In production Order intake AI
TOPO OrderSnap: Orders in any format, completed by AI, sent by your team.
PDF, photo, email, fax or spreadsheet. TOPO OrderSnap's AI reads the order and enters it, completing it automatically and checking it against your rules. Your team reviews it and sends it with one click.
In production since early 2025, hundreds of orders a day (working days, Jul–Oct 2026).
Built by Kevin Hui and the Top Supplier engineering team
Transcript
- Customers send orders however they like. PDFs, photos, emails, faxes.
- Capture one with a shortcut, or drag the file in.
- AI reads it as it is: any layout, no templates.
- It recognises the customer from the addresses they've used before.
- Delivery points come from their history. Pick one from the list.
- Products are matched by the code on the PO.
- Then the rules run. Some stop the order; some only warn.
- Same PO in the last seven days? That's a warning, not a block.
- An unknown code turns red. It must be fixed before the order can go.
- Amber flags an item from a category that needs special handling.
- AI completes the rest. Your team checks the preview.
- One click on Confirm and Send, and it's in the ERP.
- The AI takes about 9 seconds per order.
- In production since early 2025, at the distributor we build for: hundreds of orders a day.
How it works
Five steps, from the customer's document to an order in your ERP.
Capture
Press Alt+3 to capture an order on screen, or drag in a PDF or image.
Read any layout
AI reads the document as it is. There are no per-customer templates to set up or maintain.
Match
The customer is recognised from their delivery-address history. Products are matched by the product code on the PO. The customer's delivery points are listed from their history.
Check
Rules run on every order. Some block sending until the problem is fixed; others only warn.
Review and send
AI has completed the order. Your team checks the preview and sends it to the ERP with one click.
Rules check every order
Some problems must be fixed before an order can go. Others deserve a look but shouldn't hold it up.
Blocks sending until fixed
- Customer code is missing
- PO number is missing
- Delivery date is not in the future
- A product isn't recognised
- A quantity is zero
- Delivery point isn't in the customer's history
Warns, but doesn't block
- Same PO from the same customer within 7 days (possible duplicate)
- Unusual quantity
- Customer on your risk list
- Items in categories that need special handling
Volume and time per order
of orders a day, in production since early 2025
Working days, Jul–Oct 2026, at the distributor we build for. Daily volume varies.
for TOPO OrderSnap's AI to read an order and enter it
The AI step only, from reading the order to the completed entry, estimated for the current version. Your team's review comes after it.
to read a 7-line order and key it in by hand
Our estimate, not timed: built from published keystroke and reading times for an experienced person. 25–90 seconds depending on the person and the order; longer orders take longer.
FAQ
Do we need a template for each customer?
No. TOPO OrderSnap reads each order as it arrives, whatever the layout. There are no templates to build or maintain.
Does a person still check each order?
Yes, by design. AI completes the order; someone on your team reviews it and sends it with one click. Rules stop anything that must be fixed before it can be sent.
How are products matched?
By the product code on the PO. A line whose code isn't recognised is marked 'Product not found' and must be fixed before the order can go.
How is the customer recognised?
From the delivery addresses in the customer's order history. The delivery point is then chosen from the same history, so an order can't go to an address the customer has never used.
What if a customer sends the same order twice?
If the same customer sends the same PO number within 7 days, TOPO OrderSnap warns you. It is a warning, not a block, because sometimes a repeat is intended.
Which ERP does it send to?
The ERP you run. Connecting TOPO OrderSnap to it is part of the project, scoped on site. At the distributor we build for, it has sent orders into their ERP since early 2025.
Where does our data go?
By default TOPO OrderSnap runs on your servers or in your own cloud account; we can also host it for you. For your deployment, order images are read by a paid AI service whose terms exclude training on your data. For documents that must stay in your building, the AI runs on a GPU server on your premises.
How fast is it?
TOPO OrderSnap's AI takes about 9 seconds to read an order and enter it (the AI step only, our estimate for the current version); then someone on your team reviews it and sends it with one click. For entry by hand, we estimate from published keystroke and reading times that an experienced person needs about 50 seconds to read a 7-line order and key it in: 25–90 seconds depending on the person and the order, and longer for longer orders. The estimate leaves out interruptions and corrections.
Our data promise
Your servers or your cloud
By default we deploy on your servers or in your own cloud account; we can also host it for you.
Not used to train AI models
For your deployment we use paid AI services whose terms exclude training on your data. For documents that must stay in your building, the AI runs on a GPU server on your premises.
Separate, under NDA
Each client gets a separate database or project, under a confidentiality agreement.
Full handover
When the project ends, the code and data we built for you can be handed over in full.
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See it with your own orders
Tell us how your customers order today, and we will show you what TOPO OrderSnap would do with them.