Orders are typed by hand
Someone opens the PDF, finds the item number, checks the agreed discount and types. Then the next email. That is a morning, every day.
For wholesalers and manufacturers who get orders by email
Your customers still email their orders. Let them carry on.
Doclane reads orders, invoices and claims from the inbox, from a form or by upload. PDF, Excel, plain text in the body, it makes no difference. The records are created in your own system, whether that is Business Central, Uniconta or e-conomic. No web shop, no portal, no new workflows.
- 100 % EU-hosted
- Business Central, Uniconta, e-conomic
- GDPR · your data never leaves Europe
- European support
The problem
Sound familiar?
Mistakes cost money
ATM-11017 gets typed as ATM-11071. The wrong pallet goes on the lorry, and the credit note and the phone call follow.
It all rests on one person
Ask who types the orders. There is usually one name. And a week in July when the pile grows.
The obvious answer is "a web shop" or "an EDI project". But your customers want to order the way they always have. And they should be allowed to.
How it works
From email to finished record. Without new workflows.
1. The document arrives
However your customers prefer: an email you forward (or forward automatically), or a form where they can upload documents. It can be a page we host for you, or a form placed directly on your own website. You choose the channels.
EmailFormFile upload
2. Doclane reads and understands it
Whether it is an order, a claim, product data or a new customer, the AI finds the right details such as customer, item numbers, quantities, prices and company registration number, and matches them against your own master data.
3. The record is ready in your system
A sales order, claim, item or customer record is created in the right place in the destination you use. Approve with one click, or let regular customers go straight through. When the AI is unsure, it asks instead of guessing.
How it is set up
You get your own secure receiving address. Forward manually whenever it suits you, or let us set up an automatic rule in your mail system together with your IT or ERP partner, so everything sent to orders@ goes across on its own. Mail that is not an order or a document is filtered out and never stored.
Channels
Your customers learn nothing new. They just send.
An email you forward. A form they upload to. Or a page you drop straight into your own website. You pick the channels, and the customer notices no difference.
- Embedded in your own siteAn embed script places the form on your own page. You set the colours and the logo.
- In the customer's languageThe form can be switched on in several languages, and the customer gets a language picker.
- Email bodies are read tooIf the order is written in the message with nothing attached, the text is read as a document. Mail that is not a document is filtered out and never stored.
Validation
The record is right before it is created.
The customer types the company name and registration number. Doclane fetches the rest from the registers as they type, so a typo in the VAT number is caught on screen rather than in finance.
- Company register and VIES in real timeCompany status and VAT number are verified while the customer fills in the form.
- More than name and addressIndustry, year founded, headcount, key figures from the latest accounts and ownership.
- Duplicates are caughtIf the customer record already exists, Doclane says so instead of creating it again.
Learning
The system learns as you correct.
Doclane gets sharper on your documents as they are approved. When someone fixes a field, the work is not wasted: the correction is remembered and applied the next time a similar document arrives.
- Corrections are rememberedFix a field by hand and the correction is learned and applied to your coming documents. The same mistake does not have to be fixed twice.
- Fixed formats are recognisedA sender's fixed document format is learned by the system on its own as the documents get approved.
- Your learning stays with youWhat the system learns from your corrections is kept isolated per customer and never shared with anyone else. It is in the data processing agreement too.
What it means for you
Less typing. More business.
1
Get the hours back
Minutes per order become seconds. That time goes to customers instead.
2
Fewer errors, fewer credit notes
Item numbers and quantities are checked against your own master data before anything is posted. A wrong number is caught on screen rather than in the warehouse.
3
Grow without hiring people to type
Twice the orders does not require twice the hands. And July stops being a capacity problem.
Everything your customers send
One system for all the documents that land with you.
Customer orders
PDF, Excel, plain text in an email, or a purchase order from the customer's own system. Out comes a sales order with the right item numbers and the customer's own prices.
See the moduleSupplier invoices
Amounts, lines and supplier are read and matched against master data. The invoice sits structured in your ERP rather than as a PDF in an inbox.
