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SALES ORDER AUTOMATION

Every customer order, in any format, becomes a clean sales order in your ERP.

Email, WhatsApp, PDF, Excel, a photo of an order. Weeva reads it, matches every line to your catalogue, checks the maths and the prices, and posts it to your ERP. Your team reviews only what needs judgement.

Book a 30-minute demoSee an order go through
Illustrative example: a fictional customer's purchase order read line by line, each line matched to a catalogue SKU with a confidence score, with uncertain lines held for review.

Features included

Also on the platform

What is sales order automation?

Sales order automation reads a customer's purchase order in whatever format it arrives, extracts the header and every line item, matches each line to your product catalogue, checks quantities, units, pack sizes and prices, and creates the sales order in your ERP. Weeva adds per-field confidence scores, a review step for anything uncertain, and a learning loop so corrections are not repeated.

Orders arrive however your customers send them. Every channel lands in the same place.

WhatsApp

Orders, photos of order books and forwarded quotes sent to a dedicated Weeva number are read and extracted the same way as any order that arrives by email.

  • Multi-photo orders become one order
  • Amendments update the order, with history
  • Duplicates caught before capture
Explore WhatsApp Ordering
Illustrative example: A WhatsApp chat in which a customer sends a typed order and a photo of a handwritten order book page.

Email

Orders sent to your existing order address reach a dedicated Weeva inbox by forwarding: your team forwards them, or an auto-forward rule on the order mailbox does it for you. Attachments, inline text and forwarded threads all parse.

  • PDF, Excel, CSV, scans and photos
  • Orders typed into the email body
  • Forwarding chains walked past
Illustrative example: An order inbox listing emails with PDF, Excel and inline-text orders, each tagged with its format.

Upload

Anything that arrives another way gets dropped straight onto the platform. No template, no naming convention, no prep.

  • Multi-file drop
  • Oversized documents split into orders
  • Originals kept
Illustrative example: A drop zone receiving three files at once: a PDF, a spreadsheet and a phone photo of an order.

Watched folder

Point Weeva at a Google Drive or OneDrive folder and every file that lands is processed.

  • Polled automatically
  • Folder path used as a hint
  • No re-uploading
Illustrative example: A shared drive folder of order files, with each new file marked as picked up by Weeva.
PDFExcelCSVinline emailscansphotoshandwritten notesblanket and re-used PO numbers

Originals are retained against the order as an audit trail.

How does Weeva read an order?

Every field read, every field scored.

See how it works

  1. Reads every field, scores every field.

    Customer, PO number, dates, currency, totals, shipping address and payment terms at the header. SKU, description, unit of measure, pack, quantity, price, line total and due date on every line. Each carries a confidence score. Only low confidence reaches a person.

    Industrial and engineering supply
    Illustrative example: An extracted order header and line table, each field showing its value and a confidence score, with one low-confidence price highlighted for review.

  2. Splits multi-order documents.

    A forty-page PDF with six store allocations becomes six orders. An allocation table with one product and a column of stores becomes one order per store. Nothing is merged that should be separate, and nothing separate is merged.

    FMCG distribution
    Illustrative example: One long PDF purchase order split into six separate orders, one per store, each with its own delivery address.

  3. Handles the messy ones.

    Scans are uprighted. Photos are read. Handwritten notes, forwarded email chains, blanket PO numbers and orders typed into the body of an email all parse.

    Restaurants and hospitality supply
    Illustrative example: A skewed phone photo of a handwritten order page beside the clean order lines read from it.

  4. Never invents a number.

    Totals are reconciled against the lines. A missing subtotal is computed and labelled as computed. A mismatch is flagged for a person, never silently overwritten.

    Food and beverage
    Illustrative example: An order total that does not match the sum of its lines, flagged for review with both figures shown side by side.

How does catalogue matching work?

Matched to your catalogue, calibrated to how each customer orders.

  • First, who the order is from.

    Weeva checks and uses what it remembers about this sender, then compares names and aliases against your customer list. A buyer it cannot match is held for a person, never guessed.

  • Catalogue matching

    A 13-step matching algorithm, combining deterministic and statistical methods with frontier LLMs and reasoning models, matches each customer's product description to your exact product code. Anything still uncertain is flagged for confirmation.

  • Intelligent pack size calibration

    "1 x case" from one customer and "12" from another are the same order. Weeva learns each customer's convention per SKU and resolves ordered quantity to shipped quantity, in both directions.

