Automate Purchase Order Processing from Email
How procurement teams can automatically extract PO numbers, vendor names, line items, and delivery dates from supplier emails — and track them in a spreadsheet.
Purchase orders land in inboxes as emails, PDFs, and sometimes scanned documents. Processing them manually — reading each one, extracting the PO number, logging the vendor, noting the delivery date — is time-consuming and error-prone.
Automating PO processing saves hours per week for procurement teams and eliminates transcription errors that create expensive downstream problems.
What data lives in a purchase order email?
- PO number (e.g., PO-2026-4821)
- Vendor / supplier name and GST number
- Line items: description, quantity, unit price, total
- Delivery address
- Expected delivery date
- Payment terms
- Buyer contact details
The manual process and its cost
A typical procurement assistant spends 2–3 hours per day on PO data entry. At a ₹30,000/month salary, that is ₹7,500–₹11,250 per month spent on copy-pasting. Automation that costs ₹2,500/month and eliminates that task pays for itself 3× over.
Automating PO extraction with AerisL
- Create a PO inbox — get a dedicated address like
po@inbox.parsepilot.in - Define your PO schema — add fields: PO Number, Vendor Name, Vendor GST, Total Amount, Delivery Date, Payment Terms
- Add approved suppliers — configure sender allow-lists so only confirmed vendor domains are processed automatically
- Connect your tracking sheet — link to a Google Sheet; each PO becomes a row
- Set up a webhook (optional) — notify your ERP or Slack channel when a new PO arrives
Handling PDF POs
Most POs arrive as PDF attachments. AerisL extracts text from the PDF and passes it to the AI parser alongside the email body. Fields found in the PDF attachment take priority over the email body when both contain the same field.
What about exceptions?
Emails from unknown senders, or parses with low confidence scores, go to a review queue in your dashboard. You review, correct if needed, and the corrected data goes to your sheet.
PO automation is one of the highest-ROI applications of email parsing for procurement teams. The setup takes 10 minutes; the time savings are immediate.
Ready to automate your email data entry?
Start free with 100 parsing credits — no credit card required.