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Orders from email in inventory software: import and cost
Short answer
Automating orders from email into inventory software can end with a list of lines to check, or it can cover an agreed import. First check whether the customer can send data in a format the software already accepts. When orders arrive as free text, the automation costs from €3,000 net at Syntalith and pays back in 1.7 months at 600 orders a month.
How we workDetails ↓
- 01Call30 minutes with an engineer, free
- 02PrototypeA working system on your process and data, free
- 03ImplementationTarget and fixed price in the contract; 50% at signing
- 04Acceptance50% once the agreed target is met
- net for the automation of one process, paid once
- from €3,000
- from signing the contract to acceptance
- 2–6 weeks
- free prototype on your cases
- €0
We belong to the OpenAI and Anthropic partner programmes and learn through their official courses. What this means ↓
Author: Syntalith · 3 min read
Statistics
Trade and AI: statistics 2026
1.7 mo.
payback of a €3,000 automation at 600 orders from email a month: €2,094 by hand, €320 with checking and the model. Scenario.
17.8%
According to Statistics Poland (GUS, 2026), 17.8% of Polish companies use AI technologies.
34.7%
According to Eurostat (2025), 34.7% of EU companies that use AI use it for marketing or sales.
50%
According to the European Commission (2026), half of EU SMEs and mid-caps name high investment costs as a barrier to AI.
Source: European Commission, Flash Eurobarometer on AI (2026) ↗
90%
According to the European Commission (2026), 90% of EU companies that use AI say people take the decisions.
Source: European Commission, Flash Eurobarometer on AI (2026) ↗
Figures checked: 22 October 2026
Import is a specific feature of the software
The Wapro Mag documentation describes exporting and importing orders or their lines through text files, partial fulfilment and the quantity to reserve. That does not mean the software will accept any spreadsheet, or that reading a message will give a correct document.
Ask your software partner to demonstrate the import on the version you use. Agree the input structure, the mapping to the product list and the behaviour when the same data arrives again. Run this trial before you buy AI reading.
The customer sends a file in the import format
import in the software
€0
A repeatable spreadsheet with codes from your product list
transformation rules
a small scope
Free text, the customer's own names, quantities in packs
automation with AI
from €3,000
An order does not settle the reservation
A customer orders ten packs and adds „send what you have”. An employee settles the right product, the pack size and consent to partial fulfilment. Reading the number ten does not set the quantity to reserve or what goes into the shipment.
- 01ReadingIt recognises the products from the customer's description and matches them to the product list.
- 02UnitsIt converts packs using the approved conversion.
- 03GapsIt asks a question in place of a line that only looks complete.
- 04DocumentIt prepares an import file or an order for approval.
- 05ApprovalThe operator checks the lines next to the source text.
More examples are in the guide to units and packs.
What it costs and when it pays back
- Today
- 600 orders × 6 min = 60 h (€2,094)
- With the system a person checks the output in 15% of the time
- €314
- Model, 1 call per case, Claude Sonnet 5.5
- €6
- Cost of one case
- €3.49 today, €0.53 with the system
- Saving
- €1,774 a month
Payback of €3,000
1.7 months
The volume, the time and the checking share are the scenario's assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat. Model: 3,000 input tokens and 500 output tokens per call at Anthropic's rates, at the ECB rate of 1.1205 USD per euro on 22 October 2026.
Add tidying the product list, licences for any add-ons you need and care after a software update to the budget. With a repeatable file, plain rules may be enough. The operator's time is the largest item in the scenario, so we start measuring with a few dozen orders from the last month.
The scope of the quote by result
| Project result | What to confirm before ordering |
|---|---|
| A list for review | Where the lines come from, the matching and how corrections work |
| A file for import | The format, the required fields and the behaviour when data is missing |
| A created document | The right product list, the ID and the document status |
| Further handling | Who approves the reservation or the fulfilment |
A ready file does not prove a correct import, and a created document does not prove a correct shipment. In the proposal, write down the last stage the contractor is responsible for.
A trial before launch
- An order with an unknown product code
- An ambiguous pack
- A change of quantity after acceptance
- The same order sent again
- A broken connection after the import
After a broken connection, first establish the result of the previous operation, because a retry without that check can create a second document. The sign-off criterion is the state in the software. The scope is described on the orders into inventory software with AI page. When a wholesaler fulfils an order in several deliveries, also check prices with partial fulfilment.
Worked example · Scenario
How we count the payback: orders from email in inventory software
We run the same count for your orders in the free process review.
€2,443
a month for handling 600 orders by hand
Payback: 1.4 mo.
7 minutes to retype an order and checking in 15% of the old time are our assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat, for companies with 10 or more employees. Model cost: reading the order in our system (about €0.0006) plus matching the lines (Claude Sonnet 5.5, about 3,000 + 500 tokens), at the ECB rate of 1.1205 USD per euro on 22 October 2026.
See the full calculation →
