Turn emailed purchase orders into order drafts
Maito reads customer purchase orders and prepares a checked sales order, so staff stop retyping them.
Operations · Wholesale and distribution · When something happens · Updated
Works with
- Slack
- Gmail
- Microsoft 365
- Superhuman Mail
- Box
- Dropbox
- Notion
Slack
Gmail
Microsoft 365
Superhuman Mail
Box
Dropbox
NotionHow do you turn emailed purchase orders into order drafts?
To turn emailed purchase orders into order drafts, forward POs to the workspace address. Maito reads the PDF, matches each line to your catalog and the customer's contract prices, builds a draft order and lists any open questions, such as an unclear item or a new ship-to address. You release it.
How it's done today
Staff print the PDF, highlight lines and retype ship-to, items, quantities and terms.
What Maito does
- Read the lines from the PDF
- Match customer, items and ship-to
- Check units and prices against terms
- Hold unclear lines for a person
Example
Loop run: New PO in orders@northstar.example
PO 88213 from Globex Hardware (2 pages, 6 lines). Draft order SO-30417 is built but two questions are open. Matched: 4 of 6 lines. Total so far: $3,914.00 at their contract prices. Question 1: line 4, "hinge 3 in, 240 pcs," matches brass (HG-3-BR, $1.85) and steel (HG-3-SS, $2.40). That's $444.00 or $576.00. Question 2: the PO ships to 14 Commerce St, which isn't an address on their account. Their Dayton DC is. Catch: line 2 says 12 cs, priced per case, but our catalog counts that item by the each. I used 12 cases. From the PDF, the ERP and their price terms.
@Maito Ship to the Dayton DC and make the hinges brass.
Updated. SO-30417 is $4,358.00, brass hinges, shipping to the Dayton DC. It is ready for you to release. I'll also draft a note to Globex Hardware about the Commerce St address.
Maito (7:52 AM):
PO 88213 from Globex Hardware (2 pages, 6 lines). Draft order SO-30417 is built but two questions are open.
Matched: 4 of 6 lines. Total so far: $3,914.00 at their contract prices.
Question 1: line 4, "hinge 3 in, 240 pcs," matches brass (HG-3-BR, $1.85) and steel (HG-3-SS, $2.40). That's $444.00 or $576.00.
Question 2: the PO ships to 14 Commerce St, which isn't an address on their account. Their Dayton DC is.
Catch: line 2 says 12 cs, priced per case, but our catalog counts that item by the each. I used 12 cases.
From the PDF, the ERP and their price terms.
Dan (8:03 AM):
Ship to the Dayton DC and make the hinges brass.
Maito (8:04 AM):
Updated. SO-30417 is $4,358.00, brass hinges, shipping to the Dayton DC. It is ready for you to release. I'll also draft a note to Globex Hardware about the Commerce St address.
How to set it up
- Ask your agent
“When a PO arrives at orders@northstar.example, read the PDF, match it to the customer and our price list and draft a sales order. Post anything unclear in #orders.”
- Connect email
- Gmail
- Microsoft 365
- Superhuman Mail
- Connect files
- Google Drive
- Box
- Dropbox
- Notion
- Microsoft 365
- Use ERP
- NetSuite
No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It reads what the PO says. Handwritten changes, unreadable scans and items missing from your catalog need a person.
Questions
No. It builds the draft and you release it after answering the open questions.
Against your ERP through a skill with a login in the Vault, and the customer's price terms from your files.
It lists the options with prices and asks, rather than guessing.
