What is PO-to-order automation?

An agent reads customer purchase orders, maps their part numbers to your items, checks price, revision and dates against the contract and drafts the sales order in your ERP. A person approves clean orders and resolves the flagged exceptions.

Does it work with Tally or Zoho Books?

Yes. TallyPrime accepts XML over its HTTP interface and Zoho Books has sales-order endpoints with GST fields; the agent writes through them with the same checks a person would make.

Can it quote engineered or make-to-order parts?

It drafts the cost build-up from your similar past jobs and current material prices and flags the risks: tight tolerances, unfamiliar materials, new customers. An estimator owns every quote.

RFQs quoted and purchase orders entered, with only the exceptions left for your team

Quote and order agents read RFQs and purchase orders from email, PDF, scans, Excel or WhatsApp, map customer part numbers to your items, check price, revision, quantity and dates against the contract and the item master, and draft the quote or sales order in your ERP. Clean documents are approved in one click. Your team works the exception queue.

Book a demo How an engagement runs

Who owns the mistake? Whoever approves the order or the quote today. The agent drafts and checks; it never sends a quote or posts an order on its own.

Built for Customer service manager · Head of sales · Estimating manager · Sales operations

orders / inbox / PO-4500183327.pdfDrafting sales orderIllustrative run

Kestrel Pumps Pvt Ltd09:12 · PDF, 2 pagesShip-to Chakan plant

44-1102 rev B

ACME-IMP-1102

₹1,180.00

44-1140 rev A

ACME-SEAL-1140

200

₹86.50

44-1180 rev C

ACME-IMP-1180 rev DCustomer rev C, our current rev DPrice ₹1,240.00 vs contract ₹1,265.00 (−2.0%)

₹1,240.00

44-2210

ACME-SHAFT-2210

₹3,920.00

Requested 12 Nov · available 14 Nov (2-day slip, noted in reply)

6 clean · 1 exceptionAsk buyer about line 3Approve 6 lines

The work

How it runs today, and what the agent does instead.

Today

01RFQs and POs arrive as PDFs, scans, spreadsheets, emails and WhatsApp messages.
02Someone reads each one and keys the header and every line into the ERP.
03Prices, part numbers, revisions and dates are checked against contracts by eye.
04Similar past jobs are found by asking whoever remembers them.
05Mismatches are chased by email, and the ones that slip through surface at invoicing.

With the agent

01ReadExtracts header and lines from the RFQ or PO and keeps the source position of every field.
02MapMaps customer part numbers to your items through your cross-reference table, then by description and attributes.
03CheckValidates price against contract, revision, unit of measure, minimum quantity, ship-to and requested date against availability.
04CostFor quotes, finds similar past jobs and drafts the cost build-up from your actuals and current material prices.
05DraftCreates the draft quote or sales order with a confidence score per field, plus the acknowledgement email.

People decide

Where a person decides. Nothing leaves the building without them.

What comes out

Draft sales order or quotation in your ERP
One exception card per document: what's wrong, on which line, with a drafted reply
Order acknowledgement or quote email, ready to send

Customer serviceApproves clean orders in one click and works the mismatches.
EstimatorOwns every quote: cost build-up and risk flags.
Sales managerQuotes above value or discount limits.

The number

We agree the number before we build. Then we report against it every week.

Systems it works in

SAP
Dynamics 365
Oracle
Zoho
Salesforce
Outlook
WhatsApp
Tally
Epicor and Infor
EDI

What we baseline and report on for rfqs to quotes, pos to orders
Metric	How it's measured
Touchless rate	Orders entered with no human change.
Quote turnaround	Hours from RFQ received to quote sent.
Order acknowledgement time	From PO received to OA sent.
Entry errors	Price and revision mismatches caught before invoicing.

Market context

What others are seeing. Their numbers, with their sources. Not ours.

We publish our own numbers for a client only when the client agrees. These are here for context.

62%
of distributors already scaling AI use it for order automation, the most common use in a survey of 233 executives.
Distribution Strategy Group, February 2026(opens in a new tab)
67%
of manufacturing part buyers expected a quote within 24 hours in a 2020 survey of 400+ buyers.
Paperless Parts buyer survey (vendor)(opens in a new tab)

Fair questions

What people ask before they trust it.

Our ERP vendor already ships an order agent.: If you're on its latest release and your POs are clean single PDFs, use it. We build for the rest: Tally, Zoho or customised ERPs, orders across email and WhatsApp, contract pricing and your own exception rules.
Our ERP is heavily customised.: We start read-only, then draft-only, then post clean cases automatically. Writes go through the same APIs and validations a person's entry hits: SAP OData, Dynamics, Oracle REST, Tally XML, Zoho Books.
The team won't use another tool.: They don't have to. Exceptions arrive in email or Teams with the reply drafted, and approval happens where the work already is.

Questions

RFQs to quotes, POs to orders: the short answers.

Also on this desk

Submittals and spec compliance For manufacturing and distribution For logistics and freight

Send us ten real documents. We'll show you what an agent does with them.

A one-hour call with a founder and an engineer. Bring a BOQ, a stack of POs, last month's invoices or a backlog, and leave knowing what would work, what wouldn't, and what it would take.

Book a demo or email founders@vegastack.com

170+ projects · 65 companies · founders on every engagement

RFQs quoted and purchase orders entered, with only the exceptions left for your team

Who owns the mistake? Whoever approves the order or the quote today. The agent drafts and checks; it never sends a quote or posts an order on its own.

Built for Customer service manager · Head of sales · Estimating manager · Sales operations

Metric

How it's measured

Touchless rate

Orders entered with no human change.

Quote turnaround

Hours from RFQ received to quote sent.

Order acknowledgement time

From PO received to OA sent.

Entry errors

Price and revision mismatches caught before invoicing.

RFQs quoted and purchase orders entered, with only the exceptions left for your team

How it runs today, and what the agent does instead.

Where a person decides. Nothing leaves the building without them.

We agree the number before we build. Then we report against it every week.

What others are seeing. Their numbers, with their sources. Not ours.

What people ask before they trust it.

RFQs to quotes, POs to orders: the short answers.

What is PO-to-order automation?An agent reads customer purchase orders, maps their part numbers to your items, checks price, revision and dates against the contract and drafts the sales order in your ERP.

Does it work with Tally or Zoho Books?Yes.

Can it quote engineered or make-to-order parts?It drafts the cost build-up from your similar past jobs and current material prices and flags the risks: tight tolerances, unfamiliar materials, new customers.

Send us ten real documents. We'll show you what an agent does with them.

RFQs quoted and purchase orders entered, with only the exceptions left for your team

How it runs today, and what the agent does instead.

Where a person decides. Nothing leaves the building without them.

We agree the number before we build. Then we report against it every week.

What others are seeing. Their numbers, with their sources. Not ours.

What people ask before they trust it.

RFQs to quotes, POs to orders: the short answers.

What is PO-to-order automation?An agent reads customer purchase orders, maps their part numbers to your items, checks price, revision and dates against the contract and drafts the sales order in your ERP.

Does it work with Tally or Zoho Books?Yes.

Can it quote engineered or make-to-order parts?It drafts the cost build-up from your similar past jobs and current material prices and flags the risks: tight tolerances, unfamiliar materials, new customers.

Send us ten real documents. We'll show you what an agent does with them.