Order entry for wholesale distributors
Emailed orders, entered right.
Retyping emailed purchase orders eats your reps’ day. AI reads each order, matches every line to your items, units and prices, and flags anything it isn’t sure of. Your rep checks the draft, approves it, and gets back to customers.
We connect it to the ERP you already use. Nothing goes in until a person approves it.
Purchase order
Lines total
The problem, and how we fix it
Your customer typed the order once. Your rep types it again.
Every purchase order that arrives by email gets retyped into your ERP by hand, line by line. That’s where the time goes, and where the mistakes come from.
What arrives
From Dana Ortiz, Brightway Property Services
Subject order for harbor view
Can you get these out to Harbor View Plaza this week? Friday at the latest please.
- 4 cases of the green seal glass cleaner spray bottles
- 6 cs black 40x46 liners (22 mic)
- 2 packs of the 24" green microfiber wet mop pads
- 1 case nitrile gloves, large
- 3 pails of the heavy duty degreaser (5 gal)
PO# to follow, our AP system is down today.
What AI drafts
Draft order
TodayOrder entry eats the day. Retyping one order can take a rep 10 to 20 minutes, and longer when it’s a scan or a phone photo.
With StillhandAI does the typing. It reads each order and drafts it in your ERP’s terms, so your rep checks a finished draft instead of building one from scratch.
TodaySmall slips cost money. A missed price change, eaches entered as cases, a mistyped part number: each one can mean a wrong shipment or a credit note.
With StillhandAI checks every line. Against your items, units and prices. Anything it isn’t sure of is flagged for your rep, with the reason.
TodayYour reps are stuck typing. Hours spent copying orders are hours not spent on customers, quotes and the problems that need a person.
With StillhandYour reps get their time back. Order entry becomes checking and approving, and the rest of the day goes to customers.
How it works
AI does the typing. Your rep does the checking.
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Your customer emails an order
As a PDF, a spreadsheet, a scanned page, a phone photo or a few lines in the email itself.
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AI reads it and matches every line
To your item numbers, units and contract prices, including each customer’s own part numbers.
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AI flags anything uncertain
A price off contract, eaches that should be cases, a part number it doesn’t know, a new ship-to. Each flag says what’s wrong.
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Your rep approves it
The email and the draft side by side. Only then does it go into your ERP, and the same PO can’t go in twice.
Your rep’s screen
The order on the left. The draft on the right.
This is the review screen as it works today, on a made-up test order. Your rep compares the two, fixes anything wrong, ticks each flag and approves.
The order as your customer sent it. PDF, spreadsheet, scan or email text, right next to the draft.
Each flag says why. Here the PO price is below the contract price, so the line is yellow until your rep checks it.
Approve stays locked until every flag is checked. Nothing reaches your ERP before that.
Screens from our test bench. The customers, items and prices are made up.
What we’ve tested so far
Tested on made-up orders. Not yet on yours.
We built 99 order emails with the traps real ones have: item-number typos, eaches instead of cases, prices off contract, look-alike customers, scans and phone photos. Real orders will be messier, which is why we ask for yours.
order lines that were wrong and not flagged. The 2 lines AI got wrong both went to a person.
Test data · 99 made-up emails · Oct 2026
duplicate orders after sending 100 to a test ERP account, with about 1 in 10 connections made to fail on purpose.
ERP test account · Sep 2026
median time for AI to read and match one order, scans and spreadsheets included.
Test data · 99 made-up emails · Oct 2026
Not shown yet
- Results on a real distributor’s orders.
- Time saved for a real team.
- A live connection to your ERP. We build it during setup.
- Watching your inbox on its own. Today it works from the order emails you send us.
The 20-order test
See it work on your own orders first. Free.
Forward us 20 real purchase orders. AI reads them, and we send you back every line, so you can judge it on your own orders before you pay anything.
What you send
- 20 recent purchase orders, as your customers sent them. Just forward the emails, attachments and all.
- Optional: your item list, as one export from your ERP. Then AI also matches every line to your item numbers, units and prices.
That’s all. No setup, and no access to your systems.
What you get back
- Every line of every order as AI read it: item, quantity, unit and price.
- What AI flagged for your rep, and why.
- With your item list: the item, unit and price it would enter for each line.
- A short summary, within 5 business days.
Your results, line by line
20 orders, 228 lines. 205 lines with nothing to check. 23 flagged for your rep, each with the reason.
| PO | Line | As your customer wrote it | AI would enter | For your rep |
|---|---|---|---|---|
| 4500083117 | 1 | GLOVE NITRILE PF 5MIL VIOLET S, 4 CS at 71.34 | 582537 4 CS × 71.34 | Nothing to check |
| 4500083117 | 2 | TOWEL MULTIFOLD NAT 16/250 CS, 10 CS at 22.42 | 428010 10 CS × 23.60 | Price differs. The PO says 22.42; the contract price is 23.60. |
| RHG84410 | 3 | RHG-91332 Foam cup, 32 oz, 2,000 each at 0.0811 | 683219 2 CS × 81.08 | Unit converted. 2,000 each is 2 cases of 1,000. |
| RHG84410 | 6 | RHG-53343 Trash bags, 33 gal, black, 5 cases at 46.02 | 836926 5 CS × 40.94 | Description doesn’t fit. Their part number points to a 24x24 liner, not a 33 gal one. |
| none yet | 4 | 1 case nitrile gloves, large | 729173 1 CS × 82.72 | Ambiguous description. 5 large nitrile gloves fit; best guess shown. |
Free, with no commitment. Nothing touches your ERP: you forward copies, and we never log in. If it isn’t right for you, we delete your files and that’s the end of it.
Your orders and your data
Your customers’ orders stay private.
- Who reads them
- AI reads them, running at DeepInfra, a US company with data centres in the US and Canada. It doesn’t store your orders or train on them. Then we check the results ourselves before they go to you.
- Who else sees them
- No one else, apart from Google, which runs our email and so holds what you send us. We don’t share or sell your data, and we use it only for your test and your setup.
- How long we keep them
- We delete your orders, and your item list if you sent one, within 30 days of sending your results, or sooner if you ask. If you go ahead with us, we keep only what’s needed to run your setup.
- Your ERP
- The test needs no access to it. You send copies; we never log in.
More detail in our privacy notice.
Working with us
Set up on your items. Checked alongside your team.
We set Stillhand up on your items, customers and contract prices, connect it to your ERP, check the first weeks of orders alongside your rep, and fix what AI gets wrong.
It all runs by email, at hello@stillhand.co: no calls or meetings to fit into your week. Questions get a real answer, not a ticket number.
Common questions
What buyers ask us first.
- Does it replace my order-entry people?
- No. AI drafts the order and your rep checks and approves it. The job changes from typing to checking, and the time saved goes to customers.
- What if AI gets a line wrong?
- Anything AI isn’t sure of is flagged for your rep, and nothing goes into your ERP until a person approves it. On our made-up test orders every wrong line was flagged. Your real orders are the test we’re asking for.
- Which ERP does it work with?
- The one you already use. Connecting Stillhand to your ERP is part of the setup, and the 20-order test doesn’t need it at all.
- What does it cost?
- The 20-order test is free. After that, a one-time setup fee and a monthly fee, quoted once we’ve seen your orders.
- Do my customers have to change anything?
- No. They keep sending orders the way they do now: a PDF, a spreadsheet, a scan, a phone photo or a few lines in an email.
Send us 20 real purchase orders.
AI reads them, and we send you back every line: what it read, and what it flagged for your rep. Free, with no commitment. Then you decide.