← Back to the library
Purchase order extraction
Problem
Purchase orders arrive by email in varying formats, layouts, and terminology. Monitoring the inbox, opening each attachment, interpreting the contents, and manually entering the data into the system consumed significant time with every order received.
Solution
A Nextworld application that monitors an email inbox for incoming purchase orders, uses AI to classify and extract the document's contents, and creates a staged sales order that can be reviewed and converted to a true sales order ready for fulfillment. Reviewers confirm extracted values and approve each record before it's committed, but instead of manually transcribing documents from scratch, they're reviewing a pre-populated draft.
At a glance
Vertical
Distribution
Manufacturing
Retail & Sales
Construction
Used By
Sales
Customer Support
Operations
Building Blocks
Webhooks
Tables
AI Models & Prompts
Semantic Search
Custom Application
Building Blocks
This solution was built using these Nextworld features
Webhooks
Monitor the customer's email inbox and trigger the workflow when a new message arrives, interpreting the contents and sender to route purchase orders to processing and skip anything irrelevant.
Tables
The integration table receives raw data from the incoming email and stages it for AI processing.
AI Models & Prompts
Classify the document, extract the relevant fields, and map line items to internal records.
Semantic Search
Resolves customer product terminology to the correct internal records without requiring an exact match. For example, "Apple 13-inch computer" and "MacBook Pro 13 inch" would map to the same item. Every confirmed match is stored, and the system gets more accurate with every order processed.
Custom Application
The Staging App presents the incoming purchase order alongside the AI-extracted draft, where reviewers confirm values and approve the record for conversion to a sales order. Once approved, the record moves from staging to the transaction table as a finalized sales order.
