Automate customer purchase-order entry

Turn emailed PDF purchase orders into ERP-ready order lines.

The problem

Customer service reps retype every PO line (part number, qty, price, ship date) from PDFs into the ERP. It is slow and typos cause wrong shipments.

Step by step

1. 1Route all PO emails to one shared inbox.
2. 2Use a Power Automate or Zapier trigger on new emails with PDF attachments.
3. 3Send the PDF text to an AI step that extracts header and line fields into a fixed JSON format.
4. 4Match customer part numbers against your item master (a lookup table or ERP API).
5. 5Write the result to a staging sheet or ERP import file and have a rep approve before posting.
6. 6Log mismatches (price, unknown part) for human review.

Copy-paste prompt

Extract this purchase order into JSON with fields: po_number, customer, ship_to, requested_date, and lines[] (customer_part, description, qty, uom, unit_price). If a field is missing, use null. Do not guess. PO text:

[paste PO]

Review AI output before using it. Don’t paste confidential, customer or patient data into tools your company hasn’t approved.