AI Order Entry
Orders in. Entered, matched, and checked — without the typing.
Customers send orders by email, PDF, spreadsheet, or a photo of a handwritten list. Matterhaul reads every line, matches it to your catalog, remembers how each customer orders, checks it against your rules and your ERP, and hands your team a finished draft to approve.
Your best people spend the day retyping orders.
- POs arrive every way imaginable — email, PDFs, spreadsheets, photos, a voicemail — and someone keys each one in by hand.
- Every customer has their own shorthand, and only the rep who’s worked the account knows what it means.
- A mistyped quantity or the wrong unit becomes a wrong shipment, a return, and a credit.
- Then the order still has to be entered, or reconciled, in the ERP.
Matterhaul sits on top of the ERP you already run. It reads your customers, products, and pricing, and sends approved orders to your ERP through an integration we set up with you. No rip and replace.
The order, step by step.
From the moment a PO lands to the moment it reaches your ERP — and a person approves it before it goes.
- 01
Receive
Email, PDF, spreadsheet, photo, or text
- 02
Read
Every header field and every line
- 03
Match
To your catalog, down to the variant
- 04
Remember
Each customer’s shorthand
- 05
Check
Against your rules and your ERP’s price and stock
- 06
Send
The approved order to your ERP
Intake
However your customers order, it lands in one place.
Connect a PO inbox and incoming order emails become draft orders automatically. PDFs, Word files, spreadsheets (Excel and CSV), photos of printed or handwritten lists, and pasted text are read the same way. Calls, voicemail, and texts are captured and transcribed too, so your team can turn a phoned-in order into a draft in the same flow.
- Order emails on a connected inbox become draft sales orders automatically
- PDFs, Word, Excel, and CSV files, photos (printed or handwritten), and pasted text
- Phone calls, voicemail, and texts captured with AI transcription
- The original email or document stays attached to the order as evidence
Extraction & matching
Every field read. Every line matched to your catalog.
AI reads the whole PO — PO number, requested delivery date, ship-to, bill-to, contact, and every line's quantity, unit, price, and SKU — and suggests the right customer, contact, and job. Each line is matched to your own catalog by SKU, description, and meaning, down to the exact variant, with a confidence score. When it isn't sure, it asks you instead of guessing.
- Header and line-item extraction: PO number, dates, ship-to and bill-to, quantity, unit, price, SKU
- Suggests the matching account, contact, and job
- Catalog matching by SKU, description, and meaning — variant-aware, with confidence and ranked alternatives
- Pause and ask: a clarifying question (quote or order?), then it picks up where it left off
- Multi-pass extraction: the AI checks its own work
AI drafts the order; a person approves it. Nothing moves on its own.
Validations
Every order checked before it goes anywhere.
Before an order goes to your ERP, Matterhaul checks it against your rules and your live data. Is there a PO number? Do the terms match the account? Did every line match a product? Do the units line up? Is the stock there, and does the price match what your ERP says? Each problem is flagged on the order with the reason, so your team fixes it or signs off before it's sent.
- Rules for PO number, payment terms, sales tax, unit mismatches, and unmatched lines
- Live price and availability pulled from your ERP, flagged when the order doesn’t match
- Add your own validation rules
- Flag, explain, override with a note — a person approves the order
Integrations
Works on top of the ERP you already run.
Matterhaul pulls in your customers, products, and pricing: two-way customer sync with your ERP, catalog and price-list imports, supplier feeds, and live price and stock from your ERP. Approved orders go to your ERP through an integration we configure with you. An open API with external-ID mapping and safe retries means nothing gets entered twice.
- Customers, products, and pricing in: catalog and price-list imports, supplier feeds, live ERP price and stock
- Approved orders sent to your ERP through an integration we configure with you
- Open REST API (orders, quotes, accounts, catalog, inventory) with external IDs and idempotent writes
On top of your ERP, or as your ERP.
No rip-and-replace. We build on what you already have, connect all your data, and fill process gaps. Keep the systems you like; we replace the ones you don’t.
- Keeping your ERP? Matterhaul reads your customers, products, and pricing, and sends approved orders to it through an integration we configure with you.
- Running Matterhaul as your ERP? Order entry is built in — approved orders land in the same system as your quotes, inventory, and accounting, with no integration to set up.
- OR NATIVEMatterhaul as your ERP
It learns how every customer orders.
Every customer has a shorthand — the abbreviations, part nicknames, and house conventions only your veteran reps know. Each time your team confirms or corrects a line, Matterhaul remembers the match for that customer and learns from the wrong guesses too. The next order from that customer maps itself. The more you use it, the less anyone types.
Your competitors can buy the same AI. They can’t buy what your people know — we capture and amplify that.
less manual order entry
Per-account memory learns each customer’s shorthand, so the rep approves instead of types.
In the first week, we helped a distributor process 20 orders in 7 minutes — which used to take 2 hours to do manually.
“This is the best order entry solution I’ve seen. First try, it just worked. I don’t need to rely on my inside rep nearly as much now. Game changer.”
Start with order entry. Don’t stop there.
Most order-entry tools do one job and hand off to an ERP you still have to run. Matterhaul starts with order entry on top of your ERP, and the same system goes on to quoting, your product catalog, CRM, and accounting — no new integration, no new vendor.
For manufacturers: taking POs from your dealers and distributors? Same intake, same memory.
One customer went live on a second module within 24 hours — the integration was already in place.
How your first orders go through.
Free 30-day pilot
We connect a PO inbox, load your catalog and customers, and process your real orders before you sign.
No rip and replace
It sits on top of your ERP; we connect your data and configure the order send.
Hands-on training
Easy to learn, and we come train your team in person.
Send us your messiest PO.
We’ll run your real orders through Matterhaul in a free 30-day pilot.