OKQ8 internal ordering system
Documented experience replacing an internal campaign-ordering workflow with a customer-owned application.
View published evidenceFor distributors, wholesalers, and operational commerce teams - AI Order Processing Automation
Design and implement a controlled workflow that turns incoming order emails, PDFs, spreadsheets, or portal data into validated order drafts and a clear exception queue.
If there is no clear pilot boundary, Clevero will say so before proposing implementation.
Where the friction appears - The recurring operational pattern
The exact systems differ, but the wasted effort usually sits between intake, interpretation, validation, exception handling, and re-entry.
- Manual re-entry. Order details arrive in inconsistent files or messages and are typed into another system by hand.
- Silent data errors. Customer references, quantities, addresses, prices, and product codes can be missed or interpreted differently.
- Unclear exception ownership. Teams spend time searching inboxes and spreadsheets to understand what is waiting, blocked, or already handled.
- Limited traceability. The original document, extracted values, human changes, and final system action are not connected in one audit trail.
Target workflow - A controlled path from source to system action
Automation handles repeatable steps; people retain control over exceptions and decisions that carry operational risk.
- Capture. Collect approved order inputs from email, upload, shared storage, API, or an existing portal.
- Extract. Read structured fields and line items while retaining the source document for review.
- Validate. Check required fields and compare customer, product, quantity, and commercial data with agreed business rules and source systems.
- Review exceptions. Send uncertain or nonconforming items to a human queue with the source and reason visible.
- Create the draft. Write an approved draft or structured payload to the target ERP, order platform, or integration boundary.
- Monitor. Record outcomes, retries, human corrections, and failures so the workflow can be operated and improved.
Production controls - What must exist around the happy path
The fixed-scope pilot includes operating and review controls so the workflow can be trusted, supported, and audited.
- Control 1. Human approval before an order becomes binding
- Control 2. Least-privilege access to inboxes and business systems
- Control 3. Source documents linked to extracted and corrected data
- Control 4. Confidence thresholds and explicit failure paths
- Control 5. Logs, retries, alerts, and a named exception owner
- Control 6. Agreed retention and deletion rules for documents and logs
Fixed-scope production pilot
Indicative €10,000–€25,000
approx. SEK 110,000–275,000
Excluding VAT and material third-party usage costs. Final scope, boundary, responsibilities, and acceptance criteria are agreed before implementation.
Request a workflow reviewPilot deliverables
- Workflow and exception map
- One production input path
- Extraction and validation rules
- Human review interface or queue
- One agreed target-system integration
- Logging, monitoring, documentation, and handover
Relevant evidence - Published work and product experience
These examples show adjacent experience with ordering, product information, and product media. Each project had a different scope.
Thunderful Group product information
Documented experience consolidating product data and integration foundations across three distribution companies.
View published evidenceQuestions - Before a workflow review
Does the AI approve and place orders by itself?
Not by default. The pilot defines which decisions remain human-controlled, what can become a draft, and which exceptions must stop the workflow.
Do we need to replace our ERP or order platform?
No. The first design goal is to work with a safe integration boundary around the systems that already perform their job.
What should we prepare for a workflow review?
A few representative inputs, the current process steps, the target system, common exceptions, approximate volume, and the person who owns the operation are enough to start.
Start with one operational bottleneck
Which workflow would create the most value if it ran faster and with fewer manual steps?
Share the workflow, systems, and exceptions involved. You do not need a finished specification. We will review it and reply with practical next steps.