Automated order processing, from inbound email to SAP

The challenge

With hundreds of shipments per month concentrated in a two-person team, the workload left no margin for error. The rules that governed order processing had never been written down: distributors used their own product identifiers, orders sometimes needed to be split into multiple SAP entries, unit sizes varied by client, and exception handling was informal. Automating this process meant first making the business logic legible — translating years of operational knowledge into deterministic rules, in close collaboration with the operators who held it.

The solution

The Case Manager workflow triggers on incoming email, extracts order data from PDF attachments and email bodies, and applies deterministic rules before the language model processes anything — rules handle the clear cases, the model handles the ambiguous ones. Where distributor product identifiers do not directly match SAP SKUs, the system infers the correct match and flags low-confidence cases for review. Orders that span multiple SAP entries are split automatically. The operator sees an editable table, reviews the extracted data, corrects any fields, and approves. A confirmation step runs before anything is written to SAP. The operator stays in control without touching the routine cases.