Live demo · built by Brandverze
One day of a distributor’s order inbox: 60 emails in every format. Each one is read, matched to items, run through 18 checks, and either posted or held for a person with the reason.
Demo with a fictional distributor, Kestrel Bay Supply Co. The 60 orders were sent to a real Gmail inbox for this demo. QuickBooks posting is simulated.
18:00
End of day · all 60 emails handled
Emails handled
60
of 60 · 11 weren't orders
Sales orders created
40
132 lines read from email, PDF, Excel, CSV, fax
Posted with no human touch
21
53% straight through on first read
Fixed by customer reply
7
held, asked, answered, posted
Waiting for a person
12
each with a suggested fix
Order-desk time
0.7 h
vs about 6.8 h typing it all by hand
60
emails in
49
orders, changes & replies
12
7 sent to the right team, 5 filed (noise + 1 duplicate)
29
in QuickBooks · $21,733
12
held for a decision
What it caught
found before QuickBooks
Quantity typo (500 instead of 5)
Copper Kettle Bakery · SO-49015 · $39,010.68 order held
1
Not enough stock
Copper Kettle Bakery · SO-49015 · $39,010.68 order held
3
Over credit limit
Copper Kettle Bakery · SO-49015 · $39,010.68 order held
2
Possible double order
Pinecrest Senior Living · SO-49032 · $1,499.58 order held
1
Unreadable handwriting
Pinecrest Senior Living · SO-49008 · $1,445.02 order held
1
PO price ≠ contract price
Harlow Street Hotel · SO-49012 · $1,003.57 order held
1
Missing PO number
Westfield Unified School District · SO-49019 · $609.00 order held
1
Discontinued item asked for
Taqueria Los Compadres · SO-49009 · $460.10 order held
2
Customer on credit hold
Marigold Catering · SO-49013 · $457.95 order held
1
Unknown delivery address
Bluewater Brewing Co. · SO-49017 · $448.28 order held
1
Saturday delivery asked
St. Brendan's Parish Hall · SO-49037 · $199.00 order held
1
Sender is not a customer
Leah Pemberton · Pemberton Yoga Studio · SO-49018 · $168.40 order held
1
Same-day after cutoff
Eastside Auto Spa · SO-49025 · $159.10 order held
1
Unclear location
Summit Ridge Fitness · SO-49035 · $149.15 order held
1
Item we don't sell
Bluewater Brewing Co. · SO-49023 · $148.35 order held
1
Unclear item
Greenleaf Co-op Grocery · SO-49022 · $79.83 order held
1
Part case ordered
Bramble Creek Cafe · SO-49024 · $21.23 order held
1
Live activity
148 events
- 17:40Held E60 SO-49040 → review queue (1 issue; owners: Purchasing)
- 17:40Read E60 New order
- 16:10QuickBooks E59 SO-49024 released in QuickBooks Online · 1 lines · $84.93 · issue resolved by E59
- 16:10Changed E59 Line 1 “250 of the 16oz cups” replaced with customer's answer → KB-CUP-HOT-16 × 1
- 16:10Read E59 Reply to our question / follow-up
- 15:30QuickBooks E58 SO-49039 created in QuickBooks Online · 3 lines · $302.94
- 15:30Read E58 New order
- 15:05QuickBooks E57 SO-49038 created in QuickBooks Online · 3 lines · $218.71
- 15:05Read E57 New order
- 14:50Routed E56 Sent to Accounts receivable: Oakmont Office Park says they paid $2,000. Linked to held order SO-49020. Release once payment clears (not released autom…
- 14:50Read E56 Payment notice
- 14:35Draft E55 Question drafted to office@stbrendansparish.org (not sent, waits for a rep's OK): “We don't deliver on Saturdays. Can we deliver Friday Oct 23 instead…
- 14:35Held E55 SO-49037 → review queue (1 issue; owners: Dispatch)
- 14:35Read E55 New order
- 14:20QuickBooks E54 SO-49028 released in QuickBooks Online · 1 lines · $109.13 · issue resolved by E54
- 14:20Changed E54 Customer approved substitute: KB-GLV-LX-M → KB-GLV-NB-M
- 14:20Read E54 Reply to our question / follow-up
- 14:08QuickBooks E53 SO-49036 created in QuickBooks Online · 2 lines · $607.38
- 14:08Read E53 New order
- 13:55Draft E52 Question drafted to jellis@summitridgefit.com (not sent, waits for a rep's OK): “Which location should this go to: Dublin or Grove City?”
- 13:55Held E52 SO-49035 → review queue (1 issue; owners: Order desk)
- 13:55Read E52 New order
- 13:40QuickBooks E51 SO-49034 created in QuickBooks Online · 3 lines · $328.43
- 13:40Read E51 New order
- 13:26QuickBooks E50 SO-49033 created in QuickBooks Online · 3 lines · $280.92
- 13:26Read E50 New order
- 13:18Read E49 Spam
- 13:10Draft E48 Question drafted to ghaines@pinecrestliving.com (not sent, waits for a rep's OK): “We already have an order from you this morning with the same items …
- 13:10Held E48 SO-49032 → review queue (1 issue; owners: Order desk)
- 13:10Changed E48 “Same as last order” → last delivered order is SO-48364 (2026-09-17); copied KB-GLV-NB-L×7, KB-GLV-NB-M×6, KB-TT-2PLY-96×8, KB-CL-3340-15×4, KB-SN-GEL…
- 13:10Read E48 New order
- 13:02QuickBooks E47 SO-49019 released in QuickBooks Online · 2 lines · $609.00 · issue resolved by E47
- 13:02Changed E47 PO number WUSD-26-04452 attached to SO-49019
- 13:02Read E47 Reply to our question / follow-up
- 12:50Held E46 SO-49031 → review queue (1 issue; owners: Purchasing)
- 12:50Read E46 New order
- 12:41QuickBooks E45 SO-49009 released in QuickBooks Online · 4 lines · $556.85 · issue resolved by E45
- 12:41Changed E45 Customer approved substitute: KB-CTR-FOAM-9 → KB-CTR-BAG-9 (reply translated: “Yes, the bagasse one is fine, please send it. Thanks!”)
- 12:41Read E45 Reply to our question / follow-up · written in Spanish
- 12:33QuickBooks E44 SO-49030 created in QuickBooks Online · 3 lines · $428.72
The day in one paragraph
Between 06:02 and 17:40, 60 emails reached the orders inbox: PDFs from a school district’s purchasing system, Excel sheets split by building, CSV exports, a faxed handwritten form, an order in Spanish, change requests, a resend of an order already entered, a phishing email and plenty of noise. The system turned them into 40 sales orders. 21 went straight into QuickBooks with nobody touching them. 7 more were held, a question was drafted, and they posted by themselves once the customer replied. 12 are waiting on a decision only a person should make: credit, pricing, stock and delivery calls. 7 non-order emails went to the right team and 5 were filed.
Time estimates are assumptions, not measurements: manual entry 6 min per order + 1.2 min per line; with the autopilot a person spends about 1.5 min per item that needs a decision. Everything else on this page is calculated from the 60 emails.
Want this on your own orders?
In a 20-minute order intake review we look at how orders reach you today and what it would take to load your item list, customers and prices.