Claims
Shortages, damage, wrong deliveries. Often the slowest desk in the building, because every case has to be traced back to the original order. That tracing is exactly what Doclane does first.
See the moduleProduct data
Item numbers, prices, descriptions, dimensions. In as product sheets and price lists, out as items in your catalogue.
See the moduleCustomer onboarding
The company register and VIES are checked while the customer fills in the form. Your sales rep adds the internal fields afterwards. Then it becomes a customer record.
See the moduleEvery type ends up in the same place: as correct records in your own system.
Destinations
The record has one place to go. We know the way.
Doclane is not built for a single ERP. The document is read the same way regardless of where the record ends up, and the destination only decides how it is written. Three are supported today. More are coming, including PIM and web shop platforms.
Microsoft Dynamics 365 Business Central
Doclane writes to standard objects through the official APIs. Your setup, dimensions and approval flows work exactly as before.
Business CentralUniconta
Doclane works against Uniconta through the official API and follows the chart of accounts and dimensions you already have in place.
Unicontae-conomic
Doclane connects to e-conomic through Visma's REST API and creates records in the customer groups and chart of accounts you already use.
e-conomicRunning something else? Write to us. New destinations get built when a customer needs one, not when a roadmap says so.
Workflows
You build what happens next. We run it.
Doclane reads the document the same way every time. What happens after that is yours to assemble: one branch per document type, and in each branch the steps the case needs. Create in the ERP, send a reply, ask a colleague, or stop and wait for a decision.
Create in the ERP
Sales order, return order, credit note, customer record or item, in the destination you use.
Send email
A template with fields from the document: order number, order lines, amounts and the document number from the ERP.
Condition
Carry the branch on only if something holds. Are there photos on the claim, for instance?
Approval
By the customer, by the sales rep or by an administrator, before anything is posted.
Lookup
Company register and VIES, plus company data such as status, address, key figures and owners.
Build a file
A spreadsheet, for example, generated and forwarded to finance automatically.
Claims alone can run to nine scenarios: shortage, damage, overage, wrong item and sales credit, each with its own decision about a credit note, a return or a new invoice.
Reassurance and questions
What you are probably thinking right now.
Do our customers have to change anything?
No. They send orders exactly as they do today. They will not even notice Doclane exists.
Do we have to change our workflows?
No. The orders simply show up in your own system instead of having to be typed. You decide whether they are approved manually or run automatically.
Which systems can you create records in?
Today Business Central, Uniconta and e-conomic. Doclane is built with the destination as a separate layer, so the document is read the same way regardless of where the record ends up. New destinations, including PIM and web shop platforms, get built when a customer needs them.
Microsoft has Sales Order Agent in Business Central, though?
It reads sales orders in Business Central. Doclane covers five document types: orders, claims, supplier invoices, product data and customer onboarding, and it is not tied to one destination. We also run 100 % in the EU, where Sales Order Agent uses Copilot infrastructure and consumption based credits that you pay per document. With us the price is a fixed package you can budget for. On top of that you get your own workflows, approval by the customer or the sales rep, and an automatic reply to the customer. And most importantly: Doclane is built for the messy reality of plain text emails, photos and the customer's own format, not just for tidy, structured orders.
Do our customers get an automatic reply?
Yes. Doclane can answer the customer within a minute with confirmation of what was received, notice of backordered items and suggestions for alternatives that are in stock. You decide what the reply contains, and whether it is sent automatically or only after your approval.
What if the AI reads something wrong?
Doclane matches everything against your master data and shows you what it found before anything is posted. When it is unsure, it asks. You always have the final word.
Where is our data stored?
Exclusively on servers in the EU. Every system behind Doclane, including the AI, runs in Europe. Your documents never leave the EU.
How long does it take to get started?
Getting started typically takes under a day, and your ERP partner or we handle the setup. You do not have to build anything yourself.
See Doclane work on your own orders.
Send us two or three of the orders you receive by email. At the demo you will watch them go from inbox to finished order in your own system. 30 minutes, no obligation.
Book a demoBuilt in Denmark by people with 20 years of experience in ERP integrations.