Introducing JobIAPed: your customers’ orders enter the ERP by themselves

Today we introduce JobIAPed, the new product in the Jobers family. It does one thing, and it does it end to end: it takes the orders your customers email you and leaves them posted in your ERP, with the customer identified, every line matched to your item, your price and your unit, and the stock reserved. One person in sales administration looks only at the doubtful lines. Everything else goes in on its own.

It is the piece that was missing next to JobIADoc, which does the same with supplier invoices: that one removed the typing of invoices; this one removes the typing of orders.

Infographic: the customer’s email arrives, JobIAPed reads it and proposes, and the order is posted to the ERP with its number and its stock reserved

The problem: typing what is already written

Every order that arrives by email is opened by someone, read, the customer is looked up, “12 boxes of the grey 15×15 for the hotel job” is translated into your reference, converted to square metres, the price is checked and it is keyed in. It is repetitive work, it arrives in bursts — first thing on Monday, the day before a bank holiday — and it is precisely where the quantity or reference mistakes slip in that later cost a return, an extra delivery or an awkward phone call.

And the order was already written. The customer wrote it, sent it and sometimes even signed it. The only thing missing was for someone to write it again somewhere else.

A handwritten order, in Portuguese, with a crossed-out line; on the right, the three valid lines recognised by JobIAPed with their item, unit and price — **Handwritten**, in Portuguese and with a crossed-out line. JobIAPed reads the three lines that count, leaves out the crossed-out one, warns that the order number is missing and leaves every line matched to your item, your unit and your price.

What JobIAPed does, in three steps

1 · It arrives: the customer writes to the usual address

Your customers do not have to change anything. JobIAPed watches that mailbox and separates what is an order from what is not — enquiries, complaints, advertising, supplier invoices — and explains why. What is an order is identified by its sender: the email of whoever writes is linked to their ERP customer the first time, and from then on the customer comes out by itself, at 99%, without looking at the document.

The JobIAPed order inbox: received emails on the left, the customer’s PDF in the centre and what was read and matched against the ERP on the right — The inbox. On the left, the emails received (PDF, Word, Excel, text…) from customers across half of Europe. In the centre, the order exactly as the customer sent it, with its delivery site. On the right, what was read — the customer’s references, quantities, site — and what JobIAPed did: the ERP customer at 99% and every item with its code, its price and its confidence.

2 · It reads and proposes: whatever the format, in any language

PDF, Excel, Word, a phone photo, a crooked scan, a handwritten note or the body of the message itself. JobIAPed identifies every item against your catalogue — by description, by the customer’s own references or by EAN — converts boxes, pallets or packs to your unit and prices it with your price list and your discounts. Three examples from our demonstrations:

An order in a phone photo, in French, read and identified by JobIAPed — **Phone photo** (French): three lines in cartons converted to m², all three at 100%.

A scanned purchase order in English, with the customer’s own references resolved to the ERP codes — **Scanned purchase order** (English): the customer’s own references, resolved to your codes.

A bon de commande in French and Arabic with a discount at the foot, read by JobIAPed — **French-Arabic bon de commande** with “remise 5 %” at the foot: the lines at 100% and the discount carried over to the order.

Reviewing is not rereading the order: it is a list where every line has a colour. Green, recognised; amber, to be checked; red, not identified. The green ones need no touching.

Order review in JobIAPed: three lines recognised in green and a fourth in amber, awaiting confirmation — An order in English written in the body of the email, with quantities in boxes and in m². Three lines at 98% and a fourth, “Cendra Perla” with no size, at 66%: it stays amber for someone to confirm.

With the order open you see the customer’s original next to what JobIAPed understood: what they asked for, which item it recognised, how it worked it out, and the quantity and price that will be posted. If a line is not convincing, you change the item by searching by description, code, reference or EAN. Every correction is learnt and is not asked again.

JobIAPed’s line-by-line verification assistant, with the original email on the left — **Line by line**, with the original on the left: what the customer asked for, what JobIAPed recognised, how it worked it out, and the quantity and price that will be posted.

3 · It is posted to the ERP, with its number and its stock reserved

Before posting, the order is shown as the ERP will see it: header with terms, price list, sales rep, carrier and discounts from the customer record; lines with size, pallets, boxes, quantity, price and amount; stock status or to be supplied; totals at the foot. You can change a price or a discount and see before and after.

Order preview in JobIAPed: the same screen as the ERP’s order entry, with header, lines and totals — Preview of a British customer’s order (export price list, 0% VAT): 4 lines, 125.8 m², 132 boxes, 1 pallet. Lines marked “pico” do not complete a pallet; the status shows what is supplied from stock and what is posted for manufacture because none is available.

One click posts it to the Jobers ERP, which is what assigns the order number: there is no intermediate file and no second entry. The stock is reserved — or the line left to be supplied, if there is none — the original is filed and the sales rep and the customer are notified.

