Automated Sales Order Creation in Acumatica Using AI
ABOUT THE CLIENT
A mid-sized distribution company faced mounting operational hurdles processing hundreds of daily customer orders received via email and PDF attachments. Their sales support team was bogged down by manual data entry, frequent mistakes and long turnaround times, all hindering both efficiency and customer satisfaction.
CHALLENGES
Manual Entry
Manually open, interpret, and retype order details from emails and PDFs.
Format Inconsistency
Handle inconsistent order formats—attachments, email body text, and scanned documents.
Repetitive Work
Spend several hours every day on repetitive, error-prone data entry.
Slow Fulfilment
Slowed order fulfilment and delayed acknowledgements.
Input Errors
Input errors such as SKU mismatches, incorrect quantities, and addresses.
Lost Focus
Lost opportunity for sales staff to focus on higher value work.
Scalability
Scalability issues as order volumes grew.
SOLUTION
OCR-Driven Sales Order Automation
ZingWorks implemented a robust automation system integrating AI, OCR and Acumatica’s REST APIs to transform the sales order process.
Intelligent Data Capture
AI and OCR engines scan customer emails, PDFs and scans- regardless of format and accurately extract all relevant order information.
Business Rule Mapping
AI parses and maps extracted data (product, quantity, delivery info, customer details) directly to Acumatica’s sales order fields, ensuring compatibility and accuracy.
Seamless ERP Integration
Parsed orders are automatically validated and pushed to Acumatica in real-time using REST API integrations, no manual steps required.
Real-Time Process Flow
The system monitors a dedicated inbox, processes new orders instantly and provides order acknowledgments to customers without human intervention.
BUSINESS IMPACT
Time Savings
Order entry time reduced from hours to minutes, freeing sales staff for strategic work.
Increased Accuracy
Over 90% reduction in manual data errors.
Scalability
Handles spikes in order volume effortlessly; no need to hire additional staff.
Faster Fulfilment
Customers receive acknowledgments and order processing updates much faster.
Resource Optimisation
Sales teams focus on relationship management and growth instead of order entry.
TOOLS & TECHNOLOGIES USED
Client
Testimonials
Explore Our Success Stories
Logistics & Supply Chain
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In modern supply chain management, efficient distribution resource planning (DRP) is key to optimizing inventory and meeting customer demands. To enhance this process, we developed an AI-powered chatbot using the Agentic AI framework. The chatbot handles sales and inventory queries, leveraging multi-agent AI to automate data retrieval and provide real-time insights. It streamlined decision-making,reduced manual efforts, and improved operational efficiency in DRP.
Rental
Automated Customer Communication for Order Confirmations
In an effort to streamline customer communication and reduce manual workload, our team implemented an automated email system for sending order confirmation PDFs. The goal was to ensure accuracy, brand consistency, and timely notifications, while minimizing errors in recipient details. By leveraging dynamic data from Quotes and Orders, and using standardized email templates, we achieved a fully automated solution that enhances efficiency and improves the customer experience.