Every purchase order entered and price-checked before it ships.
Purchase orders arrive in every customer's format, sometimes at last year's price. The automation reads each one, matches every line to your items, checks every price against your list, enters the sales order, and texts you about any difference over your limit. We set it all up, connected to your ERP.
- One-time build
- From $7,500
- Live in
- 3 weeks*
- After launch
- We keep it running
- Runs on FlowRunner
- $45/month**
* The timeline may need to be adjusted depending on the requirements we receive.
** FlowRunner pricing varies with the volume of calls and messages.
Distributors report 20% to 40% of several customer service reps' time going to re-keying emailed orders (2016). Source: Distribution Strategy
A purchase order arrives at 6:40 p.m. Here's what happens next.
Without automation
$240
lost on one line
The order shipped at last year's price.
- 6:40 PMThe PO lands in the order inbox after everyone has gone home.
- Next morningSomeone types in all 4 lines and copies the customer's prices.
- Next weekThe order ships at $38 a unit instead of $44.
With automation
3 minutes
to enter and check the whole order
You caught the price before it shipped.
- 6:40 PMThe PO is read line by line.
- 6:41 PMEvery line is matched to your items and checked against your price list.
- 6:42 PMOne line is $6 under your list, over your $5 limit.
- 7:52 AMYour customer service lead texts back to send the current price.
- 7:53 AMThe order is entered at $44 and the buyer gets a confirmation.
80%
less time processing 125+ emails a day in different formats, with no added staff, at a transportation provider.
Read the case studyIt's working fantastically. Of all the things we've built, this is the one that I've been told, 'We'll be upset if you take this away from us now.'
You decide on every price difference over your limit.
-
42 purchase orders arrived overnight.
PDFs, spreadsheets, and lines typed into emails, every customer in their own format.
-
Every order read and matched to your items.
Orders where every item and price matches are entered and confirmed. A new part number was sent to confirm, and a duplicate was held.
-
1 order has a price under your list.
Brazos Mechanical ordered copper pipe at $38, and your list price is $44.
-
You decide from your phone.
Your customer service lead sees the line, their price, and yours, then accepts it or sends the current price.
It always asks before:
- Price differences over your limit
- Part numbers seen for the first time
- Quantities far outside the usual
Purchase orders this morning
From your order inbox
- Gulf Coast Electric PO 3318, 12 lines, all prices match$4,812 New Entered
- Brazos Mechanical PO 7710, 1 line at last year's price$2,960 New Read Your OK
- Hill Country Builders PO 0921, 6 lines, all prices match$1,145 New Entered
- Pecos Plumbing PO 4402, 1 new part number$688 New Part to confirm
- Red River HVAC PO 2210, sent twice$2,075 New Held, duplicate
Your customer service lead's phone
- 7:52 AM Automated
PO 7710, Brazos Mechanical
Copper pipe, 3/4 in, 40 pcs
Their price: $38
Your list: $44
Brazos Mechanical's PO 7710 is drafted as an order. One line is $6 a unit under your price list.
- 7:53 AM
Done. Entered at $44, and Brazos Mechanical was sent a confirmation showing the current price.
What you get
Every order read
PDFs, spreadsheets, and emails, in each customer's own format.
Matched to your items
Customer part numbers matched to yours, and remembered once confirmed.
Prices checked
Every line checked against your price list, with differences over your limit sent to you.
Entered in your ERP
Sales orders drafted with the right items, quantities, and prices.
Buyer confirmed
An order confirmation goes out as soon as the order is entered.
Duplicates held
The same PO sent twice is caught before it ships twice.
Kept running for you
On the care plan, we monitor it, fix it, and make your changes.
Tested before launch
We run it on your past orders and walk your team through it.
Works with what you already use
- Gmail
-
Outlook - Your ERP
- NetSuite
- Epicor Prophet 21
- Epicor Eclipse
- Acumatica
- QuickBooks Online
- Text messages
- Slack
Product names and logos are trademarks of their owners. Midnight Flow is not affiliated with or endorsed by them.
From $7,500
One-time build. Live in 3 weeks*. We keep it running.
* The timeline may need to be adjusted depending on the requirements we receive.
Our price covers the build: setup in your accounts, tuning on your own past data, and training your team. FlowRunner runs it from there. How we work
Extras that apply: your FlowRunner subscription, $45/month**, billed by FlowRunner, and your AI model usage, billed by your AI provider. Neither is included in our price. We set both accounts up for you. See FlowRunner pricing. ** FlowRunner pricing varies with the volume of calls and messages.
Live demo
Try it as the order desk.
Texting your phone
Preview: these texts are simulated on this page. The live demo sends them to your phone.
- Alerts from your order desk automation
What's happening
That was the automation.
The purchase order was read, matched to your items, checked against your price list, and entered, and you were asked only when a price needed you. Your version reads your customers' orders and works in your ERP. We set it up in about three weeks.
Check your phone!
The order is being checked now. Your text arrives in about 10 seconds, and this page shows each check as it happens.
More for wholesale distributors
Each runs on its own, and they share connections when you add more.
Frequently asked questions
Why not just use ChatGPT or Claude for this?
A chat assistant reads a purchase order when you paste it in. The order still has to be typed into your ERP, line by line, with the right item numbers and prices. This runs on its own when a PO lands at 6:40 p.m. It reads every line, matches the customer's part numbers to yours, checks every price against your list, enters the sales order, and texts you only about the lines that need a decision.
Our customers all send different formats. Will it cope?
Yes. It reads PDFs, spreadsheets, and orders typed into the body of an email, in each customer's own layout. Before go-live we run it on your past orders from your biggest customers, so the formats you see most are tested first.
What happens with part numbers it has not seen before?
The first time a customer's part number appears, it is matched to your item and sent to your team to confirm. Once confirmed, it is remembered, so the next order with that part goes straight through.
Who looks after it once it is live?
We can. On the care plan, we monitor it, fix it, and make your changes, so your team does nothing. If you would rather run it yourselves, we hand it over. Either way it lives in a FlowRunner account in your company's name, so it never depends on us.
We run NetSuite, Prophet 21, Eclipse, or Acumatica. Will this work with it?
Yes. We connect to the ERP you already use, along with your order inbox and your team's phones or Slack. Your team keeps working in the screens they know.
What else will I pay for besides your fee?
Two extras apply to every package. Your FlowRunner subscription is billed monthly by FlowRunner, and your AI model usage is billed by your AI provider. We set both accounts up as part of the build. See FlowRunner pricing.
Fit check
Tell us about your office and the process you would hand off first. We tell you whether it fits, what it would cost, and how soon it could be live.
- About two minutes to fill in
- Pick a call time the moment you send it
- A fixed price before any work starts
Rather talk it through? Book a call
Thanks. We have your answers.
A copy is on its way to your inbox. Pick a time for a 30-minute call, and we will have read your answers before we talk.
See whether this fits your office
A 30-minute call against how you work today, or a short fit check if you would rather write than talk.