  • Unit of measure calibration

    Cases, cartons, trays, singles, kilos, litres and metres are normalised to your catalogue's units on write. A quantity that does not divide into the pack is flagged, not rounded.

    • Case
    • Carton
    • Tray
    • Single
    • Kilogram
    • Litre
    • Metre
    • 3 x carton (6)18 each
    • 2 x tray (24)48 each
    • 25 singlesFlagged, pack of 12

  • Separate price lists per customer

    Each customer's prices are applied from their own list. Orders that arrive with no prices are priced from it. Prices that differ from the list are flagged for review, never overwritten.

    Price-less matching
  • 05

    Corrected once, then automatic.

    Match Memory learns how each customer has ordered before and remembers the amendments your team makes, per customer. The next order with the same description resolves without review.

    1. Tuesday 16:17Thandeka Mokoena confirms SUNFLR OIL 750 as OIL-750-ML
    2. Friday 07:52Ridgeback Foods orders SUNFLR OIL 750 again
    3. AutomaticResolved to OIL-750-ML, no review

What happens when something is uncertain?

Only what needs judgement reaches your order desk.

  • Confidence threshold you set
  • Required fields you choose
  • Duplicate detection: same PO number, same customer, same basket
  • Hard and soft review reasons, plainly worded
  • Mark as reviewed in one click
  • Nothing pushed without a record
Illustrative example: An order inbox with its Ready, Needs review and Synced counts, and three orders: two held for review with their reasons in plain words, one synced to your ERP.

What happens when a customer changes an order?

  • Follow-ups update the order.

    On WhatsApp, "make that 8 crates" changes the line on the existing order, with the change kept in its history and the audit log.

  • Late additions join the order.

    Two messages from the same customer inside your ordering window become one order before cut-off.

  • Page-by-page photos become one order.

    Photos of an order book sent a few seconds apart are held together, so every line lands on one order.

  • Customers get a confirmation.

    If you switch it on, the customer receives the parsed lines back on WhatsApp.

Explore WhatsApp Ordering

Which systems does it post to?

Into your ERP, or into your spreadsheet, your choice.

Where a reviewed order goes

  • ERP connector

    What happens
    A sales order is created in your ERP with customer and SKUs resolved. Pushes are idempotent, so a retry never creates a duplicate.

  • Excel download

    What happens
    A workbook with a header sheet and a lines sheet, named for the customer and PO.

  • Copy for Excel

    What happens
    Rows rendered to your own workbook layout and copied to the clipboard, grouped the way your team works.

  • In-platform tracker

    What happens
    Reviewed orders captured into an operations board for teams without an ERP.

How a push behaves

  • A dry run first: see exactly what would be created before anything is written
  • Each order routed to the right company where your ERP holds more than one
  • Your ERP's own reference recorded against the order, with a link to it
  • Failed pushes shown in plain words, never retried silently
  • Locked once synced: later corrections are recorded, never pushed twice

A reviewed order posts by API as a sales order, with the customer and every SKU already resolved.

See all integrations

Who did what, on every order.

Every field edit is recorded with the value before and after, the user, and the time. Approvals, syncs and deletions are audited. Finance can export the trail.

Illustrative example: A scrolling audit log showing Thandeka Mokoena changing a quantity from 6 to 8 on order RB-2026-0417, with the time of the change.

What else comes with Sales Order Automation?

  • Stock Data Audit.

    Most review reasons trace back to the item master. The audit finds duplicate SKUs, wrong units of measure and broken pack sizes in your ERP, and turns each one into a task with an owner, so fewer order lines need a person.

    Explore Stock Data Audit

  • Analytics and Audit Trail.

    Dashboards over the orders Weeva processes, questions about them answered in plain language, and the per-user record of every change.

    Explore Analytics and Audit Trail

Prove it on your hardest customers first.

Start with the customers whose orders take your team the longest. Weeva runs beside your team on their real orders, nothing posts until you approve it, and you watch these four measures, customer by customer.

What you measure

Orders ready without review.
Which customers' orders reach your ERP untouched, and which still need a look.
Lines matched without help.
How many lines resolve to your catalogue from codes, descriptions or remembered matches alone.
Price-list exceptions.
Printed prices that differed from the customer's list, and what your team decided.
Duplicates held.
Orders sent twice, or sent and then forwarded, stopped before they were captured.

