Every customer places orders differently. Orders arrive by email, Excel files, PDF documents, and plain text. Many customers also use their own internal product codes, which differ from both our product codes and our suppliers’ article numbers.
While this is a sign of a successful international business, it also creates a significant amount of manual work for our sales team. Every order must be reviewed, interpreted, and matched with the correct products before it reaches Directo. As order volumes grow, this quickly becomes a time-consuming routine.
To solve this challenge, we implemented Ampwise AI.
When One Product Has Multiple Codes
Our sales team handles both purchase orders and quotation requests every day, and a large part of the work involves identifying products and matching them to the correct items. Many customers use their own internal product codes that do not match ours.
A particular challenge is private label products. This means that some products must be entered under the customer’s own product code, so the same item can simultaneously have several different names and codes: our article number and the customer’s private label code.
Ampwise automatically connects these different coding systems. The system learns that a customer’s code corresponds to a specific Arras product code and applies that relationship automatically in future orders. No one has to search for the correct match manually again.
One product, multiple codes. Ampwise automatically connects them.
The benefit is not only speed but also improved accuracy and better price validation.
How Does Ampwise Process Orders?
Ampwise is an AI-powered email agent that works directly within Outlook, where our sales team already manages its daily work. The button is integrated into the email view, allowing everyone to continue working in their familiar inbox.
When an order arrives in the sales@arras.eu mailbox, the AI processes both the email and its attachments before presenting the result for review. The process works as follows:
1. Ampwise reads the email and its attachments
The system reads both the email content and attached files, including Excel spreadsheets, PDFs, scanned documents, and plain text. It does not matter whether the order is presented in a structured table or written directly in the email.
2. The customer and contact person are identified
Ampwise recognizes the customer based on the email domain and automatically links the message to the correct customer record in Directo. The individual contact person is also identified.
3. The system determines whether it is an order or a quotation request
If a customer sends an email with an Excel attachment, Ampwise identifies whether it is a purchase order or a quotation request and proceeds accordingly.
4. Products are identified and matched with the correct records
This is where Ampwise performs the most complex part of the process. The system does not rely solely on exact product code matches but also understands product descriptions and their meaning.
Ampwise uses semantic (vector) search. In simple terms, this means it identifies products based on meaning rather than exact wording. Even if a customer writes a product name differently, uses abbreviations, or provides only a description without a product code, Ampwise can still identify the correct item. At the same time, it links together the customer’s product code, our internal product code, the supplier’s article number, and the private label code.
5. Quantities, order numbers, and prices are validated
Ampwise extracts quantities, the customer’s purchase order number, and all other required information. It also detects pricing discrepancies. If the price in the order differs from the agreed price stored in Directo, the affected line is highlighted in red before the order is transferred into the ERP system. This allows potential errors to be identified before they become a problem.
6. One click to Directo
Our sales representative reviews the prepared order and confirms it with a single click. The complete order—including products, quantities, prices, and the original email as an attachment—is then transferred directly into Directo.
Ampwise reads orders from PDF or Excel attachments, matches the product codes, and transfers the order to Directo with a single click.
In the example above, the customer submitted the order as an Excel file using their own product codes. Ampwise extracted all three products together with their quantities and descriptions, matched the customer’s product codes with the correct records in Directo, and prepared the order for review. Our sales representative simply verifies the result and confirms it with one click.
A System That Becomes More Accurate Over Time
Ampwise continuously learns from everyday work. Every time a sales representative confirms or corrects a result, the system remembers that decision and creates a customer-specific rule. The more often we work with a particular customer, the fewer manual corrections are needed in the future.
Ampwise also supports multiple languages, allowing international orders to be processed just as efficiently.
The Same Logic Applies to Quotation Requests
Ampwise is not limited to purchase orders. The same logic is applied to quotation requests, where the system identifies the requested products, matches them with the corresponding records in Directo, and prepares the information needed to create a quotation. This allows us to respond much faster because the product identification and manual data entry have already been completed.
Less Manual Work, More Time for Customers
Automating order processing means our sales team no longer has to manually decode every order and enter it into Directo. The data is transferred automatically, while a person reviews everything before confirming it.
As a result, we spend less time on repetitive data entry and more time on the activities that truly create value: serving customers, developing sales opportunities, and building long-term relationships.
AI as a Practical Business Tool
The greatest value of artificial intelligence is not the technology itself, but how it enables people to focus on more meaningful work. For us, this means less repetitive manual work, faster order processing, greater accuracy, and more time to create value for our customers.