Emailed purchase orders into Unleashed, without the retyping

Zestcode Automation builds a bespoke order platform that turns emailed purchase orders into Unleashed sales orders: AI reads the PO, each line is checked against your Unleashed data, and a person approves it before the order is created. Once it’s live, the platform is yours, with no per-user licence attached.

Unleashed is good at what happens after a sales order exists. Allocation, costing, purchasing and invoicing all run well inside it. The weak point for most wholesalers is the step before: someone opening a PDF, finding the customer, keying in twenty product codes and checking prices by eye.

Following one PO from the inbox to Unleashed

Take a hypothetical example. A plumbing merchant emails a two-page PDF to your orders@ address at 7.40am, with a note in the email body asking for delivery to a different branch.

1. The platform picks up the email and reads the body and the PDF together, so the branch address in the note isn’t lost.
2. Each field is pulled into a fixed structure (customer, PO number, delivery address, lines, quantities, prices) and given a confidence score out of 10. A smudged quantity on a scanned page might score 5 and be highlighted.
3. The sender is matched to a customer in Unleashed. Each product code is looked up, along with available stock and the price that customer should pay.
4. The PO number is checked against earlier orders from the same customer, so a forwarded copy doesn’t become a second order.
5. The order lands in a review queue. Your sales administrator sees the original PDF beside the extracted order, corrects the flagged quantity and clicks approve.
6. The sales order is created in Unleashed with the customer’s PO number as the reference, just as if it had been keyed in, and Unleashed carries on from there with your usual invoicing and stock control.

What gets checked against Unleashed before approval?

The checks are ordinary code rather than AI, so they give the same answer every time:

• Product codes. Does the code exist in Unleashed? If the customer used their own part number or a description, the line is flagged for someone to map.
• Stock. Is there enough available in the warehouse the order will ship from?
• Price. Does the unit price on the PO match what Unleashed says this customer should pay? A mismatch is shown, not silently corrected.
• Customer. Which Unleashed customer does this sender belong to? A new customer can be created in one click.
• Duplicates. Has this PO number already been used by this customer?

Missing information stays blank. If a PO has no delivery date, the platform won’t invent one, and the reviewer can see at a glance which fields need a phone call.

Why not a connector app or an import template?

Unleashed has an API and a marketplace of integrations, and if your orders come from a web shop, an off-the-shelf connector may be all you need. Emailed POs are a different problem. They arrive in dozens of layouts, from customers’ buying systems, from spreadsheets and from people typing into Outlook, and a CSV import template rarely survives contact with them for long.

A bespoke build is worth it when orders arrive by email in volume, when trade customers have their own pricing, and when you want a person to see a clear set of warnings before anything reaches Unleashed. More on how the reading works is on the order capture page.

Who owns it, and what does it cost?

The platform belongs to your business. It’s hosted in accounts set up in your company’s name, so if you stopped working with us tomorrow it would keep running. There are no seat licences, and a maintenance plan is something you can take or leave.

As a guide, capture, review and the Unleashed sync together usually come to £8k–£12k ex VAT and take around six weeks. Running costs are small: hosting is roughly $25 a month and the AI costs a few pence per order, so a few hundred orders a month normally costs under £50 to run. We write a specification first, free of charge, and then give you a fixed quote. The full breakdown is on the pricing page.

Where it can go after the inbox

Most Unleashed users start with the order inbox and stay there for a while. Later, the same platform can send approved orders to rugged Android devices in the warehouse for picking and packing, then price and book the carrier at dispatch and complete the order in Unleashed. Each stage is useful by itself, so there’s no need to commit to all five on day one.