Every customer sends a different format
Order information is spread across email bodies, attachments, and tables. Teams must find the PO number, read the specifications, and enter every line into the system.
Inbox-to-ERP · IngestX by Immenzo
Automate order entry for manufacturing and distribution
Orders arrive. Data is ready for ERP. Your team stays focused on customers.
IngestX helps turn order documents into structured data that is ready for review and use in an ERP. Reduce retyping, identify information that needs correction, and move each order forward through a clearer process.
Document extraction · Data review · User approval · Integration as needed
The problem
The order has arrived. Why is the process still waiting?
Customer item names may not match internal codes
Customer descriptions, article codes, colours, and units need to be matched with company data before an order can be processed.
Repeated checking slows response times
Quantities, prices, delivery dates, and order revisions need to be checked again. Missing information can create correction work later in the process.
Administrative work consumes the team’s time
As order volume grows, more data needs to be moved. Less time remains for customer follow-up and special requirements.
The solution
Connect order documents with the systems your team already uses
IngestX helps prepare data before it enters the ERP process. Documents are read, information is structured, and items that need attention are presented for user review.
Capture information down to each line item
Extract customer identity, PO references, product descriptions, quantities, units, prices, and delivery schedules according to the document type and workflow configuration.
Review data for operational needs
Use configured rules to help identify empty fields, mismatches, or information that needs review. Master-data matching requirements are defined during implementation.
Prepare reviewed results for the ERP
Use reviewed results to fill a form, export data, or send it through an agreed backend integration. Your team still decides when information is approved and used.
How it works
From the inbox to order processing in five steps
- 1/5
Receive the document
Start with documents received by the team. Use upload or an email flow configured for your workspace.
- 2/5
Extract the information
IngestX reads the document and structures the main fields and line-item details in a reviewable format.
- 3/5
Review the result
Compare the result with the source document. Review flagged information and make corrections when needed.
- 4/5
Approve the data
An authorised user checks completeness according to company procedures before continuing.
- 5/5
Continue to the ERP
Fill a form, export the result, or send data through a configured connection. ERP record creation follows the destination system’s field mapping and rules.
Textile manufacturing demo
One fabric PO. Four articles. Less re-entry.
See how a customer fabric order is organised into review-ready data: article codes, colours, widths, metre quantities, unit prices, and delivery dates.
A user checks the information against the source document before it is prepared as a draft sales order in a simulated ERP.
This example uses a fictional company and fictional data. The ERP screen is a simulated integration.
Discuss Your DocumentsERP
Draft sales order
TX-104Navy · 150 cm1,200 m
TX-208Natural · 120 cm850 m
TX-315Olive · 145 cm640 m
TX-412Black · 150 cm1,500 m
Benefits
Give your team more time for work that requires judgment
Reduce repetitive typing
Use extracted results as the starting point for order processing so the team does not need to copy every piece of information from scratch.
Find issues earlier
Review incomplete or inconsistent information before it moves to the next process.
Make review easier
Structure order data consistently so teams can read, compare, and correct results more easily.
Support faster customer response
Reduce data-preparation time so the team can follow up on orders and clarify customer requirements sooner.
Additional workflows
Start with orders. Expand as needed.
RFQ preparation
Structure request-for-quotation information into a requirements list for sales or purchasing review. Catalogue matching and output formats are tailored to the implementation scope.
Supplier confirmation review
For configured workflows, compare a supplier confirmation with the reference PO so purchasing can review quantity, price, or schedule changes.
Invoice data preparation
Extract billing information and line-item details to support review and finance-process entry. Validation rules and mapping follow the company’s systems.
Integration
Choose an approach that fits your ERP environment
Widget for review and form filling
Add a review panel to a web application that supports widget installation. Users can upload documents, correct results, and fill the appropriate form fields.
Form filling is followed by the saving and approval process already used in your ERP.
Explore the Widget IntegrationBackend API for connected workflows
Connect document processing and the destination system through a backend integration. Endpoints, authentication, field mapping, and result handling are defined with your IT team.
Sending and saving data in the ERP requires configuration and testing against the destination system.
Discuss an API IntegrationImplementation
Start with the process that consumes the most time
- 1
Map the flow. Choose the document types, users, and ERP process to support.
- 2
Test representative examples. Define the required fields, formats, and review rules.
- 3
Evaluate the results together. Measure field accuracy, review time, correction needs, and output suitability.
- 4
Prepare the integration. Configure the agreed flow, test it, and train users before operational use.
Data control
Keep control of data and approvals
Define who reviews results, which rules apply, and which systems receive data. Processing location, retention, access, and service-provider requirements are discussed before deployment and recorded in the appropriate agreement.
FAQ
Common questions about Inbox-to-ERP
Does IngestX replace the ERP?+
No. IngestX helps prepare information from documents for use in workflows and systems the company already owns.
Does it work with every ERP immediately?+
The integration method depends on the ERP’s capabilities. Your IT team needs to confirm support for web forms, file imports, APIs, or suitable middleware.
Can forwarding an email immediately create a sales order?+
The email flow, review process, and delivery destination must be configured first. A sales-order record can be created only after the destination ERP integration and rules have been implemented.
Which documents can be processed?+
Customer POs, RFQs, invoices, and related documents can be evaluated for the workflow. File formats, size limits, and channel support are confirmed when the service scope is defined.
Are the results always correct?+
AI results can contain errors or omissions. IngestX supports review and correction; the required review level is determined by the company’s risk and procedures.
Can we begin without a direct integration?+
Yes. An evaluation can begin with extraction, review, and export. A direct ERP connection can be added after requirements and test results are agreed.
How is implementation priced?+
Pricing depends on processing volume, users, validation requirements, integration, and support. Subscription scope and implementation fees are described in the proposal.
How much time does your team spend entering orders?
Bring one sample document and walk us through the process. Together, we can see how IngestX could reduce repetitive work and prepare data for your ERP.
Get in touch
- Email:
- Sales & Partnerships: [email protected]
- Phone:
- +628156111355
- Address:
- Menara Cakrawala #12th-5A, Jalan M.H. Thamrin No. Kav. 9, Menteng, Jakarta 10340, Indonesia
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