Every order, confirmation and invoice, read the moment it arrives.
AI document processing is the work of reading the orders, RFQs, confirmations and invoices that arrive at an order desk or procurement inbox as email, PDF, scan or Excel, classifying each one, extracting the data the next step needs, and routing it to the right queue, person or workflow by the company's rules. Elentaria does this with the company's own routing rules, opens a case record for each message, and hands the ones the rules do not cover with confidence to a person with a suggested category and the reason.
Reads
Every email and attachment in a shared inbox such as orders@, purchasing@ or info@: the message body, PDF and spreadsheet attachments, forwarded threads and replies to earlier cases.
Checks
What each message is (order, quote request, order confirmation, invoice, complaint or question), which customer, supplier or open case it belongs to, and which of the company's routing rules apply to it.
Writes
The message and its extracted data to the right queue, person or workflow, the case record with the category, owner and source message, and the ERP or CRM record it relates to where a rule says so.
To a person
Messages the rules do not cover with confidence, with a suggested category, the reason for the doubt and the sender's history, so the decision takes one look instead of a search.
From message received to work in the right hands.
Elentaria connects intake, classification, extraction, routing and follow-through so every message in the shared inbox is read once, recorded once and carried to the person or workflow that acts on it.
Read everything the moment it lands.
Elentaria watches the shared inbox and turns each incoming message into a case: the sender, the thread it belongs to, the attachments it carries and the text that matters.
Email body, subject and signature, PDF, image and spreadsheet attachments, and the earlier messages in a forwarded or quoted thread.
Sender matched to the customer or supplier record in the ERP or CRM, the contact and the account owner, with new senders recorded for review.
Replies linked to the case they answer, duplicates and auto-replies recorded without opening a new case, and out-of-office messages set aside.
- Email received
- Attachments read
- Sender identified
- Thread linked
- Case opened
Decide what each message is.
Elentaria classifies each message by its purpose and its urgency, using the categories and the wording your team already uses, and records how sure it is.
Order, quote request, order confirmation, invoice, delivery query, complaint, return, general question or something else, in the category set your desk uses.
Urgency from the sender's own words and deadlines, the account's terms and the age of the thread, and messages that contain more than one request split into their parts.
A confidence level for each classification, with the reason recorded, so messages below your threshold go to a person rather than a queue.
- Purpose identified
- Category assigned
- Urgency assessed
- Confidence scored
- Low confidence held
Pull the data the next step needs.
Elentaria extracts the fields the receiving workflow needs from the message and its attachments, so an order reaches order entry as line items and a complaint reaches service with the order number already found.
Customer PO number, line items, quantities, part numbers, requested dates, delivery address and references, mapped to your part numbers.
Supplier reference, PO number, line items, prices, dates and totals, paired with the open purchase order in the ERP.
Order or invoice number, the product concerned, the issue described and what the sender is asking for.
- Fields extracted
- References found
- Records matched in ERP
- Gaps flagged
- Data attached to case
Move each message to the right queue, person or workflow.
Elentaria applies the company's routing rules to the classified message: which desk, which person, which workflow, and what happens when that person is away.
Routing by category, customer, supplier, region, product line, account owner and value, in the rules your team sets and can change.
Message and extracted data placed in the receiving queue, workflow or ERP task, the case assigned to its owner, and the sender acknowledged where your rules say so.
Backup owners applied when the named person is out, deadlines set per category, and reassignment recorded on the case.
- Rules applied
- Owner assigned
- Queue or workflow fed
- Sender acknowledged
- Deadline set
Make sure nothing stops in the queue.
Elentaria tracks each case after routing: whether it was picked up, whether the sender was answered, and whether the deadline your rules set for that category is about to pass.
Pick-up and answer times per case, replies from the sender linked to the same case, and the status shown against the message in the inbox.
Reminders to the owner before a deadline passes, escalation to the person your rules name when it does, and reassignment when a case is idle.
Case closed with its full history, and corrections your team makes to a category or a route recorded so the next similar message follows the corrected rule.
- Pick-up tracked
- Reply linked
- Reminder sent
- Escalated if idle
- Case closed
Automate the sorting. Keep the judgement calls.
Elentaria reads, classifies and routes; your rules, approvals and exceptions decide how work moves. Which categories exist, who owns each one and what a person must see before it goes anywhere are set by your team.
Replies to customers and suppliers, changes to an order and anything that moves money wait for the person you have named, with the message and the case in front of them.
Messages below the confidence threshold, unknown senders, requests that match no rule and messages with more than one purpose are held and routed to a person, never filed on a guess.
Every message shows what it was classified as, why, who owns it, what was extracted, where it went and whether it has been answered.
Common questions
What is AI document processing for an order desk?
It is the work of reading every order, RFQ, confirmation and invoice that arrives at an order desk or procurement inbox as email, PDF, scan or spreadsheet, classifying each document, extracting the data the next step needs, and routing it to the right queue, person or workflow with a case record behind it. Elentaria does this with the company's own categories and routing rules, inside the mailbox, ERP and CRM it already uses, and sends anything the rules do not cover with confidence to a person.
Which mailboxes and attachment formats does Elentaria work with?
Any shared inbox on the email system the company already runs, read message by message, with PDF, image and spreadsheet attachments read alongside the message body. The mailbox stays where it is, the folders your desk uses stay in place, and the categories are the ones your team already works with.
Does Elentaria replace our ERP?
No. The ERP stays the system of record. Elentaria reads customer, supplier and order records from the ERP the company already runs to identify senders and match references, and writes to it only where a routing rule says so, for example a sales order prepared from an order email. The mailbox, the ERP and the CRM stay in place.
Which tools do teams compare for this work?
Shared mailbox routing is usually evaluated with the document and order capture tools that read the same emails. The comparisons at https://elentaria.ai/compare/parseur-vs-conexiom, https://elentaria.ai/compare/esker-vs-workist and https://elentaria.ai/compare/best-workist-alternatives cover the tools most order desks shortlist and where each is the better choice.
How do we get started?
Bring one week of a shared inbox, or just its folder structure, to the demo. Elentaria is set up on your categories, owners and routing rules for that inbox, scoped on a live demo, and extended from there.
See how Elentaria would run your shared inbox.
Bring one week of a shared inbox, or just its folder structure, to the demo. You will see each message classified, its data extracted and routed, with the uncertain ones held for your team.