OrderPilot: AI for Automatic Purchase Order Processing

OrderPilot is an AI platform that automatically processes purchase orders. It reads POs from emails and attachments, validates the data against your ERP system, and enters the orders directly. Processing takes under 60 seconds with 99% accuracy. OrderPilot works with Microsoft Business Central, Exact Online, Odoo, NetSuite, SAP, and 50+ other ERP systems, and is built for B2B companies that handle more than 100 purchase orders per month.

What is OrderPilot?

OrderPilot is a SaaS platform that automates the manual processing of purchase orders. Procurement and customer service teams receive orders via email, PDF, EDI, fax, and WhatsApp. OrderPilot reads those documents through a connected inbox, extracts the relevant fields (supplier, PO number, line items, quantities, prices, delivery dates), and validates the data against master data catalogs in the ERP. Lines that cannot be matched are flagged for human review.

What problem does OrderPilot solve?

Procurement and customer service teams spend an average of 15 to 20 minutes per purchase order on copying, checking, and entering data. At 200 POs per month, that adds up to roughly EUR 25,200 per year in direct processing costs. On top of that come the costs of errors (3 to 5%), missed early-payment discounts, escalations (around 10% of orders), and operational delays (1 to 5 days between receipt and ERP entry).

OrderPilot eliminates those manual steps. An order that arrives at 09:01 is in the ERP by 09:02. Staff only deal with exceptions.

How does OrderPilot work?

OrderPilot works in three steps.

1. Connect. Link your email inbox to your ERP system via a native connector. For Microsoft Business Central, the integration can go live within 48 hours.

2. Process. Incoming documents are automatically scanned and parsed, regardless of format: PDF attachments, email body text, scanned documents, EDI, and even orders from WhatsApp chats. OrderPilot identifies the supplier, PO number, line items, quantities, unit prices, and requested delivery dates.

3. Validate and Deliver. The extracted data is validated against master data catalogs in the ERP: supplier names, product codes, agreed prices, and delivery addresses. Valid orders go straight into the ERP. Lines with issues (unknown SKU, price discrepancy, missing field) are flagged for human review.

Who is OrderPilot built for?

OrderPilot is built for B2B companies that consistently receive large volumes of inbound purchase orders. The typical customer processes 100+ POs per month and has a procurement or customer service team spending significant time on manual data entry.

Industries where OrderPilot is used:

• Wholesale and industrial distribution
• Food manufacturing
• Building materials
• Logistics service providers
• Pet nutrition and consumer goods

Decision-makers and users within these companies are typically Operations Managers, Logistics Directors, Digital Transformation Leads, and Customer Service Leads.

Which ERP systems does OrderPilot support?

OrderPilot has native connectors for the most widely used ERP systems in the B2B market:

• Microsoft Dynamics 365 Business Central
• Exact Online
• Odoo
• Oracle NetSuite
• SAP (S/4HANA and ECC)
• Oracle

In addition, OrderPilot connects to 50+ other ERP and order management systems through a universal API connector. Companies running a custom or legacy ERP can use this route to integrate.

Security and data

OrderPilot processes commercial purchase data including agreed prices and supplier information. The following principles apply to that data:

• GDPR compliant
• Encryption at rest and in transit
• Customer data is not used to train public AI models

What does OrderPilot cost?

OrderPilot offers three plans, all billed monthly with no setup fees and no long-term commitment required.

Starter from EUR 349 (approx. USD 408) per month on annual billing. 1,000 orders per month, email support, core ERP integrations.

Growth from EUR 899 (approx. USD 1,052) per month on annual billing. 5,000 orders per month, priority support, workflow automation, custom approval rules, and advanced analytics.

Enterprise on request. Unlimited order volume, dedicated customer success manager, custom integrations, on-premise deployment.

A detailed ROI calculator based on your own volume and hourly rates is available on the product website.

OrderPilot and rb2

OrderPilot is rb2's own SaaS product, developed from years of work on procurement and order automation projects for B2B clients. rb2 designs, builds, and maintains the platform from its office in Purmerend. Companies that have broader automation needs alongside OrderPilot (integrations, data platforms, AI applications for other business processes) can work with rb2 for custom solutions.