AI-Powered Order Processing
We eliminate the manual work between customer order and ERP entry. Every email, every PDF, every Excel file — extracted, validated, and posted automatically.
The Order Entry Bottleneck
Every day, your team receives customer orders by email. PDFs attached. Excel spreadsheets. Free-form text in the email body. Each one needs to be read, interpreted, and manually typed into your ERP.
It's slow. It's error-prone. And it doesn't scale.
LBxOrderGate changes that.
Using Azure AI, we read customer orders in any format, extract the data accurately, validate it against your ERP, and create sales orders automatically. Your team handles exceptions — not routine data entry.
What OrderGate Does
The complete AI automation pipeline from customer email to ERP sales order.
24/7 Order Inbox Monitoring
OrderGate watches your orders inbox continuously. The moment a customer email arrives, processing begins automatically.
Details:
Works with Microsoft 365 or standard IMAP
Intelligent Data Extraction
Our Azure AI reads customer orders in any format — PDFs, Excel files, email body text — and extracts the key information accurately.
What We Extract:
- Customer name and contact details
- Order reference / PO number
- Line items (product codes, descriptions)
- Quantities
- Pricing (if provided)
- Delivery requirements
- Special instructions
Formats We Handle:
- PDF attachments (structured and unstructured)
- Excel / CSV spreadsheets
- Email body text (free-form)
- Scanned documents (with OCR)
- Mixed formats (email + attachment)
The AI Difference:
Traditional automation breaks when formats vary. Our Azure AI understands context, handles variations, and learns from your specific customer patterns. The same customer can send orders in different formats — LBxOrderGate handles it.
Customer Recognition & Matching
LBxOrderGate identifies who the order is from and matches them to your ERP customer master — even when the details aren't exact.
How It Works:
- Extracts customer identifiers (email, company name, account number)
- Matches against your ERP customer database
- Handles variations (different email addresses, name spelling differences)
- Flags unknown customers for review (create new or assign existing)
Confidence Scoring:
Every match includes a confidence score. High-confidence matches process automatically. Lower confidence routes for human verification.
Part Number Validation
Extracted product codes are validated against your ERP item master before the order is created.
What We Check:
- Part number exists in your system
- Item is active / sellable
- Correct unit of measure
- Customer-specific part numbers (cross-reference)
Handling Variations:
Customers don't always use your exact part numbers. OrderGate handles:
- Customer part numbers mapped to your codes
- Partial matches and fuzzy matching
- Description-based matching when codes are missing
- Flags for manual resolution when uncertain
Smart Exception Handling
Not every order is straightforward. OrderGate intelligently routes exceptions to your team rather than failing silently.
What Triggers an Exception:
- Low confidence on extraction (unusual format, unclear text)
- Unknown customer (not in ERP)
- Unrecognised product code
- Missing required information
- Validation failures (with addons: stock, price, credit)
The Review Queue
Exceptions appear in a simple review interface. Your team can:
- View the original email and attachment
- See what OrderGate extracted
- Correct or confirm values
- Approve for processing or reject
The Goal: 85-90% of orders process automatically. 10-15% get quick human review. Zero orders fall through the cracks.
Direct ERP Sales Order Creation
Validated orders create sales orders directly in your ERP — no manual entry, no intermediate steps.
What Gets Created:
- Sales order header (customer, dates, references)
- Line items (products, quantities, pricing)
- Shipping details
- Special instructions (order notes)
- Custom fields (your UD fields populated as needed)
ERP Systems
We support virtualy any ERP system (both API and file integrations)
Automatic Order Confirmations
Once an order is created in your ERP, OrderGate sends a confirmation email to the customer automatically.
Confirmation Includes:
- Order reference number
- Items ordered (with quantities)
- Pricing (if applicable)
- Expected delivery/processing information
- Your company branding
Confirmation templates are customised for your business. Match your brand, include the information your customers expect, set the right tone.
Complete Audit Trail
Every order processed by OrderGate is fully tracked — from original email to ERP entry.
What's Logged:
- Original email and attachments (archived)
- Extraction results (what AI found)
- Validation results (what was checked)
- Any human review actions
- ERP order created (reference, timestamp)
- Confirmation sent (timestamp, recipient)
What's Logged:
- Orders processed per day/week/month
- Automation rate (automatic vs. reviewed)
- Exception types and frequency
- Processing time metrics
Why It Matters:
When a customer asks about an order, you can trace exactly what happened. When you want to improve automation rates, you can see what's causing exceptions.
Addons — Extend LBxOrderGate's Capabilities
Add validation, workflows, and multi-channel support as your needs grow.
