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The Order Agent is one of the AI Agents in Procuros. It takes the manual work of order entry off your plate: it reads the purchase orders your customers email you, checks them against your product and customer data, flags anything that needs a look, and delivers them into your system.

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What the Order Agent does

When a customer emails you a purchase order as a PDF, the Order Agent:
  1. Reads the PDF and extracts the order — order number, line items, quantities, prices, delivery and invoice details.
  2. Matches it to the right customer and the right articles, using the master data you’ve provided. If a new customer orders, the order agent will ask you whether they should be added to your master data.
  3. Flags anything it can’t resolve cleanly (an unknown article, an unrecognised sender, a missing field) so you can review it.
  4. Delivers the order into your ERP once it’s ready — or holds it in the Portal for your review first.
It works in all major business languages, including English, German, French, Spanish, Italian, and Dutch, and recognises customer-specific terminology. It can also handle multi-page orders with hundreds of line items.
💳 The Order Agent is a paid feature. Each order it processes uses credits from your account.

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What it works with (and what it doesn’t)

B2B Orders that arrive as PDF attachments by email. This is what the Order Agent is built for.
The Order Agent processes orders sent as PDF email attachments. Orders that arrive as links, embedded images, Excel files, free-text email bodies, or through a web portal are not processed by the Order Agent today. Orders that already flow via EDI don’t need the Order Agent — they route into your system directly, and the two work side by side.

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Getting started

Setting up the Order Agent takes one main step on your side: forwarding your order emails to Procuros.
  1. Receive your Procuros order address. Procuros gives you a unique inbox address for your account, in the form [email protected]. Every order email you forward to this address is picked up automatically.
  2. Set up email forwarding. Set up an automatic forwarding rule from the mailbox where you receive customer orders to your Procuros address. This is where the time saving happens — once the rule is active, every incoming order is picked up without anyone on your team doing anything. See the “Setting Up Email Forwarding” guide for step-by-step instructions.
  3. Confirm orders are arriving. Once forwarding is active, forwarded orders start appearing in your Procuros Portal. You can review them under Transactions.
We recommend automatic forwarding over forwarding each order by hand. The Order Agent only acts on emails that contain an actual order attachment — internal threads, confirmations, and other inbox traffic are skipped automatically, so a blanket forwarding rule won’t cause noise.

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Reviewing orders during the pilot

When you first go live, we recommend a review phase of about 1-3 months. During this phase, every order the Order Agent processes waits for you to review it in the Portal before it’s sent to your ERP.
  1. Open the processed order. The order appears in your transaction list. Open it to see the extracted data alongside the original PDF.
  2. Compare against the original. Check the extracted fields against the source PDF to confirm everything was captured correctly. Any warnings or issues are shown directly on the order.
  3. Submit to your ERP. Once you’re satisfied, submit the order. It’s delivered into your system in the format your ERP expects.
After a stable review period, most customers choose to let orders flow straight from inbox to ERP without manual review. The Order Agent also learns from the corrections you make — recurring issues get resolved automatically over time, so you review less as you go.
Whenever the Order Agent has worked on a document, it’s marked with an AI tag in the Portal, so you can tell at a glance which orders went through the agent.

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Understanding warnings and statuses

The Order Agent tells you clearly when an order needs your attention, both in the Portal and in the summary emails you receive. Here’s what the most common messages mean.
The order was imported successfully, but something is worth a look — for example a new article or a new partner was added to your master data. Warnings don’t block delivery; you can review and edit before sending if needed.
The order needs you to check it before it’s delivered. Open the order, review the content, and edit if necessary before submitting.
The Order Agent extracted an item from the PDF but couldn’t match it to a known article. This usually means the article (or its GTIN/EAN) isn’t yet in your master data. Add or correct the item, then resubmit.
The sender doesn’t match any trade partner registered for your account. If you recognise the partner and their identifiers, you can submit the order. If a customer that isn’t in your master data sends an order, the Order Agent won’t book it against the wrong account — it flags it and lets you decide whether to process orders from that customer going forward.
The order has one or more blocking issues that must be fixed before delivery. Click “Edit” to resolve them, then resend the document.
A document with the same number already exists in your system, with differences in content. The Order Agent holds it and alerts you rather than silently creating a second entry — so you stay in control of whether to deliver it.

