and error-prone. But with AI, it becomes an opportunity.
The evidence is clear:
- £20bn lost annually in the UK due to manual errors.
- 60% cost reduction possible with AI automation.
- 70% faster order processing with RPA tools.
For staff, AI means less drudgery. For directors, it means lower costs and better service. For customers, it means faster, more reliable ordering.
The businesses that embrace AI order entry now will be seen as efficient, modern, and customer-focused. Those that wait will risk being left behind.
The choice is yours: keep retyping orders, or let AI do the heavy lifting.
👉 Next in the series:
- How to Analyse Sales Trends with AI – A Beginner’s Guide
