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AI agent · Sales and quotations

Document intake agent: turns emails, PDFs and photos into records

The document intake agent reads the documents that arrive by email, as PDFs or as photos taken on a phone, and turns them into draft records: a sales order, a supplier bill, a delivery note or a site request. It attaches the original, so the person checking can see both side by side, and it leaves anything unclear for them to fill in.

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Document intake agentWaiting for you

Draft sales order SO-4471 from customer PO 77815

50 × cable ties 300 mm, pack of 100
S$230.00
120 × PVC conduit 20 mm, 4 m length
S$282.00
Subtotal
S$512.00
GST 9%
S$46.08
Total
S$558.08

Customer and both items matched to your records. The delivery date is handwritten and unclear (12 or 17 Nov), so it was left blank for you.

RejectEditApprove

Sample data. Harbourline Supplies Pte Ltd is not a real company.

The job

What it does, and what it never does

What it does

  1. 1Works out what kind of document it is: purchase order, supplier invoice, delivery order or site request.
  2. 2Reads the header and line items, and matches customers, suppliers and items to your records.
  3. 3Leaves a field blank and flags it when the text is unclear, rather than guessing.
  4. 4Attaches the original document to the draft record.
  5. 5Passes the draft to the right queue, for example to the quotation agent or the AP invoice agent.

What it never does

  • Save a final record without approval
  • Create a new customer or supplier
  • Take bank details from a document
  • Delete or move the original email

Document intake agent

Spec sheet
Job
Turns emails, PDFs and photos into records.
Module
Sales and quotations
Starts when
A document arrives in a channel you choose.
Default control
Draft for approval
Approved by
The person who owns that queue: sales admin for orders, accounts for bills, the project coordinator for site requests.
Always a person
Bank details are never taken from a document. A change to bank details always goes to a person.
Logged
Every draft, edit and approval, in your own system.
Off switch
Yes. Switch it off and the work goes back to your team.

Trigger

When it starts

A document arrives in a channel you choose.
  • An email with an attachment lands in a shared inbox, such as orders@ or accounts@.
  • Someone uploads a PDF or a scan to the intake page.
  • A site or warehouse team member sends a photo of a delivery order or a handwritten request from their phone.

Data

What it reads and what it writes

Least access: the document intake agent reads only the records this job needs, and it writes only drafts. Some things it never touches, whatever the settings.

Access is set per agent in the system we build, so you can see exactly what it can reach. Changing it goes through the same tests and review as any other release.

Access

  • Reads
  • Drafts
  • Never

  • Documents in the channels you choose

    Emails, PDFs, scans and photos

    Reads

  • Customers, suppliers and items

    To match names and codes

    Reads

  • Open POs, orders and jobs

    To link the document to them

    Reads

  • Draft orders, bills and requests

    Only the types you allow

    Drafts

  • New customer or supplier records

    Flagged for a person

    Never

  • Bank details

    Always a person

    Never

Control level

Draft for approval by default, with limits you set

Bank details are never taken from a document. A change to bank details always goes to a person.
  1. Level 1

    Suggest

    The agent recommends. A person does the work.

  2. Level 2 Default

    Draft for approval

    The agent prepares the record and waits. Nothing changes until a person approves. This is the default.

  3. Level 3

    Act within limits

    Opt in per action, under a S$ limit you set. Payments, deletions and messages to customers or suppliers always stop at a person.

    For the document intake agent

    Off for this agent. A record it reads becomes final only when a person approves it.

Sample data. Harbourline Supplies Pte Ltd is not a real company.

Always stops at a person, at every level

Payments, deletions, and messages to customers or suppliers. No setting turns this off.

Limits you can set

Set in the scoping call, changed whenever you need, and logged when they change.

  • Document types

    Choose which types it may read, and which queue each type goes to.

  • Channels

    Only the inboxes and upload points you name. Everything else is out of reach.

  • Unclear fields

    Anything it cannot read clearly is left blank for a person, never filled with a best guess.

  • Value check

    Documents above a S$ amount you set get a second approver.

Approval

The approval step

The person who owns that queue: sales admin for orders, accounts for bills, the project coordinator for site requests.

What the approver sees

  • The original document beside the fields the agent read
  • Fields it was unsure about, highlighted and left blank
  • The customer, supplier or item each name was matched to
  • Any link it found to an open PO, order or job

After approval

Once approved, the record is saved in its module with the original attached, and the next step starts: a quote, a match or a delivery.

What each choice does

  • Approve

    The change is made exactly as drafted, and the approval is logged with your name and the time.

  • Edit, then approve

    Your changes are logged as yours, next to what the agent first drafted.

  • Reject

    Nothing changes. The draft and your reason stay in the log.