Inventory Availability Check
What It Does:
Before an order posts to your ERP, OrderGate checks stock availability. Out-of-stock items are flagged for review rather than creating backorders blindly.
How It Works:
- Queries real-time inventory from your ERP
- Checks each line item against available stock
- Flags orders with out-of-stock items
- Option: auto-process in-stock, route out-of-stock for review
Best For:
- Businesses with tight inventory
- Drop-ship or JIT operations
Where backorder communication is critical
Price Validation
What It Does:
Compares extracted prices against your ERP price lists. Flags orders where pricing differs significantly from expected.
How It Works:
- Extracts pricing from customer order
- Price Lists validation
- Flags if difference exceeds threshold
- Option: auto-accept within threshold, flag exceptions
Best For:
- Businesses with complex pricing
- Frequent price changes
- Where margin protection is important
Customer Credit Verification
What It Does:
Verifies customer credit status before order posts. Routes over-limit orders for approval.
How It Works:
- Checks customer credit limit in ERP
- Calculates current exposure.
- Compares new order value against available credit
- Routes over-limit orders to designated approver
Best For:
- Businesses with credit terms
- High-value orders
- Risk management requirements
Multi-Channel Order Capture
What It Does:
Extends OrderGate beyond email to capture orders from other sources — webshops, EDI, portals.
How It Works:
- Connects to your additional order sources
- Normalises orders into unified format
- Same validation and processing as email orders
- Unified reporting across all channels
Best For:
- Businesses with multiple order sources
- Growing e-commerce alongside traditional orders
- Need for unified order processing
Approval Workflows
What It Does:
Routes specific orders for manager approval before posting to ERP.
Trigger Rules (Configurable):
- Order value exceeds €X
- Specific customers (new or flagged)
- Specific products (restricted or high-margin)
- Discount exceeds threshold
- Any exception flag
Best For:
- Businesses with approval policies
- High-value transactions
- Compliance requirements
Custom Validation Rules
What It Does:
Business-specific validation logic beyond standard checks.
Examples:
- Minimum order values (overall or per customer)
- Product restrictions (certain items need approval)
- Customer-specific requirements (mandatory PO, special handling)
- Delivery date validation
- Promotional priceing (ie But One Get One Free)
- Combination rules (Sales Kit)
Best For:
- Complex business rules
- Unique requirements not covered by standard addons
Custom Addons
What It Does:
We build custom LBxOrderGate addons for specific business challenges. If you have a order workflow that could benefit from custom validation, processing and automation, let's talk.
Examples:
- Minimum order values (overall or per customer)
- Pro
Coming Soon
Our roadmap for expanding AI automation beyond order processing.
AI Invoice Automation
Planned: Q2 2026
The same AI approach applied to incoming invoices. Automatic extraction, validation against POs, and posting to your AP system.
AI Returns & RMA Automation
Planned: Q2 2026
Automate the returns process — from customer request to RMA creation in your ERP.
Intelligent Email/Document Triage
Planned: Q2 2026
AI-powered classification and routing for incoming business documents — not just orders.
Have a Different Need?
Planned: on demand
We build custom AI automation solutions for specific business challenges. If you have a workflow that could benefit from AI extraction and automation, let's talk.
Powered by Azure AI
Enterprise-grade AI. Practical expertise. Real-world results. SMB Friendly Priceing
Azure AI Document Intelligence
Azure AI Language
Azure AI Foundry
Custom Model Training
Our AI Expertise
We don't just use Azure AI — we master it.
- Azure AI Foundry — building custom AI solutions
- Document Intelligence — extracting data from any format
- Text & Voice Recognition — understanding natural language
- RAG (Retrieval Augmented Generation) — combining AI with your business data
- Multiple AI Models — knowing which tool fits which problem
This practical expertise means OrderGate actually works in the real world — not just in demos.
Works With Your ERP
12+ years of hands-on ERP experience(Epicor Kinetic). We've configured ERP from scratch, built custom integrations, customisations, dashboards, and REST APIs. When you choose LBxNet, you're working with experts who speak your language.
Supported ERPs
Epicor Kinetic, Odoo, Dynamics, Sage, SAP.
Other ERPs?
If your ERP has an API or accepts file imports, we can integrate. We partner with ERP consultancies who know your specific system — including your existing customisations.
What LBxOrderGate Delivers
80-90%
Automation Rate
<6 Months
Typical ROI Payback
4 Weeks
Implementation Time(avg)
75%
Reduction in Order Processing Time
Near Zero
Data Entry Errors
Ready to Stop Retyping Orders?
Book a free discovery call. We'll learn about your order processing challenges and show you exactly how LBxOrderGate can help — or tell you honestly if it's not the right fit.