Use Case

Automate order management from purchase order receipt to fulfillment confirmation

Operations teams manually process customer POs, cross-check inventory, coordinate dispatch, and reconcile delivery confirmations across email threads and spreadsheets. Docstruct orchestrates the entire order lifecycle — intake, extraction, validation, fulfillment routing, and ERP sync — in one seamless pipeline.

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The end-to-end order management workflow

Exactly how Docstruct handles orders — from PO received to delivery confirmed and reconciled.

1

Order Intake & Document Collection

Customer purchase orders arrive via email, EDI, supplier portal, or WhatsApp. Docstruct auto-ingests every order regardless of format — PDF, scanned copy, or structured file — and immediately registers it in the order pipeline.

Customer POFramework AgreementBlanket Order
2

AI Field Extraction

Docstruct extracts every order-critical field: customer name, PO number, order date, requested delivery date, line items, SKUs, quantities, unit prices, shipping address, and payment terms — with confidence scoring on every field.

PO Number & DateLine Items & SKUsDelivery DateShipping Address
3

Validation & Inventory Cross-Check

Extracted order data is validated against your product catalogue, pricing master, and inventory levels. Pricing discrepancies, unavailable SKUs, and delivery timeline conflicts are flagged instantly — before the order is confirmed to the customer.

Price MasterProduct CatalogueInventory StatusCredit Limit Check
4

Fulfillment Routing & Dispatch

Validated orders are automatically routed to the appropriate warehouse or fulfillment centre. Dispatch instructions, packing lists, and shipping labels are generated and synced to your logistics partner — no manual handoff.

Dispatch InstructionPacking ListShipping LabelDelivery Schedule
5

Delivery Confirmation & Reconciliation

On delivery, the signed proof of delivery and goods receipt note are ingested, matched against the original order, and synced to your ERP — closing the order loop with a complete, tamper-proof audit trail from PO to delivery.

Proof of DeliveryGoods Receipt NoteInvoiceAudit Log

What gets automated

Every Docstruct capability mapped to what it replaces in your order management process.

Docstruct CapabilityWhat It Means for Order Management
Document Ingestion
Auto-collect customer POs from email, EDI, WhatsApp, and portals into one pipeline — no manual sorting or forwarding
AI Field Extraction
Pull PO number, line items, SKUs, quantities, delivery dates, and shipping addresses — zero re-keying regardless of order format
Catalogue & Price Validation
Cross-check every order line against your product catalogue and price master — flag discrepancies before order confirmation
Inventory Cross-Check
Validate stock availability per SKU at the moment of order intake — flag shortfalls and trigger backorder workflows automatically
Credit Limit Rules
Evaluate customer credit exposure against outstanding balances — auto-hold orders that breach limits and notify the credit team
Fulfillment Routing
Route confirmed orders to the right warehouse or 3PL based on delivery location, stock availability, and fulfilment rules
Delivery Reconciliation
Match signed proof of delivery and GRN against the original PO — auto-close fulfilled orders, flag short deliveries for follow-up
ERP & OMS Sync
On confirmation, post structured order data directly to SAP, Oracle, or any OMS via API — no duplicate entry across systems
Audit Trail
Every order event — intake, extraction, validation, routing, and delivery — logged with timestamps for complete traceability

Who uses this workflow

Three roles, one platform — each gets exactly the visibility and control they need.

Order Entry Clerk

Manual entry eliminated

Customer PO keying and cross-checking against catalogues and inventory is fully automated — order entry staff handle only exceptions that need human judgment.

Operations Manager

Checker

Reviews flagged orders — pricing mismatches, stock shortfalls, credit holds — with full context on one screen. Resolves and releases in seconds, not hours.

Supply Chain Director

Pipeline visibility

Real-time order pipeline dashboard — volumes, exception rates, fulfilment status, and delivery reconciliation — with end-to-end traceability from PO to proof of delivery.

Ready to automate your order management pipeline?

Set up your first order workflow in under 15 minutes. Works with any PO format, ERP, or logistics partner. No template training. No IT dependency.

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