Mid-market wholesale distributors receive hundreds of customer purchase orders weekly via PDF email attachments. Rather than maintaining expensive, brittle legacy EDI systems or paying customer service teams to manually re-type part numbers, custom AI-assisted document pipelines extract line items, match customer SKUs to internal product IDs, verify contracted price tiers, and post pending sales orders directly to NetSuite, SAP, or QuickBooks.
The core challenge: Customer SKU mapping and contracted pricing
Wholesale distribution workflows differ fundamentally from simple retail invoicing because every customer uses their own internal part numbering schemes, unit of measure conventions (cases vs pallets), and negotiated volume pricing.
Our pipeline cross-references incoming customer item codes against an alias table in your database, translating `CUST-PART-88` into internal SKU `PROD-9912` before sales order creation.
If the price on the customer's PO differs from the master contract price schedule in your ERP, the order is flagged for a 1-click human review in Slack instead of creating an incorrect invoice.
End-to-end automated distribution workflow
- Inbound Email Webhook: Customer emails PO PDF to `orders@distributor.com`. AWS SES / Postmark forwards the raw payload to our serverless endpoint.
- Vision AI Extraction: Anthropic Claude Vision extracts buyer entity, shipping destination, requested fulfillment date, line quantities, and part descriptions.
- ERP Inventory Verification: Real-time lookup against warehouse stock in NetSuite or PostgreSQL checks whether all requested quantities are allocatable.
- Sales Order Generation: Order is written to ERP with status `Pending Fulfillment`, and an automated confirmation receipt is emailed back to the buyer.
Automate customer purchase order intake for your wholesale business
We design custom PDF PO extraction pipelines that eliminate order entry bottlenecks and prevent costly SKU mismatches. Full code ownership, zero monthly per-order fees.