For distributors whose customers email purchase orders
Brandverze reads each emailed order, checks it against your items and prices, and posts it to your system. Anything unclear waits for a person to approve.
A fictional distributor. Invented orders.
One clean order posting, and one with a problem stopping for a person. Your own item list is not in this preview.
Pinecrest Senior Living (fax)
Fax from 614-555-0177 (1 page)
📎 fax_6145550177_0735.png
- Read5 lines
- Checked18 checks against items, prices, stock and credit
- Held: Unreadable handwriting“Toilet paper - 8 cs (or 3?)” read with 61% confidence. Question drafted to the customer.
- Reply 11:25“Following up on the fax we sent this morning - the toilet paper should be 8 cases (sorry about the handwriting!).”
- PostedSO-49008 re-checked and sent to QuickBooks
60 emails · 40 sales orders · 12 held for a person, each with a reason
Sound familiar?
The problem, in their words.
- Orders arrive as PDFs, spreadsheets, scans and plain email text, and every customer's looks different.
- Someone opens each one, finds your item code for the customer's part number, checks the price, and types it in line by line.
- On a busy morning that's hours of keying, and one wrong digit means a wrong shipment, a credit note and an awkward phone call.
- Adding another person to the order desk is the only way to grow volume.
How it works
From the inbox to a posted order, with a person on anything unclear.
01
Forward the orders
Keep your orders inbox. Orders are forwarded to Brandverze automatically. Your customers change nothing.
02
Read every format
Each PDF, spreadsheet, scan or email is read and turned into a clean order: customer, PO number, lines, quantities, prices, dates.
03
Check against your records
Every line is matched to your item list, customer part numbers and price list, and the PO number is checked for duplicates.
04
A person approves anything unclear
Unknown items, price mismatches, missing details or low-confidence fields go to a review queue. Nothing reaches your system unchecked. At the start, every order goes through review until accuracy is proven on your own orders.
05
Post and confirm
Approved orders post to your accounting or ERP system, and an order confirmation is drafted for the customer. Every step is logged, so you can see who approved what and when.
The Diagnostic
Start with an Order Intake Diagnostic: one week, from $750.
We don’t quote industry averages. We measure yours. If you go ahead with the setup, the Diagnostic fee is credited against it.
- 01You share 50 recent purchase orders and an export of your item and price list.
- 02We time how long your team takes per order today and sort the errors you've had.
- 03We run your real orders through the system and report how many it reads and checks correctly.
- 04You get a written summary: time per order, error types, expected savings, and a fixed quote to set it up.
What we need from you
- 01About 50 recent purchase orders (you can remove anything sensitive first)
- 02An export of your item list, customer list and prices
- 03Test or sandbox access to your accounting or ERP system, when we get to setup
- 04One person on your team who approves flagged orders during the trial
Questions
Which systems do you work with?
Systems with an API, such as QuickBooks Online, NetSuite, Acumatica, Odoo and Zoho, are connected directly. Where a system has no API, approved orders are exported as an import file. We confirm which applies to you during the Diagnostic.
What if the AI gets something wrong?
That's what the review queue is for. An order only posts automatically when every field has passed its checks against your records. Anything uncertain waits for a person, and you decide how strict those checks are.
Do my customers need to change how they order?
No. They keep emailing orders the way they do now.
How is our data handled?
We sign a data processing agreement before we see a single order. On this website, an order pasted into the demo is sent to Anthropic only to be read, and we do not store it. The daily try count is a scrambled id and a number, kept in Neon in Frankfurt and deleted after 30 days. Anthropic's API does not use those requests to train its models.
How long does it take?
The Diagnostic takes one week. Setup typically takes three to four weeks, built in short rounds you can click through as we go.
What does it cost after setup?
A monthly fee covers hosting, monitoring, new customer order formats and a monthly accuracy report. You get the exact figure in your quote, based on your order volume.
You're based in France. How does that work for a US business?
Brandverze is based in Nice, France, and calls run during your morning, 9:00 to 13:00 Eastern. Quotes and invoices are in US dollars. Work happens remotely, as it would with most software vendors.
Is this a fit for us?
It's worth a look if your team keys in more than about 15 emailed orders a day. If most of your orders already come through EDI or your web shop, it probably isn't.
Let’s look at your order desk.
A 20-minute call. We look at how orders get from the inbox into your system today. You leave with a rough time-and-cost picture, whether or not we work together.
Or email hello@brandverze.com.