Order AI Ingestion
RAVENT's AI Order Ingestion transforms this chaos into a streamlined, automated process. Our intelligent agent works 24/7, reading every email, understanding what your customers want, and creating structured orders ready for fulfillment—without any manual data entry.
From Chaos to Clarity: AI-Powered Order Processing
Every day, your inbox fills with orders—emails from customers, spreadsheets, PDFs, photos, messages, all in different formats. Each one needs to be read, interpreted, and manually entered into your system. It's time-consuming, error-prone, and keeps your team buried in administrative work instead of serving customers.
The Problem: Orders That Don't Speak the Same Language
Your customers order the way that's convenient for them. One sends an Excel spreadsheet. Another forwards a photo of a handwritten list. A third sends a quick WhatsApp message with product codes. Each format is different, each structure is unique, and your team spends hours every day deciphering, translating, and typing.
The hidden costs add up fast:
• 6-8 hours daily spent just processing orders manually
• 15-20 minutes per order to read, interpret, and enter into your system
• Constant errors from misreading handwriting or mistyping product codes
• Delayed responses because orders sit in the queue waiting to be processed
• Inability to scale without hiring more people to do the same tedious work
• 15-20 minutes per order to read, interpret, and enter into your system
• Constant errors from misreading handwriting or mistyping product codes
• Delayed responses because orders sit in the queue waiting to be processed
• Inability to scale without hiring more people to do the same tedious work
How RAVENT AI Changes Everything
RAVENT's AI Order Ingestion connects directly to your email inbox and becomes your tireless digital assistant. It reads every incoming message, understands the intent, extracts order information from any format, and intelligently matches what customers want with what you sell.
Intelligent Document Understanding
Your AI agent reads and understands orders in any format—spreadsheets, PDFs, photos, handwritten lists, plain text emails, or messages copied from WhatsApp. No templates required. No special formatting needed. Just send it, and the AI figures it out.
Intelligent Document Understanding
Your AI agent reads and understands orders in any format—spreadsheets, PDFs, photos, handwritten lists, plain text emails, or messages copied from WhatsApp. No templates required. No special formatting needed. Just send it, and the AI figures it out.
Smart Product Matching
Here's where the magic happens. Your customers don't always use your exact product names or codes. They might abbreviate, use informal names, or refer to products the way they think about them, not how they appear in your catalog.
RAVENT's AI doesn't just look for exact matches—it understands meaning. Using advanced similarity scoring, the system compares what the customer requested with your actual product catalog and suggests the closest matches. It's like having an experienced salesperson who knows both your products and how customers talk about them.
Example: Customer writes "choc bars 24pk" and your AI agent knows they mean "Chocolate Bars - Case of 24 units" even though the wording is completely different.
RAVENT's AI doesn't just look for exact matches—it understands meaning. Using advanced similarity scoring, the system compares what the customer requested with your actual product catalog and suggests the closest matches. It's like having an experienced salesperson who knows both your products and how customers talk about them.
Example: Customer writes "choc bars 24pk" and your AI agent knows they mean "Chocolate Bars - Case of 24 units" even though the wording is completely different.
Always Watching, Always Processing
Connect your dedicated orders email address (like orders@yourcompany.com) and the AI agent monitors it continuously. New order arrives at 2 AM? It's processed and ready for review by the time your team logs in. Holiday rush with hundreds of orders? The AI handles them all without breaking a sweat.
Human-in-the-Loop Verification
While the AI does the heavy lifting, you stay in control. Processed orders appear in a review queue where your team can quickly verify, adjust if needed, and approve—transforming what used to be 15-20 minutes of data entry into 2-3 minutes of smart verification.
Structured and Ready to Go
Once approved, orders flow seamlessly into RAVENT HUB in a clean, standardized format—ready for fulfillment, invoicing, and all your downstream processes. No more messy data. No more manual cleanup. Just consistent, structured orders every single time.
Real Results: Central Foods Case Study
The Challenge:
Central Foods, a wholesale food distributor in the Riviera Maya, received over 100 orders daily via email—each in completely different formats. Their team spent 6-8 hours every day reading emails, interpreting what customers wanted, and manually transcribing everything into their system. It was slow, tedious, and prone to errors.
The Solution:
RAVENT's AI Order Ingestion connected to their orders inbox and began automatically analyzing every incoming email, extracting order details, matching products against their catalog, and creating structured draft orders for quick review.
