Aproda Order Agent – Automated Order Entry with AI

Automatically import, verify and transfer orders directly into Business Central

The Aproda Order Agent—Your Digital Assistant for Order Entry

Is your order entry process taking too much time - and still resulting in errors? The Aproda Order Agent fully automates incoming order processing and speeds up the process by up to 65%. AI reads and interprets orders from all common formats and automatically creates accurate sales orders in Microsoft Dynamics 365 Business Central.

A New Standard in Order Entry

Today, orders arrive through many channels: email, PDFs, Excel files, portals and EDI - often in varying formats and levels of quality. At the same time, expectations for speed, accuracy and transparency continue to rise. As a result, manual order entry has become a bottleneck: time-consuming, error-prone, and difficult to scale.
This is exactly where the Order Agent comes in. It combines advanced AI-powered processing with direct ERP integration to ensure that every order is converted quickly and accurately into a sales order in Business Central.

Reduce Workload Across Your Business

Less manual work

Fewer errors

Faster order processing

Greater transparency

What is the Order Agent?

The Order Agent is an intelligent AI service specifically designed to automate the processing of incoming customer orders. It combines document and text understanding (e.g., emails, PDFs, and Excel attachments) with business logic and seamless integration into Microsoft Dynamics 365 Business Central.

Technically speaking, the agent takes over the non-value-adding part of order entry:

It extracts order information from various sources (e.g., emails and attachments).
It identifies relevant details such as customers, shipping addresses, items, quantities, prices, delivery dates, and notes.
It matches the information against master data in Business Central and performs plausibility checks (e.g., item numbers, units of measure, pricing logic, and delivery terms).
It automatically creates a sales order in Business Central based on this information, including detailed logging.
In cases of ambiguity, it flags the order as an exception, provides recommendations, or routes it to employees for review (human-in-the-loop).

💡In short: The Order Agent significantly reduces the manual effort involved in order entry, improves data quality and accelerates your order-to-cash process.

Why Is the Order Agent Important?

Order entry is under pressure in many companies, not because it is inherently complex, but because it is time-consuming and must operate flawlessly at all times. Typical challenges include:

Multiple channels and formats: Emails, PDF attachments, Excel spreadsheets, portals, and EDI messages often come in different formats and structures.
High manual effort: Entering, copying, verifying, and clarifying order information consumes valuable internal resources.
The cost of errors: Incorrect item numbers, quantities, units of measure, or delivery dates can directly impact on-time delivery and customer satisfaction.
Rising expectations for speed: Customers expect rapid order confirmations, accurate availability information, and reliable delivery dates.
Scaling without additional staff: Order volumes continue to grow, while team sizes often remain unchanged.

The Solution: The Order Agent

The Order Agent does not simply digitize processes. It intelligently automates the most time-consuming parts of order entry.

The Order Agent offers the following benefits:

Time savings: Orders are automatically captured and converted into sales orders with significantly fewer manual steps, depending on their quality and complexity.
Fewer errors: Validation and plausibility checks prevent common data entry errors before they reach the ERP system.
Standardized processes: Consistent order processing, regardless of how customers submit their orders.
Scalability: Whether you process 100 or several thousand orders per month, the Order Agent scales with your business.
Transparency: Comprehensive logging and clear exception handling ensure full traceability and audit readiness.

Your contact with us

Christian Dürr | AI Solution Manager

I would be happy to advise you personally. Give me a call: 058 200 14 14 or send me a message. I look forward to hearing from you!

The Order Agent Explained with an Example

A mid-sized retail company receives around 1'800 orders per month, many of them via email with PDF or Excel attachments. In the past, this required employees to manually enter data, assign items, verify prices, and clarify delivery dates. Processing each order took an average of four to five minutes, with additional time spent resolving unclear or incomplete information. Despite careful work, minor errors such as incorrect units of measure, item variants or delivery dates occurred regularly, resulting in additional effort in the warehouse and customer service.

With the Order Agent, the process works differently. Incoming orders are processed centrally, automatically interpreted, and converted into sales orders in Business Central. Employees now review the proposed orders and focus on exceptions rather than routine data entry tasks.

The result: significantly less manual effort, noticeably fewer errors, and faster order confirmations, leading to improved on-time delivery and higher customer satisfaction.

The Order Agent in Action

The Order Agent is more than just another tool. It acts as a digital assistant for your back office, handling the repetitive work involved in order entry and providing ready-to-review sales orders in Business Central. This allows employees to focus on higher-value activities such as customer communication, exception handling, delivery coordination, and strategic priorities.

Less Copy & Paste. Faster Order Processing.

The Aproda Order Agent takes over routine tasks in order processing. It reads incoming orders (e.g., via email), extracts relevant information such as customers, items, quantities, and delivery dates, performs plausibility checks, and creates sales orders directly in Microsoft Dynamics 365 Business Central. Any discrepancies are flagged as exceptions and prepared for review.

What can the Agent do?

Interpret and structure orders from emails, PDFs, and Excel files
Intelligently match items and customers, including validation checks
Validate quantities, prices, and delivery dates, and suggest alternatives when needed
Automatically create sales orders in Business Central
Escalate exceptions for review (human-in-the-loop) and maintain a complete audit trail

Benefits

Up to 65% faster order processing (depending on data quality and complexity)
Fewer data entry errors through automated validation and business rules
Reduced workload for back-office teams by focusing on exceptions instead of routine tasks
More stable and scalable order-to-cash processes

Scope of Delivery

Use case workshop, field mapping and validation rules
Business Central integration (APIs/events), logging, and monitoring
Test scenarios, user acceptance testing, and training
Go-live support and handover

Cost

The Aproda Order Agent is a scalable AI service that automates order entry and accelerates the entire order-to-cash process. Pricing consists of a one-time implementation fee and a monthly subscription fee.

Setup
from CHF 8'000
Operation
CHF 150 / per month

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