Our client, a B2B distributor with around 1,500 products, received 200+ order emails daily. Each one required manual data entry into NetSuite. The average cycle from email receipt to order creation took 4 hours.
The diagnostic
Our first phase revealed that 78% of emails followed a predictable format: PO number, product list, shipping address. The rest required human judgment (clarifications, exceptions).
The design
We designed a 3-step pipeline: structured content extraction via Claude, cross-validation with the product catalog, and creation of a “pre-filled order” in NetSuite that the team validates with one click.
The deployment
6-week pilot phase on a subset of customers. Continuous prompt and product mapping adjustments. Team training in 2 half-days.
The results
Average cycle reduced from 4h to 2h10min (-47%). Error rate reduced from 8% to 2%. ROI achieved in 4 months. The team reallocated the time saved to advisory service for strategic accounts.