🤖 Module - Smart AI Files Converter

WMS and ERP: automate your order processing with AI

Stockbooking's Smart AI Files Converter automates the processing of customer orders and advance shipping notices received as files. Using artificial intelligence, it reads the documents, extracts and validates the relevant data, then integrates it into Stockbooking or into your existing WMS or ERP, depending on the integration options available.

PDFs, images, Excel files or information sent via WhatsApp: your teams no longer have to systematically re-key the data contained in each document. You reduce manual handling, limit data entry errors and speed up the processing of your logistics flows, without having to replace your management software.

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Smart AI Files Converter: automate your order processing

In many warehouses, part of the administrative work still consists of retrieving information from documents and then copying it into management software.

An order arrives as a PDF by email, a supplier sends a photo or a customer sends their information via WhatsApp. Teams have to open the files, identify the item references and quantities, then enter the data into the system.

The Smart AI Files Converter automates this step using artificial intelligence. It turns the information contained in incoming files into data the target system can use.

The module addresses two needs in particular:

Customer orders: automate the extraction of the information needed to process orders received as files.
Advance shipping notices: retrieve the data on expected goods to make it easier to integrate into the logistics system.

How does the Smart AI Files Converter work?

WMS ERP diagram: orders and advance shipping notices read by AI and integrated automatically

1. AI reads incoming documents

The module analyzes the files received, including PDFs, images and Excel files, as well as information sent via WhatsApp. It identifies the data needed to process the order or the receipt.

2. Data is extracted and validated

Artificial intelligence extracts the relevant information and submits it to a validation process. This step aims to limit errors caused by manual transcription and copy-pasting.

3. Data is integrated into your system

The processed information is integrated into Stockbooking or into another compatible system, depending on the defined integration scope. Teams can then use the data without systematically re-keying the content of the documents.

Automate orders, even without EDI

EDI, or electronic data interchange, allows computer systems to exchange information in structured formats. However, not all customers and suppliers have an EDI connection with their logistics partners.

The Smart AI Files Converter lets you process information received as files, including when the documents do not come from a standard EDI flow.

You can therefore automate part of your order processing without systematically requiring your partners to change the way they send information.

The benefits of automating order processing

Processing documents manually creates an administrative workload that grows with order volumes and the variety of formats received.

The Smart AI Files Converter lets you act on four performance levers.

Save time

Automated file reading reduces the handling needed to integrate data. Your staff spend less time opening documents, looking for information and re-keying item references or quantities.

Reduce data entry errors

Re-keying and copy-pasting can lead to transcription errors. AI-based data extraction and validation aim to limit these risks and the corrections they can lead to.

Free your teams from administrative tasks

The time spent on repetitive tasks can be reinvested in higher-value work: order follow-up, exception management, operations coordination and customer relations.

Speed up processing times and improve productivity

By reducing manual steps, you make the administrative processing of orders and advance shipping notices easier. Your organization can then better absorb fluctuations in volume and make better use of its resources.

Baxster Logistics: 2 hours saved per day during peak periods

Nébil Othmani CEO, Baxster Logistics

The experience of Nébil Othmani, CEO of Baxster Logistics, gives a concrete illustration of the benefits of automation.

His feedback reports:

2 hours saved per day during peak periods, i.e. 10 hours per week;
Zero data entry errors reported;
Time reinvested in higher-value tasks.

These results illustrate the potential of automation when teams have to process large numbers of documents. Gains naturally depend on volumes, the formats received and the existing organization.

Smart AI Files Converter: compatible with your WMS and your ERP

Are you already using business management software or a warehouse management system? The Smart AI Files Converter is designed to complement your IT environment, not to replace your existing tools.

The module can integrate data into Stockbooking or into another compatible WMS or ERP. The feasibility and connection methods must be checked according to the target software and the interfaces available.

The aim is to automate the document flows that still require manual intervention, while preserving the functions provided by your management software.

WMS and ERP: what is the difference?

