Order Entry Automation Software

Create end-to-end experiences that boost customer loyalty and satisfaction

IntelliChief’s order entry automation software helps you create a better end-to-end experience for your customers. With a simplified and foolproof way to enter orders into your ERP, you can deliver your products to your customers more quickly, efficiently and without errors. Your customers receive exactly what they ordered, at the correct quantities and prices – and don’t have to ask your team to correct errors. And when they do have questions after the sale, your Customer Service team can easily find all of the documents and tracking information from that order – whether that’s an order acknowledgement, an estimated delivery time, a shipping quote/receipt, payment history or a recommendation for their next purchase. IntelliChief keeps all the documents together for easy access from your ERP, improving the Customer Service experience for your customers.

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IntelliChief: Comprehensive Solutions for Sales Order Entry, Production Routing, and Invoicing

IntelliChief not only streamlines and improves the order entry process, it can help you streamline your entire order-to-cash (O2C) cycle. You can:

  • Automatethe collection and tracking of your customers’ order forms and PO’s
  • Intelligently Capture part numbers, prices, quantities, and delivery instructions, then import the data into your ERP’s order management system
  • Electronically routeand track the timely processing of quote requests, engineering change requests, and other special orders to each of your internal teams
  • Add new order processing documents (such as commercial invoices and delivery notifications) to your customer records as they become available, making them accessible from your ERP’s order inquiry screens
  • Ensure the accurate creation of customer invoices using the information you already have in your ERP, including, for example credit approvals

By eliminating the human labor and automating these time-consuming tasks, you can significantly speed up the processing of orders and eliminate data entry errors. The savings are dramatic. PricewaterhouseCoopers estimates that software can reduce the average order handling time from 30 minutes to 10 minutes, and the cost by up to 80 percent.

Send Order Information Directly to Your ERP

Our sales order entry automation solution can capture your customers’ orders as they arrive. Instead of waiting for Customer Service to key each order into your ERP, IntelliChief can automatically collect the order forms and PO’s from intelligent capture, network fax machines and email networks, validate the information on each order, and send the data directly to your ERP to create the order for fulfillment.

When your staff doesn’t enter each order by hand into your ERP, you can get started on production as soon as the order is placed – reducing your lead times significantly.
Just as importantly, Order entry automation helps companies in any industry, prevent common order entry errors that delay orders being fulfilled and create collection problems. IntelliChief ensures that the sales order or PO received from a customer doesn’t exceed the customer’s approved credit line and matches to the agreed-upon terms for that customer – giving you a considerable advantage over competitors who still rely on a manual order entry process. You can build a reputation for accuracy and reliability, while reducing the amount of time your employees have to spend on order discrepancies and disputes, improving customer satisfaction in the process.

Eliminate Lost Orders

The more orders you process, the harder it can be to keep up. This is especially true if you have a Customer Service team that takes orders at trade shows and conferences, and enters them in bulk at the end of the day. Orders received by mail or email can easily be lost too, but no company wants to admit that they lost an order – and no customer wants to go through the process of re-submitting their request.

By automatically capturing, logging and sending each new order to your processing queue, IntelliChief creates an order tracking record before the orders are entered into your ERP system, eliminating the problem of lost orders. And, workflow automation helps move each order through your Order-to-Cash cycle, ensuring the timely processing of the order and that nothing is misplaced or overlooked. It’s an easy way to get your orders timely processed and accurately shipped as quickly as possible.

Processing Special Orders

IntelliChief’s order order entry automation solution helps you easily accommodate your customers’ special requests. Change orders, quote requests, and other non-standard orders can be electronically routed to the appropriate departments for review to prevent mis-shipments.

If you need multiple approvals before an order is fulfilled, for example credit and QA approval, you can collect them in the proper sequence or simultaneously, without unnecessary order fulfillment delays. Mobile access lets users complete their approvals on the go, and automated reminders keep your entire team on track to meet goals and metrics for customer service order processing.

Sales Order Entry Tracking & History

Sales order entry automation provides a better customer experience, right from the start. Customers are less likely to reach out to your company for updates (or to report a problem with their order) – but when they do have questions, our order tracking features provide easy access to all the documents and tracking information in the order entry/fulfillment process to help you resolve them more quickly and efficiently.

As each order is processed, IntelliChief creates a comprehensive electronic record. All of the corresponding documentation and processing information is stored in an easily searchable archive connected to and integrated with your ERP system. You can quickly find:

  • Purchase orders
  • Order forms
  • Change requests
  • Picklists and pack lists
  • Order approvals
  • Freight bills
  • Invoices
  • Order acknowledgments
  • Advance shipping notices
  • Shipping receipts
  • Credit documents
  • Liens
  • Maintenance and service records
  • RFPs and RFQs

In addition to the document retrieval accessible from your ERP, your Customer Service representatives can view the complete history of every transaction, from the moment the order was received through fulfillment and payment receipt. IntelliChief integrates with your ERP’s Customer Service application in real-time – which means that users can see the most recent status for each order, without having to leave their familiar ERP screen.

When you automate your order entry process with IntelliChief, you can instantly tell the status of each order, even before it is entered into your ERP. IntelliChief tracks every step in the process workflow of when external steps need to be completed, including, for example credit authorizations. IntelliChief can even notify customers automatically when back ordered items are back in stock, ready for shipment and when the corresponding invoice was sent, allowing you to proactively improve the customer service experience. Customers don’t have to sit on hold while you look up their order histories or find documents related to the order – it’s all at a customer service representative’s fingertips. (You can even create a self-service portal to provide your customers with direct access to their documents.)

Monitor and Improve Your Order Processing Cycle

Sales order entry automation isn’t just a benefit for your customers. With increased visibility into your order-to-cash business process, you can monitor and assess your own performance. IntelliChief helps you visualize your order processing to fulfillment times, sales order entry efficiency, churn in production orders through change orders, and order exceptions requiring manual intervention and other important O2C metrics – all from a streamlined dashboard. You can use our pre-designed order processing reports, or create your own based on your most important KPIs for measuring the efficiency and effectiveness of the customer service department.

Learn More About Our Order Entry Automation & Customer Service Solutions

Our solutions are designed to help you provide a higher level of customer service and save you money – no matter your market or industry. We’ve helped countless companies develop a reputation for improved fulfillment times, order entry process efficiency and accuracy, and greater customer satisfaction.

To see what IntelliChief can do for you, contact us today. Or, to see our order entry automation solution in action, request a demo here.