The Challenge
Customer and distributor orders for automotive components arrived as emails, often with part numbers, technical specifications, delivery instructions and supporting documents attached. Before an order could move forward, the sales operations team needed to interpret each request, check whether the required information was complete and enter the details into the relevant business system.
Missing component specifications, attachments or purchase-order references meant another round of correspondence. When the customer replied, the team still had to connect the new message to the original request and repeat the checks. This created avoidable administrative work and made order status harder to track.
The Solution
With cognipeer Studio, our team configured an AI-assisted order intake workflow around the manufacturer’s email-based process. The solution interpreted incoming messages and attachments, identified essential part and order details and checked them against the organisation’s required information.
Where details were missing, the workflow prepared a targeted follow-up request rather than sending the entire order back for manual review. When additional documents arrived, it associated them with the existing order thread and updated the completion check. Orders that met the required conditions were prepared as structured records for the ERP or order management process, with exceptions left for the operations team to review.
Implementation
- Mapped order requirements. We defined the product details, reference information and mandatory documents needed before an order could be processed.
- Configured email and document interpretation. The AI workflow extracted relevant fields from incoming requests and their attachments.
- Added missing-information follow-up. The process identified incomplete requests and prepared focused customer communications while maintaining the original order context.
- Connected the handover. Completed records were structured for the established ERP or order management workflow, with human review for exceptions.
Business Impact
The order intake process became more structured, from the first customer email through document completion and operational handover. Rather than treating every message as a new task, the team worked with a clearer view of what had been received, what was missing and what was ready to progress.
- Less manual order interpretation across emails and attachments.
- Clearer handling of missing documents without losing the original request context.
- More consistent order data prepared for downstream systems.
- Better visibility of exceptions requiring human attention.