An ERP (Enterprise Resource Planning) system centralizes the company's management processes: sales, purchasing, invoicing and other management data.

A WMS (Warehouse Management System) manages physical operations: receiving, storage, picking and shipping.

Criterion	ERP	WMS
Main role	Business management	Warehouse operations management
Users	Sales, purchasing, finance and administration teams	Logistics managers, team leaders and operators
Main data	Sales orders, purchasing, invoicing	Receipts, stock, locations, picking and shipments

These software solutions are complementary. Integrating them makes exchanges between sales management and logistics operations easier.

However, even when the ERP and the WMS communicate with each other, documents received by email, PDF, Excel or WhatsApp may still require manual re-keying. The Smart AI Files Converter steps in at this point: it extracts data from incoming documents to automate its integration into the target system.

ERP, WMS, TMS: who does what?

A TMS (Transport Management System) is dedicated to managing transport: organizing shipments, managing carriers, tracking deliveries and analyzing performance.

The ERP centralizes management processes, the WMS manages warehouse operations and the TMS handles transport flows.

In an environment combining ERP, WMS and TMS, the quality of the data exchanged is essential. The Smart AI Files Converter complements these tools by automating the reading of the files that feed logistics processes, without replacing their functionality.

A WMS solution adapted to your IT environment

Stockbooking is part of an ecosystem of logistics and management solutions including AKEAD, Sage, Easy WMS, Logistics WMS, Protech WMS, Corax, IzyPro and Satelix, as well as Shopify and PrestaShop for e-commerce flows.

The Smart AI Files Converter is designed to integrate data into Stockbooking or into another compatible system. Actual compatibility must be confirmed according to your environment and the integration methods required.

Whether you are looking for a WMS solution, a warehouse management solution or better integration between your software, the challenge is to make information available without multiplying manual interventions.

Discover all our integrations

For shippers and logistics service providers (3PL)

For manufacturers, distributors and e-merchants, automation makes it easier to process orders received through different channels.

For logistics service providers (3PL), it reduces the manual operations linked to the documents sent by their customers, especially when formats and practices differ from one client to another.

In both cases, the Smart AI Files Converter complements the existing IT environment by automating the integration of the data contained in incoming files.

Our solutions for shippers Our solutions for 3PLs Discover the 3PL client portal

Frequently asked questions about WMS, ERP and the Smart AI Files Converter

What file formats can the Smart AI Files Converter read?

The module is designed to process different document formats, including PDFs, images, Excel files and information sent via WhatsApp. It extracts the data relevant to customer orders and advance shipping notices so that the target system can use it. Specific formats must be confirmed based on the documents used.

Do you need EDI to automate order integration into a WMS or ERP?

No. The Smart AI Files Converter lets you process information received as files, without systematically requiring an EDI flow. AI reads the documents and extracts the data needed for their integration. This approach makes it possible to automate certain flows even when customers or suppliers do not have an EDI connection.

Does the Smart AI Files Converter work with a WMS or ERP other than Stockbooking?

The module is designed to integrate data into Stockbooking or into another WMS or ERP. Compatibility depends on the target software, the interfaces available and the integration methods. A preliminary analysis makes it possible to check the feasibility of the connection and define the project scope.

How does AI check the extracted data?

Artificial intelligence extracts the information contained in the documents and submits it to a validation process before integration. This approach aims to limit transcription errors and manual re-keying. The checks applied depend on the nature of the documents and the process defined for your organization.

How long does it take to set up the Smart AI Files Converter?

The lead time depends in particular on the file formats, volumes, target software and integration methods. A study of your flows makes it possible to identify the operations that can be automated and define a realistic scope. Stockbooking can therefore help you assess your needs before determining the deployment steps.

Automate your document flows with Stockbooking

The Smart AI Files Converter turns incoming documents into usable data and makes it easier to integrate them into your existing WMS or ERP.

Reduce administrative tasks, limit data entry errors and free up time for your logistics operations, without calling your entire IT environment into question.

Schedule a demo