The purchase order received by email becomes an order

Context

The workshop receives its purchase orders by email, as PDFs or photos, from several agencies. Every order has to go into the workshop's application.

The problem

A first automation filtered emails on a word in the subject. Invoices and bank details slipped through: fake orders. Purchase orders scanned as photos were discarded. An email with two PDFs created two orders. And one morning, a failure lost an order, which had to be retyped by hand.

In seventeen days: 490 emails with attachments, 42 picked up by the keyword.

What we built

A single automation, and one rule: one email, one order.

• An AI model reads the attachments. It answers in a structured way: purchase order or not, then the order details.
• All the attachments are linked to the order and copied to the archive.
• A likely duplicate (same name within ninety days) is flagged without blocking.
• Unrecognized files are set aside quietly. Anomalies go to the workshop's contact address, failures to the consultant.
• Before go-live, a test mode replayed twelve real cases, without writing anything.

The AI model is an outside service, named and chosen with the client.

Result

In service since 8 October 2026. One email, one order, attachments included. No order is lost on a failure anymore.