For UK manufacturers who take orders by email
Stop retyping purchase orders.
Your customers email PDFs. OrderSmoothly reads them, matches every line to your customers and part numbers, and puts a draft sales order in your ERP. Your team checks it and confirms.
Sample orders. Made-up customers. Yellow means a person decides.
001 How it works
What happens to an order
- 1
Forward.
Your team forwards order emails to one address, or sets a rule on the order inbox. Your customers send orders the way they always have.
- 2
Read.
It reads the customer, PO number, item numbers, quantities and delivery dates off the PDF or scanned attachment.
- 3
Match.
It finds the customer and every item in your ERP's master data, including your customers' own part numbers.
- 4
Draft.
A draft sales order appears in your ERP, and a reply lists every line. Your team checks it and confirms.
002 On the desk
What changes on the order desk
Orders go in as they arrive.
Not at 4pm when someone gets to the pile. Fewer "where's my order?" calls.
Nothing changes for your customers.
No portal, no new format, no EDI project. They email the PDF like before.
Sample data
Your team still decides.
Every order lands as a draft. Start with your team approving every order. Switch to automatic for the customers you trust once the numbers back it up.
More orders, same team.
When volume grows, the desk doesn't have to.
003 Cost
What typing orders costs you now
Example with 30 orders a day at 10 minutes each.
30 orders × 10 min ÷ 60 × 230 days
- Hours a year
- 1,150
- Share of a full-time role
- About two thirds
- Cost a year
- about £21,900
£19 an hour is a sales administrator's median pay (ONS ASHE 2025) plus employer NICs and pension. 230 working days a year.
We'd rather measure yours. The pilot times 20 real orders before and after.
004 Reference
Already running on live orders
A medical-device manufacturer in Germany runs it on its live orders, including English orders from UK and Irish customers.
- Live since
- June 2025
- Order emails a working day
- ~36
- Order emails processed
- 8,900+
005 Pilot
Try it on your own orders first
| Ln | Stage | Time | Fee | What happens |
|---|---|---|---|---|
| 1 | Proof | 48 hours | Free | Send 5 to 10 real purchase orders and an export of your customers and items. We send them back line by line, matched, with anything doubtful marked. |
| 2 | Pilot | 4 weeks | Fixed fee, credited to setup | It runs in the shadow of your live desk, into a sandbox or an import file, so nothing touches real orders. You get a weekly report on accuracy and time. We agree the targets before we start, and you decide go or no-go against them. |
| 3 | Live | Ongoing | Setup, then monthly | We connect your ERP, load your master data, tune it for your biggest customers' formats and watch every order. Monthly accuracy report. Support in UK hours. You can cancel if accuracy stays below the agreed level two months running. |
Illustration, not results
006 Systems
Your ERP
NetSuite connects directly. Business Central, Sage 200 and most other ERPs can import our order file from day one, and we build the direct connection during your pilot.
- Direct
- NetSuite
- Order file now, direct during pilot
- Business CentralDynamics NAVSage 200
- Order file
- Any ERP that imports a file
Why not build it ourselves?
You can wire an email parser to your ERP in an afternoon. The hard part comes after.
- A customer's part number that isn't yours.
- A PO that changes layout.
- A line it shouldn't guess.
- An order that fails quietly at 4pm on a Friday.
We handle the matching, the exceptions, the write into your ERP and the monitoring, and we pick up when something looks off.
007 Questions
FAQ
Do our customers need to do anything?
No. They keep emailing orders. Your team forwards them, or sets an auto-forward rule on the order inbox.
What if it reads a line wrong?
It creates drafts, not finished orders, so your team sees every order before it goes through. The reply lists every line, and you can mark a wrong one in a click so we fix the cause.
What kind of orders does it read?
PDF and image attachments, in whatever layout your customers use. Orders typed into the email body and spreadsheets are next.
Where is our data?
Stored on AWS in Frankfurt. We sign a data-processing agreement with you and list every sub-processor.
What does it cost?
A one-off setup fee and a monthly fee based on your order volume. The proof is free, and the pilot fee counts towards setup. We quote after the proof, once we know your volume.
Is this AI?
Yes, a language model reads each order. That part is cheap now. The work is in matching it to your data and catching what it gets wrong, and that's where we spend our time.
008 Team
Two founders. No call centre.
OrderSmoothly is built and run by Moritz Biersack and Mario Portocarrero. One of us is on every call, and the person who answers your email can fix the problem.
Moritz Biersack Built the system and keeps it running.
Mario Portocarrero Usually your first call.
009 Next step
Send us five purchase orders.
Pick five recent POs, ideally awkward ones.
- Email to
- orders@ordersmoothly.com
- With
- An export of your customer and item lists
- Returned
- Matched line by line, within 48 hours
- Fee
- Free