Example bot · Order Entry Bot
Otto, your order entry bot
Otto is an order entry bot that reads customer purchase orders from email or PDF, drafts the sales order in your ERP, and flags price, part number, or quantity mismatches. It is an example bot Compass AI builds around the ERP you already run, and a person approves every sales order before it is entered.
Reads the fine print on every customer PO.
The work today
The problem it takes off your plate
Customer POs land in a shared inbox in every format there is, and someone retypes each one into the ERP, checking part numbers and prices against the quote by eye.
- Retyping PDF and email orders line by line
- Customer part numbers that do not match yours
- Price or quantity differences caught after the order ships, or not at all
Step by step
How Otto works
One job, step by step. The last step is always yours.
When a customer PO lands
Reads the order
Pulls customer, part numbers, quantities, prices, and dates from the email or the attached PDF.
Before anything is keyed in
Checks your records
Matches customer part numbers to yours and compares price and quantity to the quote or price list.
Draft only
Drafts the sales order
Prepares the sales order in your ERP as a draft, with every mismatch clearly flagged.
Before it is entered
You approve
A person settles anything flagged and approves the sales order, and any note to the customer is theirs to send.
Same rules for every bot: one job, inside your systems, nothing changes without a person, and a plain-English note on what it did.
Your systems
What it works with
Around the ERP you already run.
The shared order inbox
PDF purchase orders
Reads customer PO attachments
ERP
Customers, items, price lists, quotes, sales orders
Spreadsheets
Customer part number cross-references, if they live outside the ERP
People stay in charge
What it never does without you
A person approves every sales order before it is entered, and any message to the customer before it is sent.
Always waits for a person
- Entering or releasing a sales order
- Changing a price or quantity on an order
- Sending anything to the customer
A person approves anything that changes a record, spends money, or goes to a customer or vendor.
Questions
Questions about Otto
No. It drafts the sales order and flags anything that does not match. A person approves it before it is entered in the ERP.
It flags the line and shows what differs, such as price or quantity, so the person reviewing can decide what to do.
It uses the cross-reference you keep, in the ERP or a spreadsheet. A part it cannot match is flagged, not guessed.
Only with a person’s approval. It can draft an acknowledgment or a question about a mismatch for someone on your team to send.
Let's talk
Want a bot like this in your shop?
Book a 30-minute fit call. Tell us how this work runs today, and we will tell you plainly whether a bot like this fits around your ERP.