Generated orders: the list of orders posted to the ERP from JobIAPed, with number, customer and amount — **Generated orders.** Every order posted from JobIAPed, with its ERP number, the customer’s number, the amount and whether it is supplied or pending.

The ERP’s outstanding orders: the newly posted order with the JobIAPed mark and its lines converted to m² — **Already in the ERP.** Outstanding orders by customer: the newly posted order carries the “JobIAPed” mark and its lines — 3 pallets, 24 boxes and 20 m² — converted to 180, 12 and 20 m².

What our demonstrations measure

99%

of lines resolved without anyone touching them (271 of 274)

languages, from Spanish to Arabic

formats: PDF, Excel, Word, photo, scan, handwritten note or the text of the email

1 click

from the reviewed order to the order posted in the ERP

These are figures from the dashboards of our demonstration installations, built on the catalogue of a fictitious tile distributor: the customers, orders and prices you see on the screens are invented. With your catalogue the units will be packs, rolls, pallets or units; the way it works is the same.

JobIAPed order dashboard: automatic identification, orders processed, lines normalised, pending approval, recognition quality and what has been learnt — The daily dashboard: percentage of lines resolved without intervention, orders and customers processed, average confidence and how many are still to approve. Below, how each line was recognised, the ones with a price different from your price list and the module’s memory: 348 customer → item equivalences learnt.

What it never does

It does not invent. It asks. That is the rule that holds it up:

If a description allows two candidates (the 40 or the 50, with or without facing), it does not choose: it flags the line for review and shows both.
If the item does not exist in your catalogue, it says so in red. It does not replace it with “the closest one”.
If the customer sends a price different from their price list, your price goes to the ERP and the difference is flagged for someone to look at (it is usually an agreed discount).
If the units cannot be converted — packs with no packaging data — the line stays for review instead of being miscalculated.
Emails that look like an order and are not — a quote request with quantities, a supplier’s offer — are discarded and the reason is explained.

An order with a red, unidentified line that JobIAPed does not post until a person resolves it — **When there is no reliable signal, it does not guess.** The third line does not exist in the catalogue: it stays red and the order is not posted until a person resolves it. The second, with two possible sizes, waits in amber.

And it learns from every correction. From three things, specifically: from the sender (the email of whoever writes is linked to their ERP customer); from every correction (if someone assigns “grey elongated 6.4×22.3” to your reference, it is saved as an equivalence for that customer and the sister lines resolve themselves from then on); and from the customer’s own references (whoever orders with their codes or with EANs is resolved from the first order in which they are taught).

One more piece of the family that automates with AI

JobIAPed is the new one; JobIADoc is the one you already know. Together they close the two paper entry points that take up the most time in an admin office: customer orders and supplier invoices. JobIADoc reads every invoice, checks the tax ID with the tax authority, the totals and duplicates, files the PDF and, depending on what it is, sends it where it belongs:

JobIADoc: a utility invoice on the left and, on the right, everything read: header, issuer, recipient and tax IDs — **Service invoice → journal entry in JobFinan.** A utility invoice, read and checked; the person in charge approves it from their tray — also from their phone — and the entry is made by itself.

JobIADoc: the invoice lines, the VAT breakdown and the total, which match the document — **Everything matches the document.** The lines with quantity, price and amount, the base per VAT rate with its tax and the total.

Jobers ERP: a material supplier’s invoice matched line by line with its outstanding delivery notes, with a price difference flagged — **Material invoice → matched with its delivery notes.** The ERP proposes the lines of the outstanding delivery notes that match the invoice to the cent and flags, in red, a price that differs from the delivery note.

Purchase invoice processed: two delivery notes invoiced and one price corrected, ready to post in JobFinan — **Processed.** Purchase invoice created, two delivery notes invoiced, one price corrected. Nobody types the invoice again anywhere.

If you want the detail of that part, we tell it in “Invoices and delivery notes on autopilot”.

How to get started

Starting with JobIAPed is not a long project. On your side, three things are needed:

An email mailbox

For orders, or read access to the one you already use. Your customers keep writing to the usual address.

A real sample

30-50 recent orders with their emails, to calibrate the recognition with your catalogue, your units and your price lists.

A reference person

In sales administration, to review the first weeks and teach the module whatever is needed.

On ours: the analysis of your orders and price lists, the installation — with the Jobers ERP, on your server or in our cloud — the calibration with your sample and a shadow run: you keep working as always while we compare what JobIAPed would have posted with what you posted. When the numbers match, it takes over.

Shall we look at it with your orders?

A 45-minute online session with our demonstration installations. If you send us two or three real orders from your customers beforehand, we run them live. There is nothing to install.

Download the brochure (PDF, in Spanish) Request a demonstration

JobIAPed is not an email reader. It is the way to take out of sales administration the work that adds nothing — writing again what the customer already wrote — so that the time goes to what does: looking after the customer, resolving the doubtful line, deciding the price. The rest should go in on its own.