Orders received by email created automatically in your invoicing tool
An order arrives by email: customer, items and quantities are picked up automatically, the invoice is drafted and the tracking sheet updated.
Typical guidepostAn invoice ready in 30 seconds instead of 15 minutes.
Typical example: every project is adapted to your tools and the way you work.
The starting point
Every morning, someone opens the inbox, copies each order into the invoicing software, then a second time into the Excel tracking sheet. One typo on a quantity, and it is an invoice to redo and a customer to call back.
What changes day to day
- No more orders copied by hand.
- Typing errors disappear: the data comes straight from the email.
- In the morning, invoices are ready to approve instead of ready to type.
How it works
The order arrives
The email is picked up as soon as it lands, whether it comes from the website form, a regular customer or a marketplace.
The details are read
Customer, address, items, quantities, requested delivery date: everything is captured, including from a PDF purchase order.
The customer is matched
If they already exist in your software, the order is linked to them. If not, the record is created and you are notified.
The invoice is drafted
It is created as a draft in your invoicing software, with the right prices. All you have to do is approve it.
Tracking is up to date
The matching row appears in the tracking sheet and the team gets a notification.
Safeguards
Invoices stay as drafts: nothing is sent to a customer without a human approving it. If an order is unreadable or incomplete, it is set aside and flagged instead of guessed.
Tools we use
You keep your current software: we connect it.
- An automated sequence (n8n or Make) watching the inbox
- The invoicing software you already use (Pennylane, Axonaut, Sellsy…), connected through its official integration
- Google Sheets or Excel online for the tracking sheet
More examples
Incoming requests sorted by AI and forwarded to the right person
Quote requests, after-sales, billing questions: every email sent to the general address is read, sorted, summarised and forwarded to the right person.
Typical guidepost: around 4 hours a week recovered from sorting requests.
Read the exampleQuote follow-ups that go out on their own
A quote with no answer for a week? A polite follow-up goes out automatically, signed by you, and stops as soon as the customer replies.
Typical guidepost: 100% of planned follow-ups go out on time, without manual tracking.
Read the exampleThe monthly report ready on the 1st, without touching it
Revenue, margin, pending quotes, top customers: the month’s dashboard lands in your inbox as a PDF on the 1st at 7am.
Typical guidepost: a monthly report ready in 2 minutes instead of half a day.
Read the example