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Order emails, turned into orders ready to approve.

Arxiot reads the email and its attachments, finds the products in your catalogue and prepares a draft order. Your staff checks it, approves it and imports it into the system you already use.

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Orders folder
Jonas Petraitisjonas@kampelis.lt

Order for Friday

Hello,

please deliver on Friday to Savanorių pr. 12, Vilnius:

  • PN-2501 milk 2.5% 1 l, 24 pcs
  • butter 82%, 5 boxes
  • sour cream 30% 400 g, 12 pcs
  • curd 9%, 10 kg

Thanks,
Jonas, UAB Kampelis

Draft order

Customer
UAB Kampelis (KMP-014)
Delivery
Friday, Savanorių pr. 12
CodeProductQty
PN-2501Milk 2.5% 1 lExact product code24 pcs
Butter 82%5 box

Two butters in the catalogue match. Which one did the customer order?

GR-3040Sour cream 30% 400 gCustomer's name for it, from past orders12 pcs
VA-0910Curd 9%, by weightMatches a catalogue product10 kg

Hover or tap a line to see where it came from.

AI suggests. Rules check. People decide.

Each part has its own job. So nothing happens on its own, and you can always see why a line is in the draft.

  1. AI reads

    • Reads the email text, Excel sheets and PDFs.
    • Finds the customer, products, quantities and delivery details.
    • Shows exactly where in the email each value came from.

  2. Your rules check

    • Suggests only products from your catalogue.
    • Checks units, pack sizes and required fields.
    • Flags anything unclear. Never invents a product code.

  3. Your team approves

    • Sees the draft next to the original email.
    • Corrects, adds or rejects lines.
    • Nothing goes out without approval.

From email to an order in your system

  1. The email arrives

    Orders land in a dedicated mail folder. We keep the original and its attachments.

  2. The content is read

    Email text, Excel sheets and PDF documents become structured data.

  3. Products are matched

    Product codes first, then the names your customers use that you've approved.

  4. Everything is checked

    Units, pack sizes, quantities and required fields. Anything unclear is flagged for your staff.

  5. Your staff approves

    The draft sits next to the original. Corrections and approvals are kept in the history.

  6. The order is exported

    A CSV in your system’s format. You import it the way you already do.

Services

We start with the one recurring task that takes the most time. The same approach works for other paperwork too.

Orders from email

For wholesalers and distributorsOn request
What comes in
Orders in the email body, or in an Excel or PDF attachment.
What you get
A checked draft order and a CSV file for your system.
Example
“Butter 82%, 5 boxes” becomes a line with the exact product code. If the catalogue has two options, your staff picks one.

Something specific to you

When the work repeats but fits no templateOn request
What comes in
Documents or data you currently retype by hand.
What you get
A clearly defined result, with a staff check before every action.
Example
We start with a call and a few real examples.

Getting started

First we measure whether it's worth it. Only then do we build.

  1. A call

    30 minutes. Tell us how you handle orders today and how many you get.

  2. Examples and measuring

    You send 20-50 real orders and your catalogue. Together we time how long one order takes today.

  3. Pilot

    5-8 weeks. The system runs alongside your usual process, and your staff approves every order.

  4. Decide on results

    We compare time and errors with the starting measurement. You continue only if the benefit outweighs the cost.

If the numbers don't add up, we'll tell you before we build anything.

Will it pay off?

A rough estimate. We'll measure the real numbers during the pilot.

If we save 30% of the time

16 hours a month

192 € staff time value a month

30% is our pilot target, not a guarantee.

Questions

Will the system place orders by itself?

No. It prepares a draft, and only orders approved by your staff are exported. More can be automated later, once the process is proven.

What happens with an unusual email?

Unsupported formats, like handwritten sheets, are clearly flagged and sent for manual handling. Nothing disappears unnoticed.

Do we need to change our accounting or ERP system?

No. We start with a CSV file that you import into your existing system. We only consider a direct connection when it saves a measurable amount of time.

Where is our data stored?

On servers in the European Union. Each company's data is kept separate, access is restricted and every action is logged.

How much does it cost?

It depends on your order volume and formats. We agree on a price after the first call and a look at your examples: a one-off setup and a monthly fee for running and support.

How long does it take to go live?

Usually 5-8 weeks from the moment we have examples and an agreed export format.

Let's talk about your orders

A 30-minute call, no commitment. We'll find out whether automation pays off for you.

Or send us 3 typical order emails:hello@arxiot.eu

Choose a day
Choose a timeVilnius time

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Selected:

Request sent

We'll confirm the time by email within 24 hours.