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Order intake agent

Purchase orders enter your OMS without anyone typing them.

Reads the PO wherever it arrives — email body, attached PDF, scan of a fax that a supplier still insists on — and creates the order with the header and every line mapped to your fields. Anything it isn't sure about waits for a person.

See this on your workflow
At a glance
Input
Email body, PDF, scanned image, spreadsheet
Writes to
Your OMS or ERP sales-order object
Approval
Per-field confidence thresholds you set
Typical build
3–8 working days
Owner
Ops lead / order desk

Before and after

The manual version

Two windows, fourteen lines, sixty times a day

A PO lands in a shared inbox. Someone opens the PDF, opens the OMS, and retypes customer, reference, dates and every line item. If a SKU code doesn't match your catalogue they guess or ask on Slack. At volume this is four to six hours a day and the error rate is invisible until a wrong quantity ships.

The OpsVera version
  1. 01WatchPolls the inbox or folder you point it at. Deduplicates on message id, so a forwarded copy never becomes a second order.
  2. 02ExtractHeader and line table pulled out with a confidence score per field, mapped to your field names — not a generic schema you then have to translate.
  3. 03ResolveSKUs and customer records matched against your catalogue. Unresolved codes become an explicit question, never a silent best guess.
  4. 04GateYour rules: post clean orders under a value threshold, hold anything with a field below 90%, always hold new customers.
  5. 05Act & logOrder created, source document attached to the record, and the full trail written — what was read, what was extracted, who approved it.
Commonly connects to
  • Outlook / Microsoft 365
  • Gmail / Workspace
  • NetSuite
  • Zoho Inventory
  • SAP Business One
  • Shopify / D2C stack
  • + your in-house OMS

If it has an API, a database we can reach, or a CSV drop, it's connectable. In-house systems are the common case, not the exception.

This is a starting point

Nothing here ships as-is.

Your field names, your SKU resolution rules, your approval thresholds, your escalation owners, your systems. What's reused from build to build is the reliability machinery underneath — idempotency, retries, audit, tenant isolation — which is exactly the part you shouldn't be paying to reinvent.

Questions we get on the call

What happens when the extraction is wrong?
During the pilot, nothing writes without a person confirming, so a wrong extraction costs a correction and nothing else. Corrections feed back into the field mapping, and the accuracy numbers you see are measured on your own documents.
Can the same PO get processed twice?
No. Every input is keyed and checked before any write, so retries, forwards and duplicate sends resolve to the same single order. This is a design property, not a setting.
Do we have to change our OMS?
No. The agent uses the same interfaces your team does. Nothing about your system of record changes, and you can switch the agent off without unwinding anything.