Categories / Operations & Inventory

Hamburg manufacturer AI PDF orders to invoice

Business

traditional mechanical-parts manufacturer, Hamburg (mid-sized; client of hagel IT-Services)

Task

AI extract purchase-order PDFs from email and create draft invoices

Result

order processing time cut "over 70%"; time per order "15–20 minutes" → "< 1 minute (for a final review)"; admin ~8 hours/day on orders → ~30 minutes end-of-day review; data-entry errors "virtually eliminated"; invoices same day vs 24–48h lag

Tools

• Zapier + ChatGPT + Outlook + Google Sheets + QuickBooks (draft invoices)

Setup

1. filter orders@ emails
2. prompt ChatGPT for JSON (customer, PO#, SKU, qty, address)
3. log to Sheets
4. create draft QuickBooks invoice for human check

Source

zapier.com ↗

Specifics rating

high specifics high = concrete numbers/quotes; med = partial; low = qualitative

Results as reported by the source; not independently verified.