01 / Scope
Choose one order path.
Start with a recurring order format, one intake mailbox and a named reviewer. Map what happens from arrival to an approved order. Keep your current ERP at the centre; first confirm whether its API or import tools can create drafts with the permissions available.
- Receive email and attachment
- Extract fields with source references
- Validate against agreed rules
- Team reviews exceptions and draft
- Create or release the ERP order
Choose where the review belongs. Some systems support an unposted ERP draft; others need a separate review queue before any write. Define exactly what approval permits, and who can give it.
02 / Data
Agree the fields and rules first.
Use real, authorised sample documents to build a field map. For every required field, define its source, destination and what happens when it is missing or conflicts with another value.
| Field | Check before approval |
|---|---|
| Customer and order reference | Match an existing customer ID. Check the customer/reference pair and attachment fingerprint for duplicates. |
| Product code and unit | Match the ERP catalogue. Confirm whether quantities mean pieces, boxes, kilograms or another unit. |
| Quantity, price and currency | Require valid quantities. Compare prices with agreed terms and route differences for review. |
| Delivery date and address | Use an explicit date format and a verified delivery location. Flag missing or ambiguous values. |
| Source and history | Keep the original email or document reference, extracted values, corrections, decision and reviewer. |
Document text is input data. It must not change approval rules, grant permissions or instruct the automation to send information elsewhere. Restrict intake sources and system access to what the workflow needs.
03 / Decisions
Give every exception an owner.
“Please send 20 boxes of BR-104 next Friday.”
The product exists, but the ERP uses pieces and the box size is unknown. The date also needs an agreed interpretation.
Decision: hold for clarification. Show the original wording beside the proposed fields. Ask the operator to confirm units and the delivery date before approval.
- Missing information: assign an operator to request clarification.
- Price or commercial exception: route to the authorised supervisor.
- Possible duplicate: compare with the earlier order before retrying.
- Integration failure: check whether the ERP accepted the write before resubmitting. Keep a visible failure queue.
04 / Evidence
Measure a small pilot.
Include ordinary orders, messy documents, duplicates and missing fields. Run the draft process alongside the existing workflow first. Agree success criteria and a rollback owner before enabling ERP writes.
- Time per order
- Compare total handling time, including review and corrections.
- Field accuracy
- Check each required field against a human-reviewed reference.
- Exception handling
- Confirm that every deliberate error reaches the right queue.
- Safe retries
- Verify that a repeated request does not create a second order.
Track errors and rework as well as speed. The first goal is a dependable process your team can supervise; savings estimates should follow the measured results.
05 / Your review
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Linyro helps manufacturers and distributors assess administrative automation around their existing systems. Integration feasibility and scope are checked before implementation.