The Results:
• Processing time reduced from 15-20 minutes to 2-3 minutes per order
• 500+ messages processed automatically without adding staff
• Team refocused from data entry to customer service and strategy
• Ability to scale volume without scaling headcount
• Virtually eliminated manual transcription errors.
• 500+ messages processed automatically without adding staff
• Team refocused from data entry to customer service and strategy
• Ability to scale volume without scaling headcount
• Virtually eliminated manual transcription errors.
The Business Impact
Process Orders in Minutes, Not Hours
What used to consume most of your day now happens automatically. Your team reviews and approves instead of typing and re-typing, freeing them to focus on customers, strategy, and growth.
Scale Without Limits
Handle 10 orders or 1,000 orders with the same effort. Your AI agent doesn't need breaks, doesn't get overwhelmed, and processes orders at the same lightning speed whether it's a slow Tuesday or your busiest day of the year.
Eliminate Manual Errors
No more typos, no more misread handwriting, no more wrong product codes. The AI reads accurately every time, and your team's quick verification catches any edge cases before orders move forward.
Reduce Operational Costs
Stop spending money on manual data entry. Reduce the administrative burden by up to 70% and redirect those resources toward activities that actually grow your business.
Respond Faster to Customers
Orders that used to sit in a queue for hours get processed immediately. Customers receive confirmations faster, and you can fulfill orders sooner—creating a better experience that drives loyalty and repeat business.
Accept Orders Any Way Customers Want to Send Them
Stop forcing customers to use special forms or formats. Let them order however they prefer—email, spreadsheet, photo, message—and your AI handles the rest. Remove friction and make it easier to do business with you.
How It Works
1. Connect Your Inbox
Point your orders email address to RAVENT's AI agent. It starts monitoring immediately—no complex setup, no IT project required.
2. AI Reads and Understands
Every incoming email and attachment is analyzed. The AI identifies orders, extracts customer details, product requests, quantities, and any special instructions—regardless of format.
3. Intelligent Product Matching
The AI compares customer requests against your product catalog using advanced similarity algorithms. Even when customers use different names, abbreviations, or informal descriptions, the system finds the right products.
4. Review and Approve
Your team sees clean, structured draft orders with all information extracted and products matched. A quick review confirms everything looks good, then one click approves and sends the order to fulfillment.
5. Seamless Integration
Approved orders flow into RAVENT HUB and can sync with your ERP, accounting system, or any other tools in your tech stack—maintaining a single source of truth across your entire operation.
Who Benefits Most
Wholesalers and Distributors
Receiving dozens or hundreds of orders daily from customers who all use different ordering methods? AI Order Ingestion handles the variety automatically.
Manufacturers with B2B Customers
Capture delivery confirmation with geolocation tracking. Every scan records when and where the pass was verified, providing auditable proof for your customers and compliance requirements
Food and Beverage Operations
Restaurants, catering companies, and food service businesses receiving orders from multiple venues—process them all without growing your admin team.
Any Business Drowning in Order Emails
If your inbox is full of orders in different formats and your team spends significant time on data entry, RAVENT AI frees you from that burden.
Part of the Complete RAVENT Platform
AI Order Ingestion is just the beginning of your automated order-to-cash journey. Once orders are in the system, RAVENT HUB takes over to orchestrate fulfillment, RAVENT GO empowers your field teams, RAVENT FLEET optimizes delivery, and RAVENT FLOWS automates everything in between.
Together, these solutions transform your entire operation—from that first customer email all the way through to fulfilled orders and collected payments.
Together, these solutions transform your entire operation—from that first customer email all the way through to fulfilled orders and collected payments.
Stop Processing Orders Manually
Every minute your team spends typing orders from emails is a minute they're not spending on activities that grow your business. Every error costs money and frustrates customers. Every order that sits in a queue waiting to be processed is a delayed delivery and a slower cash cycle.
RAVENT's AI Order Ingestion eliminates the bottleneck.
Let artificial intelligence handle the tedious work while your team focuses on what humans do best—building relationships, solving problems, and driving your business forward.
Ready to transform how you process orders?
See how AI can handle any format, match any product, and free your team from hours of daily data entry.
Ready to transform your operation?
Schedule a demo and discover how RAVENT can automate your fulfillment from start to finish
