Data Alchemy — Software IDP con AI
For Sales

Customer Order Automation Software for the Sales Department

Customer orders arriving by email — as PDFs, in Excel or in the email text — go into your ERP without being retyped: your sales team is only notified when an order needs checking.

Using Salesforce? With Order Dispatcher (Enterprise licence), orders arrive in Salesforce as drafts, already filled in and with the original PDF attached.

This solution is part of Data Alchemy, the IDP (Intelligent Document Processing: automated reading of documents with AI) platform that captures, extracts and validates data from your documents and writes it straight into your ERP.

Automate the capture of customer orders, quotes, contracts and price lists. Data Alchemy is the Intelligent Document Processing (IDP) software that reads every order arriving by email, extracts items, quantities, prices and delivery dates, and writes them into SAP, Zucchetti or TeamSystem as order lines, with no templates to maintain. Respond faster, never miss an order.

Why Automate Customer Order Entry in the Sales Department

The sales office receives customer orders daily via email, PDF, fax and phone in constantly different formats. Manual transcription into the ERP causes errors, delays and lost orders. Data Alchemy's Intelligent Document Processing (IDP) solves these problems by automating the entire document workflow.

  • ✓Customer order automation: AI reads orders from email, PDF and Excel and enters them into the ERP, with no manual transcription
  • ✓Automatic quote management: extraction of prices, discounts and payment terms from proposals
  • ✓Supplier price list updates: automatic comparison with previous price list and change alerts
  • ✓Direct ERP integration: extracted data flows into SAP, Zucchetti, TeamSystem and other ERPs

Data Alchemy uses artificial intelligence to automatically read any commercial document, extract relevant data (items, quantities, prices, delivery dates) and enter them directly into your SAP, Zucchetti or TeamSystem ERP. The result: 60% less operational time, orders posted with no manual transcription and staff free to focus on strategic activities.

Customer OrdersAuto-processing

Customer Orders

Item, quantity and delivery date extraction from emails and PDFs in any format.

  • >Items, codes and descriptions
  • >Quantities and requested delivery dates
  • >Commercial terms
  • >Automatic order line creation in the ERP
QuotesAuto-processing

Quotes and Proposals

Digitisation of commercial terms from received or issued proposals.

  • >Unit prices and applied discounts
  • >Payment terms
  • >Quote validity period
  • >Price change history
ContractsAuto-processing

Contracts

Clause, deadline and condition extraction from commercial contracts.

  • >Duration and renewal dates
  • >Clauses and penalties
  • >Financial terms
  • >Automatic deadline alerts
Supplier Price ListsAuto-processing

Supplier Price Lists

Automatic update of prices and discounts in the ERP.

  • >Item codes and prices
  • >Volume discount tiers
  • >Comparison with previous price list
  • >Flagging of significant changes
-60%Operational time
99.8%Accuracy with Claude
AutoPrice list updates

How Customer Order Automation Works

The order automation process with Data Alchemy consists of three phases:

  1. 01

    Automatic Receipt

    The Mail service, installed at your premises, reads the sales department inbox and sends Data Alchemy the orders received via PDF, Excel or in the email body.

  2. 02

    Intelligent Extraction

    The AI analyses the document, recognises the order structure and extracts item codes, descriptions, quantities, prices, delivery dates and special notes.

  3. 03

    ERP Entry

    Extracted data is validated against your ERP's customer and item master data and automatically entered as order lines, ready for fulfilment.

Sales staff receive a notification only if the order requires manual verification, for example for items not in the master data or anomalous quantities.

Software to Automate Customer Orders from Email

Data Alchemy is the software to automate customer orders from email that Italian SMEs rely on to eliminate manual data entry. With the Mail service installed at your premises on your sales inbox, every incoming order is sent to Data Alchemy and the multi-engine AI processes it — PDF, Excel or email text — extracts items, quantities, prices and delivery dates and writes them straight into SAP, Zucchetti or TeamSystem as order lines, with 99.8% accuracy (measured with Claude); with Claude Sonnet or higher, reading takes on average around 12 seconds for a one-page document and around 18 seconds for two pages. No templates to configure: the system recognises any order layout and learns from operator confirmations.