Log

What is logged

Every step is recorded in your own system, with who proposed it, who approved it and what changed. For the document intake agent, that means:

  • The original file, and when it arrived
  • What the agent read from it
  • Which fields a person changed or filled in
  • Who approved, and when
  • The record it became
action_log1 entry
event
sales_order.approved
record
SO-4471
source
PO 77815 from C-2210, PDF, 2 pages
prepared_by
Document intake agent, 14:03
filled_by_person
delivery date: 17 Nov
approved_by
Sales admin, 14:20
total
S$558.08 incl. GST

Sample data. Harbourline Supplies Pte Ltd is not a real company.

Testing

How it is tested before go-live

The document intake agent goes live only after it has been run against agreed cases and you have signed it off.
  1. 1

    We agree the cases with you

    The everyday cases, plus the awkward ones your team already knows about.

  2. 2

    It runs on a test copy

    On sample data or a test copy of your system, never on your live records.

  3. 3

    Two people check it

    Our tester runs the test plan. Our ERP controller checks the business rules: prices, GST, tolerances and who approves what.

  4. 4

    The release is reviewed

    Lester Law, our founder, runs the AI coding agents and reviews every release before it reaches you.

  5. 5

    You sign off

    You check the results against the agreed cases. It goes live when you are satisfied.

Cases in the test plan

Each one is run and checked before go-live, with your own cases added.

  • Clean PDF from a regular customer
  • Phone photo taken at an angle
  • Handwritten quantities or dates
  • Document with lines on a second page
  • Supplier or customer it has never seen
  • The same document sent twice

Sample run

A sample run, start to finish

One run on sample data, as it appears in the activity log. The draft itself is shown at the top of this page.

  1. 14:02 · Customer C-2210, by email

    Attached: our PO 77815 (PDF, 2 pages).

  2. 14:02 · Document intake agent

    Read 2 lines and matched the customer and both items. Prices on the PO agree with the customer's contract prices.

  3. 14:03 · Document intake agent

    Drafted SO-4471 for S$558.08 including GST. Delivery date unclear: left blank and flagged.

  4. 14:20 · Sales admin

    Called the customer. Set delivery to 17 Nov and approved SO-4471.

  5. 14:20 · Document intake agent

    Logged the approval and attached the original PDF to SO-4471.

Sample data. Harbourline Supplies Pte Ltd is not a real company.

What to notice

  • The agent prepares and explains. It does not decide.
  • A named role approves, edits or holds, and that choice is logged.
  • Anything unclear is left for a person rather than guessed.

Where it fits

Part of Sales and quotations

Start with the document intake agent on the tools you run today, or inside our sales and quotation software, one part of the AI ERP we build.

Module

Sales and quotations

Enquiries in, priced quotations out, orders tracked to delivery.

Learn more about Sales and quotations

Industry

Construction and engineering

Progress claims, variations, site requests and subcontractor payments.

Learn more about Construction and engineering

Industry

Automotive workshops and dealers

Job cards, parts, service quotes and vehicle handovers.

Learn more about Automotive workshops and dealers

Industry

Field service and rental

Bookings, technician schedules, site jobs and equipment on hire.

Learn more about Field service and rental

Same module

Quotation agent

Drafts priced quotes from an enquiry.

Learn more about Quotation agent

Other agents

Price

The document intake agent on your data, as a quick build from S$15k

2 to 3 days of build. You own the code, with no per-user licence fees. After go-live, Run (hosting, support, AI usage) and Evolve (monthly build capacity) are priced in the phase plan.

Book a scoping call See pricing

FAQ

Questions about the document intake agent

What kinds of documents can it read?

+
Emails, PDFs, scans and phone photos of business documents such as purchase orders, supplier invoices, delivery orders and site requests. We agree the document types with you in the scoping call and test each one before go-live.

What happens with handwriting or a poor photo?

+
It reads what it can and leaves unclear fields blank, with a flag, so a person fills them in. It does not guess a date, a quantity or an amount.

Can it read documents sent over WhatsApp?

+
Not as standard. It reads emails, PDFs and photos sent to the channels you choose, such as a shared inbox or an upload page that staff send photos to from their phones. Staff can forward a WhatsApp message or photo to that inbox. Reading WhatsApp directly can be added on request, and we scope it with you. Whatever the channel, the result is a draft that a person approves.

Will it create new customers or suppliers?

+
No. When it meets a name it cannot match, it flags it, and a person decides whether to create a new record.

Can a document change a supplier's bank details?

+
No. Bank details are never taken from a document. A change to bank details always goes to a person, which also helps protect you from invoice fraud.

Do we keep the original document?

+
Yes. The original is attached to the record it became, so anyone checking later can see both.

How is this different from the AP invoice agent?

+
The document intake agent reads the document and creates the draft. For supplier invoices, the AP invoice agent then matches the bill to the PO and the goods received before finance approves it.

See the document intake agent on your kind of data.

Bring one workflow that hurts. In 30 minutes we show you how it would run as an approval queue on sample data, and what a quick build would cost.

Book a scoping call See pricing