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Automated Order Processing

Automated
Order Processing

We understand your orders, extract the relevant information, and book the order into your systems (ERP, CRM, web shop, or similar).

The Order Intake CWO automatically reads incoming orders and service requests from emails and attachments. It validates all data against your master data and books clearly identified orders directly in the ERP – quickly, precisely, and without manual labor. In the case of unclear transactions, the CWO automatically creates a proposal as a parked document or service order draft, which your team then simply reviews and approves.

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The Problem

You manually process over 30 complex email inquiries every day. Customer assignment, offer references, delivery addresses, and items without internal numbers make this process time-consuming and prone to errors. For sustainable automation, you need a partner who understands your processes and implements a scalable, secure AI solution.

The Solution

Our technology processes incoming orders fully automatically: it recognizes relevant information, checks it for accuracy, and transfers the structured data seamlessly into your ERP or customer system.

This drastically reduces manual processes – with maximum precision.

Recognize & Analyze

The CWO automatically reads incoming orders and service requests from emails and attachments. Customer, item, and offer information is recognized, and every inquiry is intelligently assigned and pre-sorted.

Process

Based on your individual item, machine, and offer knowledge, the CWO automatically determines the appropriate positions. Even missing item numbers, external numbers, or technical drawings are correctly interpreted and assigned.

Validate

All extracted information is automatically compared with your master data. Through AI-supported validation, the CWO ensures that only verified and consistent data – including delivery addresses, additional information, and customer-specific rules – is processed further.

Create Order

The CWO transfers clearly recognized orders fully automatically into your ERP system. In unclear cases, it creates a verified draft that your team only needs to check and approve.

Your processes simplified

Through precise AI technology.

Customer Benefits

  • Automatic customer assignment, dealer assignment, end-customer assignment
  • Automatic consideration of customer-specific knowledge (especially important for key accounts)
  • Automatic linking of the delivery address including additional information (e.g., “Gate 12”)
  • Automatic clearing of quote lines
  • Automatic identification of the correct item or suggestion of three possible items
  • Automatic understanding of machine data and assignment of the correct service/spare parts

Technical Feature

  • AI-supported debtor search + matching based on your ERP/CRM data
  • AI knowledge model + customer-specific business logic
  • AI delivery address search + location lookup + additional field interpretation
  • Offer matching + position comparison
  • AI item search with traffic light validation
  • AI machine folder search + technical parameter recognition from technical drawings
Why CWO?

Because automation actually works here.

The Customized Workflow Optimizer takes over repetitive tasks, understands complex documents like a human, and noticeably relieves your teams. This allows you to gain speed, quality, and valuable time for your customers.

Less effort for your team

The CWO automates manual order processing. This leaves your team with more time for service and customer communication.

Human understanding – automated thinking

The CWO understands documents regardless of language, format, or layout. Even complex inquiries, external item numbers, and technical drawings are correctly interpreted and assigned.

Intelligent Data Validation

The CWO automatically compares all information with your master data. AI-supported validation detects discrepancies early on, before data is transferred to the ERP.

Customer-Specific Business Logic

Every customer is individual, especially large accounts. Specific knowledge can be stored in the CWO for each customer and is automatically taken into account.

Review when necessary

The CWO works reliably and autonomously. In the case of incomplete or contradictory data, AI results can be checked, sorted, and used for optimization in the review platform. The AI is intentionally not self-learning.

Fits into any system landscape

Whether ERP, CRM, web shop, or service platform – the CWO integrates seamlessly into existing systems. Implementation is carried out together with ncn KG, which has over 30 years of integration experience.

CWO Calculator

Determine your individual automation potential

Checking, assigning, and transferring manual email orders into the ERP every day – this costs time, ties up specialists, and carries the potential for errors. With our profitability tool, you can calculate in just a few steps how much savings and efficiency gains are possible through automated processing with the CWO.

Determine your individual automation potential – transparent, realistic, and tailored to your processes.

To the calculator

Interested?

Let’s find out together how the CWO automates your order processes, reduces error rates, and frees up valuable time in your team. We will show you without obligation how the solution fits into your systems and what concrete added value it brings to your daily routine.

Contact us now

CWO has automated our complex cylinder configurations and email attachments exactly the way we really need it. The solution intelligently pre-sorts inquiries and creates the order in the system – perfectly matching our process.

David Möller, CEO4packaging GmbH

FAQ

Because automation actually works here.

Here you will find the most important information about the Customized Workflow Optimizer: from functionality and integration to data protection, training, and technical requirements. For anything else, we are of course personally at your disposal.