Data Extraction from Orders and Price Lists for the Sales Department

Beyond orders, Data Alchemy handles data extraction from supplier price lists, quotes and order confirmations for the sales department. The AI recognises item codes, prices, discounts and quantity tiers from PDF and Excel, compares new price lists against those already in the system and flags significant price changes. This keeps your sales team working with up-to-date item and price-list master data, reduces quoting errors and speeds up customer responses.

Native Integration with Major Italian ERP Systems

Data Alchemy integrates natively with the most popular ERP systems used by Italian SMEs: SAP Business One, Zucchetti (Ad Hoc, Mago.NET) and TeamSystem (Enterprise, Alyante). Customer orders, quotes and supplier price list updates are written directly into your ERP's master data and sales documents — no custom development. Email-based document acquisition is supported through the Mail service installed at the customer's premises, available in the Business and Enterprise licences.

AI Software for Commercial Quotes and Proposals

Data Alchemy's AI software for commercial quotes digitises received and issued proposals with no manual transcription. The AI automatically reads unit prices, discounts, payment terms and quote validity from PDF, email and Excel, syncing data directly into your ERP. With Data Alchemy operational time falls by 60% and quote data reaches the ERP with no manual transcription.

FAQ

FAQ — Customer Order Automation Software for the Sales Department

Sales departments receive orders via email, PDF, and phone in countless different formats. Data Alchemy automatically reads each order, extracts items, quantities, delivery dates, and commercial terms, and creates the order line in your management system. This reduces the risk of incorrectly transcribed orders and cuts operational time by 60%.
Data Alchemy ingests supplier price lists in any format (PDF, Excel, email), automatically extracts item codes, descriptions, prices, discounts, and commercial terms, and updates the master records in your management system. When a supplier sends an updated price list, the system automatically compares price changes and flags significant differences.
Data Alchemy works on a licence model plus pay-as-you-go credits, with a quote on request. You start from the Demo, a free trial Basic licence (10 days, 10 documents and 1 model chosen from the predefined ones, with the storage it needs, no AI agent); the Basic licence includes 1 model and 500 MB of storage, with a mandatory 7-day retention (documents are deleted automatically 7 days after upload), credits bought online, the REST API and webhooks included (as on every licence) and no AI agent; the Business licence adds the Mail service, external fields and remote validation, plus file retention of up to 60 days from upload, configurable per model, with the AI agent available as a separately quoted add-on; the Enterprise licence adds native Salesforce integration, Order Dispatcher and the AI agent included. On every licence, 1 credit = 1 document, whatever the number of pages. On Business and Enterprise, credits are bought in annual quantities, with annual expiry, payment terms agreed with you and lower unit prices depending on quantity; up to 20% of unused credits carry over to the following year if you renew with an equal or higher volume. The full comparison is on the Pricing page.
No. Data Alchemy does not eliminate jobs — it transforms how people work. It frees staff from repetitive data entry tasks, allowing them to focus on higher-value activities such as analysis, quality control, and client and supplier relationship management. Companies that adopt it typically reallocate resources toward strategic initiatives.
Software to automate customer orders from email like Data Alchemy, with the Mail service installed at the customer's premises on the sales inbox (Business and Enterprise licences), receives orders sent as PDF, Excel or in the email body. The LLM dedicated to the order model extracts items, quantities, prices and delivery dates, validates the data against your ERP customer and product master data (SAP, Zucchetti, TeamSystem), and automatically writes it as order lines, with 99.8% accuracy (measured with Claude) and no manual typing. With Claude Sonnet or higher, reading takes on average around 12 seconds for a one-page document and around 18 seconds for two pages. Sales staff only step in when an order needs review, for example for items missing from the master data.
Data extraction from orders and price lists for the sales department with Data Alchemy starts with automatic acquisition of documents via email, PDF or Excel. The LLM dedicated to the order and price list models recognises items, quantities, prices, discounts and quantity tiers, validates the values against your ERP customer and item master data (SAP, Zucchetti, TeamSystem), and updates order lines and price lists, with 99.8% accuracy (measured with Claude). With Claude Sonnet or higher, reading takes on average around 12 seconds for a one-page document and around 18 seconds for two pages. The sales department always works with aligned data and price lists, stepping in only for exceptions such as an item not on the price list or an anomalous price change.
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Want to automate your department's documents?

Activate the free Demo with 10 documents and try the AI reading on your own files, or contact us to plan a call with a demo on your own documents.

Activate the free Demo (10 documents)Plan a call with a demo on your own documents