From PDF to order in your CRM. Without retyping a thing.
PDF orders from shops, distributors and retail chains arrive in Salesforce as draft orders, already filled in and with the original PDF attached: your team reviews and confirms them, without retyping a thing.
Order Dispatcher is included in the Enterprise licence. Today orders land as drafts in your CRM through the native Salesforce integration; the connector architecture is designed to extend to other management systems.
The difference, in practice
Every day your company receives PDF orders from shops, distributors and retail chains. Each one comes in a different format, and someone has to open them one by one, work out who placed the order, find the right codes and key everything into the system.
Order Dispatcher does that work for you. It takes the order read by Data Alchemy's artificial intelligence and turns it into a real order in your CRM, already filled in, with the original PDF attached. All your team has left to do is review and confirm it.
| Without Order Dispatcher | With Order Dispatcher |
|---|---|
| Open the PDF and read it line by line | The order arrives in the CRM already filled in |
| Look up the customer in master data, hoping to pick the right store | The system recognises the customer and the correct delivery location |
| Retrieve the price list, payment terms and sales agent by hand | Commercial terms applied automatically |
| Copy codes and quantities, with the risk of typos | Products are matched to the catalogue using precise rules |
| If something doesn't add up, you have to work out why yourself | The system tells you exactly what is missing and where |
| The PDF ends up in a folder or an email inbox | The PDF stays attached to the order, always available |
The result: your team no longer does data entry. It reviews and confirms.
How it works
1. Recognises who placed the order
It uses the VAT number, address and postcode to find the customer in master data. For chains and groups with many stores under the same VAT number, it picks the right one based on the delivery address.
2. Checks where to deliver
It checks that the address on the order matches one of the delivery locations registered for that customer. The goods go where they are meant to go.
3. Applies the commercial terms
Price list, payment terms, sales agent, area manager and account manager are taken straight from master data. No need to look them up.
4. Recognises the products
Every line of the PDF is matched to the catalogue item by product code or EAN code. If the order shows the list price, it uses it to select the correct price.
5. Creates the order and attaches the PDF
The order is created in the CRM as a draft, with all its lines and the original document attached. Nothing goes out without a person's confirmation.
When something doesn't add up, it tells you why
Other systems usually just reject the order. Order Dispatcher instead tells you why it couldn't complete it, in words that whoever manages master data understands straight away.
- Some products can't be found? The order is still created with the recognised lines. Inside the order you'll find the list of missing products and the reason, so the sales rep can add them in seconds.
- The customer isn't in master data? No order is created and you receive a clear notification.
- Master data is missing a field, such as the price list, payment terms or delivery location? The system tells you which field is missing and for which customer.
- The delivery address doesn't match? You see the address requested on the order side by side with the registered ones, and the difference stands out.
- The PDF data is incomplete? The order isn't sent half-finished, so no error is hidden.
Once the data has been fixed, just upload the same PDF again: the system retries on its own.
Errors don't disappear silently. They become precise pointers on what to fix, and over time your master data improves too.
Why choose it
Time given back to your team
The hours spent retyping orders become available again for looking after customers and sales.
Fewer errors
Customer, delivery location, price list and products are matched with precise rules, not by eye.
A person always has the final say
Orders arrive as drafts, so no order goes out without someone's confirmation.
Everything tracked
For every document you know its status at any time: delivered, partially delivered or needing attention, with the history of every attempt.
No accidental duplicates
Every PDF has a unique fingerprint, so the system recognises a document it has already processed. You choose whether to block resubmission or create a new order on every upload.
Try it before going live
Test mode lets you check that customers and products are recognised correctly without creating real orders. Ideal during roll-out or when a new order format comes in.
For those who want the technical details
- Native Salesforce integration through the official APIs and server-to-server OAuth authentication.
- Atomic order creation: header and lines are inserted in a single operation. If something fails, no half-created order is left behind.
- Idempotency: every document is identified by a SHA-256 hash, so a resubmission doesn't create unwanted duplicates.
- Status of every delivery always available, with details of each step (customer recognition, products, order creation, attachment) and a diagnostic log for every attempt.
- Operational diagnostics: you can check that the CRM is reachable and review the configuration, with credentials always masked.
- Connector architecture: the common logic (statuses, traceability, duplicate prevention, configuration) is shared, while each target system has a dedicated connector. It is designed to extend to other management systems.
Frequently asked questions
Do I have to change the way I work in Salesforce?
No. Orders appear in the CRM just like those entered by hand, only already filled in and with the PDF attached.
What happens if the system gets it wrong?
The order is a draft: the sales rep checks it before confirming. And when the system isn't sure, it doesn't guess: it flags it to you.
What if the PDF contains a product we don't have in our catalogue?
The order is created with the other lines and the missing product is flagged inside the order, so it's easy to complete.
Can I try it without any risk?
Yes. Test mode checks customer and product recognition without creating any order.
Stop retyping orders. Start managing them.
Data Alchemy Order Dispatcher: from PDF to CRM, automatically and under control.
Plan a call with a demo on your own documents