How a Coffee Company Can Automate 250 Email and PDF Orders a Month into Unleashed, and What It Costs

The question

A coffee company in Bristol, UK, sent us this through our contact form:

"I'd like to book in a demo and get some pricing :) We have approx. 250 orders manually into Unleashed currently through email body text & PDFs (the rest are through our B2B Portal & EDI connection) - totalling 400 B2B orders monthly"— A coffee company in Bristol, UK

It's a common picture for food and drink brands that sell to retailers, cafés and wholesalers: the big accounts order through a portal or EDI, and everyone else sends an email or a PDF purchase order that has to be typed into Unleashed.

Automate the 250, not the 400

Orders from the B2B portal and the EDI connection already reach Unleashed without anyone typing them, so they don't need to be part of this. The work is the 250 orders a month that arrive as email body text and PDF attachments, about 12 every working day. Those are the orders to automate, and the ones to size the plan on.

What it costs

For order entry, one completed task is roughly one order entered. There's no setup fee, and one busy month doesn't change your plan. To try it first, the 30-day pilot covers one workflow and up to 150 completed tasks for $1,000, credited toward an annual Core or Business plan signed within 14 days of the pilot ending.

How email and PDF orders get into Unleashed

1. 1Your orders mailbox forwards incoming orders to a Logistify address, so nothing changes for your customers.
2. 2Logistify reads the order, whether it's typed in the email body or attached as a PDF, Excel or CSV file.
3. 3It matches each line to your Unleashed products, using your product list and that customer's past orders, and matches the delivery address to the customer's addresses in Unleashed.
4. 4An order with an open question, such as a product it can't match, a price that doesn't add up or an unusual quantity, is held for your team with the reason.
5. 5Orders with no open question are created as sales orders in Unleashed, and the customer gets a reply saying the order was received.

A buyer who resends the same purchase order doesn't create a second order: an emailed order with the same customer and purchase order number as an earlier one is skipped, and the existing order is named. And if a customer asks for a quote rather than placing an order, Logistify can create a sales quote in Unleashed too.

What coffee orders add

• Buyers describe products their own way, such as "decaf instant, 6 x 100g" or a code from their own system, and those have to resolve to your Unleashed product codes.
• The same product can be ordered by the case or by the unit.
• Retail and wholesale customers often have several delivery addresses, such as stores and depots, and each order has to go to the right one.

Matching on each customer's past orders handles most of this, because a buyer who has ordered before tends to describe the same products the same way.

What it's worth

Keying 250 orders a month by hand means someone reading every email and PDF, finding the customer and each product in Unleashed, and typing every line, around a dozen times a day. With Logistify, those orders are entered as they arrive, your team only looks at the ones held for a reason, and fewer typing mistakes reach your customers' invoices and deliveries.