Human review by default
Nothing reaches your ERP until someone on your team approves it. Fully automatic approval is built in from day one, but stays switched off until you ask for it.
Emailed orders, processed without the retyping
Bespoke order automation for UK wholesalers and manufacturers. Built around your inbox and ERP, and yours to own outright once it’s live.
One workflow, inbox to dispatch
Five stages, each one useful on its own. Most clients start with capture and review, then add the warehouse and carriers.
Orders read straight from the inbox
A dedicated order inbox is watched around the clock. Each email and its attachments are read, every field is scored for confidence, and anything unclear is flagged rather than guessed.
How order capture worksOne queue, one click to approve
Orders wait in a single queue, oldest first, with the original email a click away. Your team checks the warnings, corrects anything that needs it and approves.
How order review worksCreated in your ERP, as you would
Approved orders are created in Unleashed or your ERP with the right customer, prices and PO reference, so invoicing and reporting carry on as they do today.
How the ERP sync worksPick lists on the warehouse floor
Approved orders appear on rugged handheld devices straight away. Staff pick, enter weights and dimensions, and photograph each packed order.
How the warehouse worksCarrier booked, label printed
Delivery is priced live, the shipment is booked with the right carrier, and the label and ship note print automatically.
How shipping worksFewer keying errors
Every line is checked against your ERP before approval: product code, stock and price. Problems surface at review, not when the customer queries the invoice.
Faster turnaround
Orders are in the queue, already filled in, moments after they arrive. Approving one takes seconds, not minutes of copying and pasting.
A complete record
Who approved, edited or removed each order, and when, through to the warehouse and the carrier. Customer queries are answered in a single search.
Reads the orders you already receive
In whatever format your customers send them.
- PDF purchase ordersTyped or scanned
- Excel & CSVAny layout, any sheet
- Word documents.docx order forms
- Email body textOrders typed into the email
- Web shop ordersShopify, WooCommerce
- Accepted quotesRaised in your ERP
- Repeat orders“Same as last month”
- Manual entryPhone orders, same screen
Built around the way your team already works
Your ERP stays the system of record. We build the layer around it that does the reading, checking, chasing and booking.
Order automation
Purchase orders arrive in every format imaginable. We turn them into clean, checked orders in your ERP, with a person approving each one.
- Dedicated order inbox, monitored 24/7
- AI extraction with a confidence score on every field
- Product, stock, price and duplicate PO checks
- One-click approval into Unleashed or your ERP
Warehouse pick & pack
Replace printed pick lists and trips to the office with rugged handheld devices that show every order the moment it’s approved.
- 4-digit PIN sign-in, shared between shifts
- Pick lists sorted by product group
- Weights, dimensions and photos captured on the device
- Collections tracked with days waiting
Shipping & carriers
Once an order is packed, the platform prices it with the carrier, books it, prints the label and ship note, and completes the order in your ERP.
- Live pricing and booking with your carrier accounts
- Delivery price differences held for the office
- Labels and ship notes printed automatically
- Tracking saved back to the order
Automation you can trust with real orders
The same rules apply to every build, whatever the size.
Your ERP stays in charge
We don’t replace Unleashed, Xero or your stock system. Orders are created there as your team would create them, so pricing, invoicing and reporting carry on unchanged.
Every action logged
An audit log records who approved, edited or removed each order and when, through to the warehouse and the carrier. When a customer queries an order, the answer is one search away.
Low running costs
No per-user licence fees. Hosting, AI processing and cloud printing are billed to you directly at cost: for a few hundred orders a month, that’s typically under £50 a month.
Built for you, owned by you
Every platform is a bespoke build, not a licence to shared software. Once it’s live you own it outright, running on a UK server in an account in your company’s name.
Built to last
Built on Laravel, one of the most widely used web frameworks, and kept current with quarterly updates and security patches. No obscure tools and no dead ends.
