--- title: "Every emailed purchase order entered as a sales order, prices checked against your list, and differences sent to you" description: "A fixed-price automation for wholesale distributors that reads emailed purchase orders, matches the customer's part numbers to your items, checks every price against your list, enters the sales order in your ERP, sends price differences over your limit to your team by text, and confirms the order with the buyer." url: https://midnightflow.ai/packages/emailed-po-to-sales-order date_modified: 2026-10-27T15:15:30-07:00 --- [Wholesale distributors](https://midnightflow.ai/for/wholesale-distributors) # Every purchase order entered and price-checked before it ships. Purchase orders that arrive by email are read line by line, matched to your items, checked against your price list, entered as sales orders, and any price difference over your limit is texted to you to accept or correct. One-time build From $7,500 Live in 3 weeks\* Your time About 3.5 hours After launch We keep it running Runs on FlowRunner $45/month\*\* [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=wholesale-distributors&utm_content=emailed-po-to-sales-order.package-hero) See what you get \* The timeline may need to be adjusted depending on the requirements we receive. \*\* FlowRunner pricing varies with the volume of calls and messages. [See it in action, step by step](https://midnightflow.ai/for/wholesale-distributors) Live demo Try it on your own phone. Play the customer service lead at a distributor. Set your limit for price differences, send a purchase order, and the text comes to your phone. 1. Set your limit for price differences 2. Add your mobile number 3. Send the order, and watch your phone About two minutes. Have your phone handy. ## 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. ## How it runs One real example, start to finish. - Runs on its own - A person on your team decides 1. Order arrives A customer emails a purchase order at 6:40 p.m., and it is read line by line. 2. Matched to your items Each of the customer's part numbers is matched to your item numbers. 3. Prices checked Copper pipe is $38 on the order and $44 on your list. Your limit is $5. 4. Your team decides A person decides Your customer service lead sees the line, both prices, and the total. 5. Entered and confirmed The sales order is entered at $44, and the buyer gets a confirmation. What changes for your team Your customer service team stops typing purchase orders into the ERP line by line, and stops looking up customer part numbers one at a time. They still see every price difference that matters, laid out with both prices, and their job is to decide, not to type. Orders sent overnight are entered by morning, buyers get a confirmation without calling, and last year's prices get caught before the order ships. ## You stay in charge. The routine runs on its own. At these moments it stops, asks a person, and waits for the answer. - A line's price differs from your list by more than your limit. Text or Slack to your customer service lead, with the line, the customer's price, and your price - A customer's part number appears for the first time. Text or Slack to your customer service lead, with the best matching item to confirm - A quantity is far outside what the customer usually orders. Text or Slack to the account's sales rep ### You set the rules, and can change them any time - How far a price can differ from your list before you are asked, for every customer or tighter for your largest accounts. - Who approves what, by customer, product line, or order size. - What counts as an unusual quantity for each customer. - Whether entered orders release to the warehouse right away or wait for a final look. - What the buyer's confirmation says, and who it comes from. - What counts as a duplicate, and who is told. ## Your part is small. 3.5 hours of your team's time 3 weeks\* to live \* The timeline may need to be adjusted depending on the requirements we receive. **We build, connect, and test** _Midnight Flow_ **Order inbox login** _Customer service lead, 15 min_ Week 1, day 1 **ERP access** _Operations or IT manager, 30 min_ Week 1, day 1 **Accounts setup call** _Owner or controller, 45 min_ Week 1, day 1 **Your limits and past orders** _Customer service lead, 1 hour_ Week 1, day 3 **Test run review** _Customer service lead or owner, 1 hour_ Week 3, day 15 Project start Monday, November 2 Going live Monday, November 23\* An estimate, if we start next Monday. Want to start Monday, November 2? [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=wholesale-distributors&utm_content=emailed-po-to-sales-order.package-estimate) ### What can move the date - An ERP we have not connected to before. - Customers who order through EDI or a portal instead of email. - Customer-specific price lists or contract pricing that live outside your ERP. - Your team's time to review the test run and approve go-live. ## 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. ## 80% less time processing 125+ emails a day in different formats, with no added staff, at a transportation provider. [Read the case study](https://midnightflow.ai/portfolio/email-intake-automation) > It'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.' James Hereford, CTO ## The details ### Included - Every purchase order picked up as it arrives in your order inbox, as a PDF, a spreadsheet, a photo, or lines typed into an email. - Each order read line by line, including the customer, PO number, ship-to address, requested date, and every line's part number, description, quantity, and price. - The customer's part numbers matched to your items, with any part number seen for the first time sent to your team to confirm and remembered after that. - Every price checked against the customer's price in your ERP, and every quantity against what the customer usually orders. - Orders that match drafted as sales orders in your ERP, with differences within your limits accepted. - Price differences over your limits, new part numbers, and unusual quantities sent to your customer service lead by text or Slack with the order laid out, to accept or correct. - An order confirmation emailed to the buyer once the order is entered, with any corrected price shown. - Duplicate POs, sent twice or to two people, held and flagged. - A daily summary of orders entered, held, and corrected, with the price differences caught. - A test run on past orders from your biggest customers before go-live, and a walkthrough for your team. ### Not included - EDI setup and trading-partner onboarding. - Building or changing price lists and contract pricing in your ERP. - Inventory allocation, picking, and shipping. - Credit holds and collections. - Changes to your ERP setup beyond reading items and prices and entering sales orders. - Your FlowRunner subscription and AI model usage, which are billed separately. - Ongoing changes after launch, which are covered by the care plan or priced per change. ## After launch, we keep it running. ### On our care plan We monitor it, fix it, and make your changes, with a named contact. Your team does nothing. $300 a month, unlimited changes, cancel any month ### Or run it yourselves We hand it over and train your team on what it does and what to do if something looks off. Changes later: $75 an hour It keeps running. Your automation lives in a FlowRunner account in your business's name, so it never depends on us, and we hand everything over to you or whoever you choose. ## 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](https://midnightflow.ai/how-it-works) 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](https://flowrunner.ai/pricing). \*\* FlowRunner pricing varies with the volume of calls and messages. [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=wholesale-distributors&utm_content=emailed-po-to-sales-order.package-price) ## Frequently asked questions ### Does any order go into the ERP without someone checking it? Orders where every part number is known and every price is within your limits are entered automatically, the way your team would enter them. Everything else waits for your customer service lead. You decide whether entered orders release to the warehouse right away or wait for a final look. ### Do customers need to change how they send orders? No. They email orders the way they do today, in their own formats. If customers send to several people, we can watch each of those inboxes. ### Can different customers have different limits? Yes. You can set one limit for every customer or tighter ones for your largest accounts, and different approvers by customer, product line, or order size. You change them on the care plan whenever you like. 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. Lakeside Supply order alerts 1. 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. [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=wholesale-distributors&utm_content=emailed-po-to-sales-order.live-demo) ### 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. --- Markdown version of https://midnightflow.ai/packages/emailed-po-to-sales-order. Site index: https://midnightflow.ai/llms.txt