What stays the same

  • Your catalogue and price lists stay in your ERP; Weeva reads them.
  • Customers send orders exactly as they do now.
  • Your order desk approves every order during the run.
  • Your current capture carries on until you switch a customer over.
See the rollout, step by step

What order desks ask before they switch.

What is the difference between a purchase order and a sales order?

Your customer sends you their purchase order. Once it is captured in your system it is your sales order. Weeva turns the first into the second: it reads the customer's document in whatever format it arrives, matches every line to your catalogue and prices, and creates the sales order in your ERP with the original kept against it.

Does Weeva need a template for each customer?

No. It reads documents the way a person does. Customer-specific quirks are learned from corrections, so nothing is configured up front. A new customer's first order is read like any other; where something is uncertain, a person on your team confirms it once, and that decision is applied to the same customer's orders from then on.

How does Weeva know which customer an order is from?

From three checks, in order. Weeva first makes sure it has not mistaken your own company details on the document for the buyer's. It then uses what it remembers about this sender, then compares names and aliases against your customer list. A buyer it cannot match is flagged for a person, never guessed.

What if a customer uses their own product codes?

Weeva learns the mapping from the customer's code to your SKU the first time a person confirms it, and applies it automatically afterwards. The mapping is kept per customer, so two customers can use the same code for different products without confusion. You never need to maintain a cross-reference spreadsheet by hand.

Does Weeva learn from our corrections?

Yes, for your business only. We call it Match Memory: it learns how each customer has ordered before. When someone on your team confirms a match, a unit, a pack size or a price, Weeva keeps that decision for the customer it came from. The next order with the same wording resolves without review. Each customer's codes and habits are learned separately, so one customer's shorthand never changes how another's is read.

How does pack size calibration work?

Your catalogue defines the pack for each SKU. Weeva learns whether each customer orders in packs or singles and converts the ordered quantity to the shipped quantity, keeping both on the order. A quantity that does not divide evenly into the pack is flagged for a person rather than rounded.

What happens to orders with no prices?

They are priced from that customer's price list. If the customer has no list, your default list applies. Any price the customer did print that differs from the list is flagged. The price on the order is never overwritten silently, so your team decides whether to honour the customer's figure or the list.

Can it handle VAT-inclusive and VAT-exclusive orders?

Yes. The VAT basis is set per order or per customer, and totals are reconciled accordingly. A total that does not add up is flagged. Zero-rated orders are handled the same way, so the figures Weeva checks always follow the basis the customer used on the document.

What does my order desk see?

An inbox of orders with a status: ready, needs review or synced. Review reasons are written in plain words. One click marks an order reviewed; one click sends it to the ERP. The original document sits beside the extracted order, so checking a flagged line never means searching for the email it came in.

What if the same order arrives twice?

Weeva compares PO number, customer, dates, totals and lines against recent orders and flags a likely duplicate before it is captured. A person confirms or dismisses. This catches the order that was emailed and then sent again on WhatsApp, and the one forwarded by a colleague who thought nobody had seen it.

Can we test the ERP connection before going live?

Yes. Before a new connection goes live, pushes run as a dry run: Weeva shows exactly which sales orders would be created in your ERP, with which customer and which SKUs, without writing anything. You check the result against your own process, and switch the connection on only when the output is what your ERP expects.

What happens if a push to the ERP fails?

The operator sees the error in plain words, and nothing is retried silently. Every push carries a unique key, so when the push is sent again after the cause is fixed, a dropped connection can never create a second sales order. When a push succeeds, your ERP's own reference is recorded against the order, with a link straight to it.

We run several companies in one ERP. Can Weeva post to the right one?

Yes. Where more than one company sits in the same ERP, each order is routed to the right company before it is posted, so an order for one trading entity does not land in another's books. How each company's orders are identified is agreed with you during discovery.

Can we run it alongside our current process first?

Yes. That is the default rollout. Weeva processes real orders in parallel until you are satisfied, then you switch. Your order desk keeps capturing as it does today, you compare the results on your own orders, and nothing is pushed to your ERP until you decide it should be.

Bring your hardest customer orders.

Choose three your order desk dreads: a long PDF, a photo of an order book, an email with no prices. We'll run them live and show you the sales orders they become.

Book a 30-minute demoEmail us