Connects to the systems you already run
ERPs, CRMs, accounts packages, web shops and carriers. If a system has an API, we can usually connect to it.
How the ERP sync works
Unleashed
Xero
Shopify
Linnworks
Sage
Salesforce
Cin7
WooCommerce
QuickBooks
Brightpearl
DPD
DHL
Royal Mail
APC
Palletways
- Unleashed
- Xero
- Shopify
- Linnworks
- Sage
- Salesforce
- Cin7
- WooCommerce
- QuickBooks
- Brightpearl
- DPD
- DHL
- Royal Mail
- APC
- Palletways
Example workflows. What we’d build for operations like yours.
HVAC & climate distribution
From emailed POs to booked pallets for a heating and cooling distributor
Orders arrive as PDFs, spreadsheets and plain emails. Every one is keyed into Unleashed by hand, then walked to the warehouse and booked with a carrier by phone.
UnleashedXeroMicrosoft 365DPDTPN
Trade & online supplies
Trade POs and web shop orders in one queue for a trade supplier
Web shop orders and trade purchase orders are handled by different people in different systems, and the warehouse works from two lists.
ShopifyCin7XeroMicrosoft 365DPD
Food & drink wholesale
Delivery days, pallets and customer collections for a drinks wholesaler
Orders arrive for specific delivery days, some go out on pallets and some are collected from the warehouse, and nobody is quite sure which collections are still waiting.
BrightpearlQuickBooksMicrosoft 365TPNQuestions we’re asked most
The things operations and finance teams usually want to know before a discovery call. Anything else, just ask.
Do we have to change our ERP or accounts software?
No. We build around the systems you already use. Orders are created in Unleashed or your ERP in the normal way, and invoices continue to flow to Xero or your accounts package exactly as they do today.
Who owns the platform once it’s built?
You do. Every platform is a bespoke build for your business, not a licence to shared software. Once it’s live you own it outright: it runs in hosting accounts set up in your company’s name, there are no per-user fees, and keeping us on for maintenance is your choice, not a condition.
How accurate is the AI at reading orders?
Very accurate on clear, typed purchase orders, and less certain with poor scans or handwritten notes. That’s why every field gets a confidence score, anything under 7 out of 10 is flagged, missing details are left blank rather than guessed, and every order is approved by a person before it goes anywhere.
Can we start with just part of the workflow?
Yes, and we usually recommend it. Order capture, review and ERP sync make a sensible first phase. Once that’s live and proving itself, the warehouse devices, carrier booking and add-ons can follow.
How long does a build take?
It depends on scope, but as a guide: order automation takes around six weeks from the agreed start date, and the warehouse and shipping phase around eight weeks after that. Each phase includes a testing period with your team before it goes live.
What if an order needs changing after it’s approved?
Approved orders are ordinary orders in your ERP, so your team amends them there as usual. When the warehouse opens an order for picking, the platform refreshes it from your ERP, so pickers always see the latest version.
Where is our data kept, and is it used to train AI?
Your platform, database and email attachments live on a UK server, in a London data centre, in an account in your company’s name. Orders are read through OpenAI’s business API, and data sent through the API isn’t used to train OpenAI’s models by default.
What does it cost to run once it’s live?
The essentials are paid to providers directly: hosting (around $25 a month including daily backups), AI processing (roughly 2p to 5p per order) and, if you automate printing, PrintNode at $9 a month. For a few hundred orders a month that’s typically under £50. Maintenance from £80 a month is optional. The pricing page has the full breakdown.
Who looks after the system once it’s live?
We do, if you’d like us to. Optional maintenance covers quarterly Laravel and package updates, server security patches and testing after every update. Further changes are quoted before work starts and billed at our hourly rate.
What will you need from us to get started?
Access to your ERP and the order inbox, a good set of real example orders (including the awkward ones), and for the shipping phase your carrier account details and current ship note. We confirm exactly what’s needed when we write the specification.