Automate order entry from email attachments
— create sales orders instantly
Order Import Center uses AI to read customer orders (PDF, Excel, Word and images) and creates the same sales order in CloudOffice® or Fortnox as manual entry — only faster, 24/7.
✓ Save hours of manual order typing every week
✓ Reduce errors with validation against customer and item registers
✓ Process orders 24/7 — no delays on evenings or weekends
✓ Enable end-to-end automation: order → picking → delivery
The problem
Most companies still receive orders by email — as PDFs, spreadsheets or
photos
Someone has to open the attachment and type the order into the ERP, line
by line.
Time-consuming routine work
Manual typing steals focus from customers and sales
Orders wait in inboxes
Delays before the warehouse can start picking
Human errors
Wrong item, quantity, delivery date or address lead to rework and service issues
Difficult to scale
Scaling order volume often means hiring more admin staff
How recognition and order creation works
Capture the document
Email or manual upload
AI extracts data
Customer details, delivery data and line items
CloudOffice® validates
Matches against customer and item registers
Sales order created
In CloudOffice® or Fortnox (same as manual entry)
Supported document types
Excel
DOCX
JPEG
BMP
✓ Multi-page supported
PDF / Excel / DOCX / JPEG / BMP
Needs review
If something is missing or ambiguous, the document goes to a "Needs review" queue. A responsible user is notified, and only uncertain fields need attention.
Auto-pass
If the system is confident and all validations pass, the order is created automatically.
Manual upload
Drag & drop or choose a file in CloudOffice® (ideal for pilots and one-offorders)
Automatic via email
Incoming attachments are captured and processed continuously
The solution
Order Import Center
Turns incoming order documents into validated sales orders in CloudOffice® or Fortnox — automatically.
Transform your order processing
Deliver measurable improvements across your entire order-to-delivery workflow
Faster order-to-delivery
Orders appear in ERP immediately after receipt
Less manual workload
Teams spend time on customers, not typing
Fewer errors
Validation reduces corrections and rework
Better controllability
Logs and exception handling make the process predictable
Scale without extra headcount
Handle peaks with the same team
Native CloudOffice® feature
Designed specifically for Swedish SMEs and Fortnox workflows — no complex integrations, just
seamless automation that works with your existing processes.
How it works
Step by step automation
From email attachment to validated sales order in seconds
Step 1
Order arrives
An order arrives via email — or you upload it manually
Step 2
Document captured
Order Import Center captures the document and starts processing
Step 3
AI reads data
AI reads order header and line items
Step 4
Validation
CloudOffice® validates and matches customer and items
Step 5
Order created
A sales order is created in CloudOffice® or Fortnox
Step 6
Ready to ship
An order arrives via email — or you upload it manually
AI extraction
From PDFs, Office documents and images
Automatic customer identification
And order header extraction
Automatic item matching
To your item master
Validation rules
Customer exists, delivery address/date,
required fields
Needs review queue
With highlighted fields and quick actions
Notifications
To responsible users when intervention is required
Full audit log
For traceability
Native integration
With CloudOffice® order process and Fortnox- connected setups
GDPR-ready controls
Role-based access and secure document handling (encryption in transit and at rest)
Key capabilities
Everything you need for automated order processing
Intuitive interface for every role
Operator view
-
Upload area (drag & drop + file picker)
-
Document preview next to extracted fields
-
Checklist: Customer found / Items matched / Delivery date valid
-
Needs review queue with quick fix actions
Admin view
-
Processing overview: Processed / Needs review / Failed
-
Filters by customer, date, source
-
Access roles (who can review, approve and create orders)
-
Audit log view with full traceability
Sales order card
-
Customer, delivery address, delivery date
-
Order lines with matched items
-
Status history and who reviewed exceptions
Built for your industry
Order Import Center adapts to your business needs
Wholesale & distribution
Handle high volumes from email orders and seasonal peaks without adding admin staff.
Key benefits:
-
Process hundreds of orders per day
-
Scale during peak seasons
-
Reduce admin overhead
Manufacturing
Automate orders from distributors and key accounts, including multi-page documents.
Key benefits:
-
Handle complex multi-page orders
-
Integrate with production planning
-
Faster order-to-manufacturing cycle
Trading companies
Shorten lead time to picking and reduce service issues caused by manual mistakes.
Key benefits:
-
Faster order fulfillment
-
Fewer customer complaints
-
Improved delivery accuracy
Trusted by Swedish businesses
"Orders go straight into the system — we only handle exceptions."
Operations Manager
Wholesale company
"We process orders even outside office hours, which improved delivery speed."
Sales Lead
Operations Manager
24/7
Order processing
-80%
Manual data entry
5+
Document formats
Integrations, control & GDPR
Secure and compliant by design
Built with security, compliance and control at the core
GDPR-ready processing
Designed to support compliant handling of order documents and customer data
Role-based access
Control who can view documents, review exceptions and create orders
Audit log and traceability
Designed to support compliant handling of order documents and customer data
Secure document handling
Best practice: encryption in transit and at rest
Native CloudOffice® integration
Part of CloudOffice® order flow, compatible with Fortnox-connected setups
Compliance & security features
✓ GDPR-compliant data processing
✓ End-to-end encryption
✓ Secure document storage
✓ User authentication & authorization
✓ Role-based access control (RBAC)
✓ Complete audit trails
✓ Data retention policies
✓ Activity logging and monitoring
Designed for Swedish SMEs:
Order Import Center follows best practices for data protection and is built to help you meet your compliance requirements while automating critical business processes.
Frequently asked questions
PDF, Excel, DOCX, JPEG and BMP.
Yes
Usually not — AI handles typical order formats.
By reading the order and matching to your customer register.
The order goes to Needs review and the responsible user is notified.
The system highlights the line and asks for confirmation or mapping.
Yes, in the review queue.
Yes, orders can be processed 24/7.
Yes — drag & drop or upload directly in CloudOffice®.
It is designed with access control, traceability and secure handling to support GDPR requirements.
Access is controlled by roles and all actions are logged.
Yes — start with manual uploads, then connect email automation.
Which file formats are supported?
PDF, Excel, DOCX, JPEG and BMP.
Can it handle multi-page documents?
Yes.
Do we need to build templates?
Usually not — AI handles typical order formats.
How does it identify the customer?
By reading the order and matching to your customer register.
What if the customer is not found?
The order goes to Needs review and the responsible user is notified.
What if an item can’t be matched?
The system highlights the line and asks for confirmation or mapping.
Can we correct data before creating the order?
Yes, in the review queue.
Does it work outside office hours?
Yes, orders can be processed 24/7.
Can we upload documents manually?
Yes — drag & drop or upload directly in CloudOffice®.
Is it GDPR-ready?
It is designed with access control, traceability and secure handling to support GDPR requirements.
Who can access documents and approve exceptions?
Access is controlled by roles and all actions are logged.
Can we start with a pilot?
Yes — start with manual uploads, then connect email automation.
See your orders processed automatically —
live in CloudOffice®
Book a demo and bring 1–2 sample order documents. We'll show how Order Import Center creates validated sales orders end-to-end, and what it means for your order-to-delivery process.
✓ Live demo with your actual order documents
✓ See the full automation flow in action
✓ Understand ROI and implementation timeline
✓ Ask questions specific to your workflow