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Troubleshooting

Two causes are common:
  • External forwarding is blocked by your IT settings. Some organisations (often on Microsoft Outlook / Office 365) disable external email forwarding at the admin level, with no obvious error shown to the user. Ask your IT administrator to allow external forwarding (including attachments!).
  • Forwarding is set up on the wrong mailbox. Double-check the rule is active on the inbox where you actually receive customer purchase orders — not a general or accounting inbox.
Common causes are an article that isn’t yet registered in your ERP catalogue, or a required field that’s missing. The order’s warnings will point to what’s missing — resolve it and resubmit. If the issue isn’t clear, contact Procuros support.
This is common very early in the pilot and for low order volumes (less than 10 orders per week). Accuracy improves as the agent is tuned to your specific customers and catalogue, and most repetitive corrections you make by hand can be automated. If specific fields are consistently off, let your Procuros contact know — these patterns can usually be fixed so you stop correcting them.

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FAQ

Within 48 hours of setup. We connect to your existing ERP processes and immediately start delivering documents (such as compliant e-invoices) to all your customers — no waiting, no complex implementations, no IT projects.
No technical expertise is needed to get started with Procuros. Our platform is designed to be plug-and-play, with pre-built ERP connectors and AI that works out of the box. There’s no need to configure OCR tools, create mappings, or run complex IT projects.
Procuros supports all common order formats, including PDF, Excel, CSV, EDI. Our AI-powered platform automatically reads and processes these formats — no manual setup or configuration required. This means you can connect with all your customers, regardless of their technical capabilities.
Not at all. Your customers keep ordering exactly as they do today — by email, in whatever format they use. No new portal, no new process, no onboarding on their side. All it takes is a simple email forwarding rule on your end, and the Order Agent takes it from there.
Yes — and this is one of the areas where the Order Agent goes well beyond simple data extraction. Real-world orders are often messy: customers reference outdated article numbers, use incorrect GTINs, or send product identifiers that no longer match your current catalog.Rather than just flagging these as errors, the Order Agent can be configured with custom business rules to handle them automatically. For example, if a customer consistently orders using a child GTIN but your ERP only knows the parent GTIN, the Order Agent can be set up to recognize and correct this automatically — without any manual intervention.These kinds of custom rules are built together with you during onboarding, based on the specific quirks of your customers and catalog. Over time, as the agent learns from corrections, more of these edge cases are resolved without anyone on your team having to step in.
Accuracy is something we take very seriously. Because we have a dedicated team continuously maintaining and improving the Order Agent across all our customers, we typically observe 99% extraction accuracy.That said, we always recommend a one-month review phase when you first go live. During this period, you review each processed order in the Procuros portal — comparing it against the original PDF to confirm everything has been captured correctly — before clicking to submit it to your ERP. This gives you full confidence in what’s going into your system without any risk of incorrect data slipping through.After a month of smooth operation, most customers choose to fully automate this step — orders flow straight from inbox to ERP without any manual review needed.
Mostly yes. The Order Agent can process scanned and non-standard order documents, but documents that are unreadable, incomplete, or ambiguous are flagged for review instead of being pushed blindly into your ERP.
No. The Order Agent detects if an order matches one already in your system, so accidental duplicates don’t end up in your ERP.
Yes, they work side by side. Customers connected via EDI continue to flow through that channel directly, while the Order Agent handles everyone who still sends orders as PDFs by email. You don’t have to choose one or the other: the Order Agent is built to cover the long tail of customers who aren’t on EDI, so you can automate all of your incoming orders regardless of how each customer sends them.
Yes. Customers often order using their own article numbers rather than yours. The Order Agent can be configured to translate a customer’s codes into your internal product codes automatically, so the right item is always matched. These mappings are set up as custom rules during onboarding and improve over time as the agent learns from your data.
Yes. If a customer orders in one unit (e.g. individual pieces) but your ERP expects another (e.g. cases, trays or pallets), the Order Agent can apply the conversion automatically before the order is booked. The conversion logic is set up during onboarding based on your product data, so every future order from that customer is handled without any manual recalculation.
Yes. Customer-specific rules can be configured during onboarding, so orders can be checked before booking. If something violates a rule, the order can be held for review.
It does not silently guess. You receive a review notification for orders with unclear customer, product, quantity, or required-field information, so your team stays in control before anything is booked.
OCR extracts text. The Order Agent goes further: it understands the order, matches it to your customers and products, applies business rules, flags exceptions, prepares the order for booking and finally sends it to your ERP.
Yes, if the mapping logic is known. During onboarding, Procuros can configure rules for cases where customers still use old article numbers, outdated GTINs, or customer-specific product references.
The Order Agent flags the order instead of forcing it through. For example, if a delivery date, product identifier, or customer detail is missing and required for your process, the order can be held for review before anything reaches the ERP.

Data processing

Personal data contained in the order emails and PDFs you forward (such as the professional contact details of your buyers’ employees) is covered by the standard Procuros Data Processing Agreement. See the Data Processing Agreement for the full details, including the technical and organisational security measures in place.