Order Entry Agent — AI That Enters Orders Into Your ERP | ViviScape

Order Entry Agent

Orders arrive as email bodies, attached PDFs, spreadsheets, and portal exports. Somebody reads each one and types it into the ERP. That somebody does not have to be a person.

The Process

The work today, and the work after.

The work today

A person is the integration

  • Watches a shared inbox for orders that arrive in no fixed format
  • Opens the attachment and figures out which customer sent it
  • Maps their part numbers and descriptions to your item master
  • Checks pricing, terms, credit status, and whether the item is even active
  • Rekeys the header and every line into the ERP
  • Emails an acknowledgement, then files the original somewhere
  • Repeats it after 4pm when the day's orders pile up at once
What the agent does

The agent owns the queue

  • Monitors the order inbox and portal continuously, including overnight
  • Identifies the customer from the sender, the letterhead, and prior history
  • Reads the document — PDF, scan, spreadsheet, or email body — into structured lines
  • Resolves customer part numbers against your item master and price list
  • Validates terms, credit, minimums, and item availability before writing
  • Creates the order in the ERP and sends the acknowledgement
  • Flags anything it cannot resolve as an exception instead of guessing
The Space Between Systems

The whole path, end to end

Your email works. Your ERP works. The cost is the person standing between them. The agent runs the line; a human is pulled in only at the exception.

Email Inbound
Agent AI Workforce
Customer identification
Order understanding
ERP / accounting system Connect
Validation
Exception
Human approval ViviScape Work

A generic order-intake path. Every step is recorded in ViviScape Work, so you can always see what the agent did and why.

Layer 3 — ViviScape Connect

Which systems it touches

Keep the systems that work. The agent operates inside them through ViviScape Connect.

Email & Microsoft 365 ERP order entry Sage / QuickBooks Item master & price lists CRM customer records Customer ordering portals Document storage
Layer 2 — ViviScape Work

Where a human approves

You set the boundary. Below it the agent acts; above it a named person decides, with the source document and the agent's reasoning attached.

Always routed to a person
  • A customer the agent cannot confidently identify
  • Part numbers with no clean match in the item master
  • Pricing outside the contract or standard price list
  • Orders over your dollar threshold, or from an account on credit hold
  • Requested dates the plant or warehouse cannot support
What Work gives you
  • An approval queue with the original document side by side with the draft order
  • One-click approve, correct, or reject — corrections train the agent
  • Audit history for every order the agent created or escalated
  • Throughput reporting: orders handled, exception rate, hours removed
  • Permissions that scope exactly which accounts the agent may act on
What It Costs

No seats. No per-user pricing.

Implementation ~$15K one-time, all in
Managed operation $2K–$5K per month

Implementation covers process mapping, the Connect integrations, approval design, and tuning against your real order traffic. The monthly covers running it, monitoring it, and improving it. Start with the $497 Manual Work Tax Diagnostic to size the recoverable hours first.

Start the $497 Diagnostic
What work disappears?

Order entry stops being a job title.

  • Watching an inbox for orders and triaging what came in
  • Reading PDFs and spreadsheets to find the customer and the lines
  • Translating customer part numbers into your item numbers by memory
  • Keystroke-by-keystroke entry of headers and line items into the ERP
  • Writing and sending order acknowledgements
  • Filing the source document so it can be found later
  • The end-of-day backlog, and the overtime that clears it

What stays human: the judgment calls — an unfamiliar customer, a price that looks wrong, a date the floor cannot hit. Those arrive as a short approval queue instead of a full day of typing.

The Rest of the Workforce

Eight agents. Start with one.

Order Entry CSR Dispatch Scheduling Billing Document Customer Service Sales
Next Step

How many orders a day are you typing twice?

The Manual Work Tax Diagnostic counts them, prices the hours, and tells you whether an Order Entry Agent pays for itself before you commit to building one.

Book the $497 Diagnostic