AI Order Capture: Emails and SMS In, Digital Orders Out
AI Order Capture reads the orders your customers already send — emails, SMS and WhatsApp messages — and converts them into accurate digital orders automatically. No retyping, no misheard voicemails, no 6am data entry. Your customers keep ordering exactly the way they always have; your team just stops typing it all in.
- Free-text emails, texts and WhatsApp messages become structured orders automatically
- Your team reviews and confirms — nothing enters your system unchecked
- Customers don't change a thing: same email address, same habits, zero apps to learn
★★★★★ Trusted by 600+ suppliers across Australia
The Morning Order Pile Is Where Errors Are Born
Orders arrive as “hey mate, usual plus 2 box toms” — and someone has to decode and retype every one
Typos become wrong deliveries, credits, and awkward phone calls
Your best people spend the first two hours of every day doing data entry
Every retyped order is a chance to lose the pricing, the pack size, or the whole order
How AI Order Capture Works
Customer sends their order as usual
Email, SMS or WhatsApp, in their own words, to the same address they've always used.
AI reads and structures it
Products matched to your catalogue — including nicknames and shorthand — quantities and pack sizes extracted, the customer's own pricing applied.
Your team confirms
The digital order appears side-by-side with the original message for a quick check. Approve in seconds.
It flows like any other order
Into pick & pack, invoicing and your accounting sync — identical to an app order.
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Understands how customers actually write
“2 x tray eggs”, “same as last Tues”, “no bread this week” — the AI matches messy free text to your real catalogue and the customer’s history, not just exact product names.
The customer's pricing, automatically
Converted orders use the customer’s own price list and pack sizes, so what lands in the system is what should be invoiced.
- Price lists and exceptions applied
- Current promotions honoured
Review before it becomes real
Every AI-converted order goes through a confirmation step — the original message and the structured order side by side. You stay in control; the AI does the typing.
One digital pipeline for 100% of orders
App, web, email, SMS — everything ends up in the same order flow, the same pick lists and the same invoices. No more “the email orders live in Sharon’s inbox.”
- Same picking waves, same invoices
- Works alongside your branded store & app
- More product lines purchased
- 24%
- Your always-on branded store and app put your full range in front of customers, so baskets grow.
- Less order-processing cost
- 95%
- AI order capture and auto-invoicing remove the manual keying between order and books.
- Fewer picking errors
- 80%
- Tablet pick & pack with FEFO lot and expiry tracking catches shorts and wrong items before they ship.
Real gains suppliers report after moving ordering, fulfilment and invoicing onto Open Pantry.
Captured Orders Flow Everywhere Automatically
Trusted by M&J Chickens
M&J Chickens use Open Pantry to move ordering out of calls and messages and into one digital workflow — giving customers a smooth ordering experience and giving the team fewer errors and less admin.
“Moving to a digital process has transformed our ordering process which is now faster through our own mobile apps.”
Why not just hire more admin?
Another order-entry person costs tens of thousands a year, still makes transcription errors, and doesn't scale on your busiest mornings. Industry studies put manual order entry at 100–400 errors per 10,000 entries versus 1–4 for automated capture. AI Order Capture handles the spike at 6am the same as the quiet Tuesday — and your people do work that actually needs a human.
Questions Suppliers Ask About AI Order Capture
How does AI order capture actually work?＋
Do my customers have to change how they order?＋
How accurate is it, and what happens when it gets something wrong?＋
Can it read free-text, abbreviations and “the usual”?＋
Which channels does it support?＋
Does it apply the customer's correct negotiated prices?＋
Do orders go straight into my system, or does someone review them first?＋
How much time will my team save?＋
What happens with orders that arrive after cut-off?＋
What about a customer or product the AI doesn't recognise?＋
Is my customers' data safe? Is it used to train someone else's AI?＋
Does it work with my accounting system?＋
What does AI Order Capture cost?＋
Works Even Better With
Branded Store & App
Your own ordering app and online store — your logo, your pricing, your customers.
Explore →Digital Pick & Pack
Captured orders land straight in tablet picking — shorts, subs and pack checks, no paper.
Explore →Accounting Sync
Invoices from every captured order sync two-way with Xero, MYOB, QuickBooks, Sage and Zoho.
Explore →Stop Retyping Orders. Start This Week.
Join 600+ Australian suppliers running their ordering, fulfilment and invoicing on Open Pantry.
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