Order entry and order processing software
Order management for small businesses and wholesalers that receive orders by e-mail. AI drafts, your review, free to start.
Where order processing really takes time
Search for order management software and you mostly find ERPs and inventory systems. These programs handle an order once it has already been entered into the system, generating invoices and delivery notes, booking stock, and tracking open items. However, they rarely address the step before that, which is where small and medium-sized businesses spend most of their time.
In many companies, orders do not arrive via an interface. Instead, they arrive as e-mails containing a few lines of text, a photo of a list, or a PDF from the customer’s own system. Before the inventory system can be used, a staff member must read the e-mail, find the customer, match each line to a product, and type everything in manually. When you receive twenty orders a day, this becomes a significant part of the workday.
Onshop is designed specifically for this step. It is not another inventory system; it converts the orders in your mailbox into checked orders that you can then process further.
From mailbox to draft order
You connect the mailbox where your orders arrive. Onshop checks it regularly, reads every new e-mail and its attachments, and determines if it is an order. Each order is then turned into a draft containing the customer and the line items.
Onshop identifies the customer by their name, company domain, or sender address, and matches products using the exact name from your catalogue or the item number. Anything ambiguous remains clearly marked: a customer that could not be identified unambiguously or a line marked as “not matched”. You can see the specific passage from the attachment or e-mail next to every line. This allows you to verify the data against the source instead of relying on your memory.
Questions are part of order processing
Communication makes up a large part of processing an order. A unit might not fit, a product could be ambiguous, or a quantity might be missing. Onshop identifies these issues and can draft a reply to the customer with a single click to ask for clarification. You send this reply through your own mailbox directly from Onshop. The software then links the customer’s response to the order and updates the draft. This keeps the entire case in one place rather than scattering it across sticky notes, the inbox, and the inventory system.
You are the only one who confirms an order. Onshop makes a suggestion, but you make the decision.
What happens to the confirmed order
Confirmed orders can be exported as a CSV file with one row per line item. Two formats are available: a technical version for importing into other systems and one that opens correctly in Excel with decimal commas, semicolons, and umlauts. You can filter these exports by customer, period, and status. Direct integration to hand orders over to your ERP or inventory system is planned; until then, the CSV export serves as the bridge.
Built for small businesses
Onshop does not require an implementation project. You can sign up, connect a mailbox, and review your first draft free of charge. You upload your customers and products via a CSV file, such as one from your inventory system or Excel; a preview shows you what will be created or changed before the import starts. Onshop still works if your catalogue is initially empty, in which case the lines simply remain as text in the draft.
The interface is available in English and German, accessible via a browser on a phone or desktop. This is a practical feature, as it allows someone on the road to confirm and review a draft between appointments.
Placeholders replace your customers’ personal data before any request is sent to the AI model. Further details on this process are described under AI and data protection.