How do we start? – The Demo (with real examples)

We always start with a live demo so that you can immediately see how our AI works in your daily routine.
For this, we use 3–5 real examples from your company – e.g.:

– real orders
– real inquiries
– real service requests
– or directly the emails as they arrive in your inbox

Goal: You see realistically how your typical email arrives and how the AI processes, sorts, understands, and prepares it as an order.

The Blueprint is a paid, independent, and completed product that is developed during an on-site appointment and then made available to you as a finished blueprint.

Included in the Blueprint:

– On-site recording of your processes
– Analysis of your systems, data quality & IT landscape
– Identification of all automation potentials
– Definition of AI models, rules & modules
– System boundaries, interfaces, data flows
– Assessment of benefits, risks & special features

Result for you:

✅ A written blueprint
✅ Specifically defined modules
✅ Elaborated technical concepts
✅ Clear description of the planned automation
✅ A strategically clean and comprehensible target image

The Blueprint serves as a basis for:

→ Effort estimation
→ Fixed price
→ Project planning
→ IT coordination
→ Internal decision templates for your management

Based on the blueprint, we create a fixed-price offer that already includes all the necessary steps.

Typical project modules:

  • Data connection / ETL
  • AI models for recognition, validation, sorting
  • Email logic, attachment recognition
  • ERP/CRM integration & API routes
  • Order generation
  • Test phase with real live data
  • Go-Live & training

We work in a structured manner with clear milestones, defined acceptances, and transparent costs.

After the Go-Live, ongoing SaaS operation takes place: the system is operated in a stable, GDPR-compliant, and cloud-based manner.

Included are:
– regular AI improvements
– updates of the models and the system
– monitoring & logging
– a secure and scalable infrastructure

The SaaS price is based on the scope of use and the modules used.

In real daily life, it often becomes clear what the teams will additionally need later. That is why CWO continues to support all customers.
Typical optimizations:

– new customer/dealer logic
– fine-tuning of the AI
– additional special cases
– expanded rule set
– new item or machine variants
– additional input sources (emails, drawings, portals)

This phase ensures that the AI grows with you, becomes more precise, and integrates perfectly into daily life.

The short version: A typical CWO project comprises five clearly structured steps.

1️⃣ Demo with real examples

2️⃣ On-site Blueprint – including a written blueprint as a result

3️⃣ Fixed-price project with clearly defined milestones

4️⃣ Go-Live and subsequent SaaS operation

5️⃣ Optimization phase over 6–12 months

This gives you full transparency, predictable costs, and a solution that is tailored exactly to your process.

CWO is particularly useful for companies that process many manual inquiries in their daily business and want to automate their processes in a scalable way. Typically, CWO is right for you if:

– You receive more than 30 inquiries per day via email (orders, service requests, technical inquiries).
– Your internal sales team is heavily burdened or not enough specialists are available to process inquiries promptly.
– Your machines should run in three-shift operation, but order creation is only possible during office hours.
– Vacation replacements or sick leave significantly slow down the process or make it unreliable.
– Transparent KPIs are missing, e.g., on throughput times, error rates, or bottlenecks.
– Your inquiries are complex, e.g., with external item numbers, drawings, or individual configurations.
– You want to learn how an AI project works with your own ERP data and what data quality you need for it.
– You want to know how good your existing ERP data really is – and how you can optimize it to be AI-ready.

In short:
CWO is ideal if your order or service processes are regularly under high load and you need a solution that automates quickly, securely, and scalably – without any additional effort for your team.
Yes. CWO is fully GDPR-compliant.
Our entire platform runs on Microsoft Azure in a European data center (Sweden region), which meets the highest security and compliance standards. All data is processed and stored exclusively within the EU.

Important to know:
The majority of the data that CWO processes – item numbers, technical drawings, cylinder configurations, machine and production data – is not subject to the GDPR, as it is not personal data.

Only the personal customer and contact person data (e.g., name, email address, phone number) processed as part of order fulfillment is relevant to the GDPR.

What does GDPR compliance mean specifically for CWO?
– EU hosting (Azure Sweden) → no transfer to third countries
– End-to-end encryption (data transmission & data storage)
– Strict access controls & role models
– Auditable logs for full transparency
– No use of your data for external training purposes – your data remains your data

This ensures that your personal data is protected and technical data is processed in a legally secure manner.

Let's start a conversation.

Your project starts here!

Whether it’s an initial consultation, technical questions, or individual requirements: please leave us your contact details – we prefer to get back to you by phone. Alternatively, you will of course also receive a response by email. We look forward to the conversation.

Your contact person for digital transformation

Myriam Erath
CEO

Tel 0591 14 20 41 54
Email
LinkedIn

I am Myriam and I am happy to be your direct contact person. Together we will clarify your questions and find out how the CWO can specifically support your company.