How to Extract Orders from PDF Using AI Software

Speed and accuracy in order processing is critical for any company that takes orders and then ships products. Most mid-sized and large  B2B businesses that we speak to, still receive hundreds of purchase orders every week via email - usually as PDFs, spreadsheets, or scanned documents. Manually typing these into your ERP or order management system isn’t just time-consuming; it’s prone to human error and costly delays. 

If you’ve ever wondered how to extract orders from PDF files quickly and accurately without manual data entry, the answer lies in AI-powered automation. Let’s explore how AI software simplifies the process, enhances accuracy, and helps teams save hours every day. 

1. The Challenge with Manual Order Extraction

Traditional order entry workflows rely on staff manually opening email attachments, scanning through line items, and entering details like product SKUs, quantities, and pricing into internal systems. It’s repetitive, tiring, and error prone. 

Even with OCR (Optical Character Recognition) tools, the process can still fall short. OCR struggles with varying document layouts and can’t interpret contextual information such as product codes or customer-specific terms. For manufacturers and distributors dealing with complex multi-line purchase orders, that means wasting time validating data and fixing errors later. 

That’s where AI steps in. 

2. How AI Order Extraction Works

AI-driven solutions are designed to think like humans, but faster. Instead of scanning documents line by line, AI models understand the structure and intent behind each field. When integrated with your ERP or eCommerce platform, this technology automatically reads, extracts, and validates order details directly from emails and attachments. 

Here’s how it typically works: 

Step 1: Data Recognition: The AI identifies key details such as customer name, SKU numbers, quantities, prices, and shipping information 

Step 2: Contextual Understanding: It analyzes each element logically, ensuring the right values are assigned to the correct fields. 

Step 3: Validation: The extracted data is cross-checked against your product catalog or pricing records for accuracy. 

Step 4: Automation: Once validated, the order syncs directly with your ERP, eCommerce system, or back-office workflow, no manual input required. 

With this level of automation, businesses eliminate repetitive tasks, reduce order cycle time, and improve fulfillment accuracy. 

3. Why Manufacturers and Distributors Prefer AI

AI order processing isn’t just about replacing manual work, it’s about introducing efficiency. Here are a few reasons why modern businesses are embracing automation: 

• Speed and Productivity: Orders that once took hours to enter now take seconds. 
• Fewer Errors: AI algorithms drastically cut down data entry mistakes caused by human oversight. 
• Scalability: As order volumes grow, AI handles the increase effortlessly without extra hiring. 
• Cost Savings: Reducing manual workloads directly lowers administrative costs. 
• Integration Power: AI software connects easily with ERPs, OMSs, and eCommerce platforms like Shopify or BigCommerce. 

These advantages not only improve back-office performance but also create smoother experiences for customers, faster confirmations, accurate shipments, and reliable communication. 

4. Implementing AI Order Automation in Your Workflow

To successfully automate order extraction, it’s important to have a clear strategy: 

• Identify High-Volume Order Channels: Focus first on email-based purchase orders or invoices that take the most time to process. 
• Integrate with Existing Systems: Choose software that connects seamlessly with your ERP or eCommerce tools. 
• Start Small, Scale Fast: Pilot the automation with a specific customer segment, measure results, and expand gradually. 
• Train and Refine: As your team reviews AI-extracted data, the model continues to learn and improve over time. 

This phased approach ensures a smooth transition from manual to automated workflows without disrupting daily operations. 

5. The Future of AI in Order Processing

Businesses that adopt AI early are already experiencing transformational results, faster turnaround, higher accuracy, and better margins. Solutions like Backoffice AI are leading this evolution by helping manufacturers and distributors automatically convert emailed purchase orders into digital transactions ready for ERP sync. 

If you’re still wondering how to extract orders from PDF efficiently and accurately, automation isn’t just the answer, it’s the future. 

Final Thoughts 

In a competitive market where every second counts, manual order entry can hold your business back. AI-powered order processing software offers a smarter, faster, and more reliable way to handle growing order volumes. Whether you manage hundreds or thousands of purchase orders each month, this technology empowers you to scale confidently, serve customers better, and cut operational costs, all at once. 

Now is the time to step into the future of automation. Discover how Backoffice AI can help you transform your order management process and simplify how you handle every incoming PDF.