Order confirmations · Purchasing
Order confirmation automation: Catch supplier deviations before they cost you
Order confirmation automation lets your purchasing team check every supplier confirmation against the original purchase order – without manual data entry. DocBits reads confirmations from email and PDF in any layout, compares prices, quantities and delivery dates line by line, and updates Infor LN, M3, CloudSuite, CSD or SAP S/4HANA. Your team only handles the deviations.
ISO 27001 certified
Up to 96% automation
Native Infor & SAP integration
Companies that rely on DocBits
Why manual order confirmation checks slow down purchasing
Your suppliers send order confirmations every day – as PDF attachments or scanned documents, each in its own layout. Someone on your team opens each one, compares item numbers, quantities, prices and delivery dates with the original purchase order, and re-enters changes into the ERP.
When a supplier raises a price or pushes back a delivery date, the change is easy to miss. It often surfaces only at goods receipt or when the invoice arrives. By then, production planning has worked with the wrong date and accounts payable has to clarify the difference.
Order confirmation automation moves this check to the moment the confirmation arrives. More for purchasing teams →
How order confirmation works in DocBits
DocBits handles every order confirmation in four steps – from the supplier’s email to your ERP.
Capture confirmations from email and PDF – in any supplier layout
Have suppliers send confirmations to a dedicated mailbox, or import PDFs and scans manually. DocBits reads them without templates and in 120+ languages, so you don’t set anything up per supplier
Check every line against your purchase order
DocBits extracts header and line-item data with over 96% recognition accuracy and compares each line with the open purchase order in your ERP. It flags price changes, quantity differences, new delivery dates and missing items
Resolve only the deviations
Confirmations that match your purchase order need no manual entry. When DocBits finds a deviation, your team sees the confirmation, the purchase order and the exact difference side by side – and decides whether to accept the change or clarify it with the supplier
Update your ERP without re-entry
Once confirmed, DocBits transfers the data directly to Infor or SAP – no export, no copy-paste. Your purchase orders reflect what suppliers have actually confirmed
What DocBits checks in every order confirmation
| Data | What DocBits does with it |
|---|---|
|
Supplier name and contact details |
Assigns the confirmation to the right supplier record in your ERP |
|
PO reference and confirmation date |
Links the confirmation to the matching purchase order |
|
Item numbers and descriptions |
Compares each line with the order, including complex multi-line tables |
|
Quantities and units |
Flags quantity differences and missing items |
|
Unit prices, totals, freight and packaging costs |
Flags price deviations before the invoice arrives |
|
Delivery dates and delivery terms |
Shows production planning what has actually been confirmed |
|
Payment terms and discounts |
Captures them and transfers them to your ERP |
Manual vs. automated order confirmation processing
| Manual process | With DocBits |
|---|---|
|
Every confirmation re-entered into the ERP |
Data extracted and transferred automatically |
|
Deviations often found at goods receipt or invoice stage |
Deviations flagged when the confirmation arrives |
|
Searching emails and systems for each exception |
Purchase order, confirmation and difference in one view |
|
Production planning works with unconfirmed dates |
Confirmed delivery dates visible in the ERP |
|
Each supplier layout handled differently |
Template-free processing of any layout |
Built for your purchasing process
Your suppliers don’t need to change anything
Suppliers keep sending confirmations as PDF attachments, scans or handwritten documents. There is no portal to log into and no EDI project to set up
Any supplier format, including handwriting
DocBits reads printed and handwritten confirmations and complex multi-line tables in 120+ languages – with over 96% recognition accuracy and no templates to maintain
No lengthy IT project
Most customers go live within a few weeks. A dedicated project manager guides you from setup to go-live, and our team stays available afterwards
You stay in control
Matching confirmations go through without manual entry. Every deviation lands with your team, and you decide whether to accept it or clarify it with the supplier
Native integration with Infor and SAP
DocBits integrates natively with Infor LN, Infor M3, Infor CloudSuite, Infor CSD and SAP S/4HANA. Confirmed data flows into your ERP without middleware and without a separate connector project.
FELLOWPRO AG, the company behind DocBits, is ISO 27001 certified and processes your data in line with the GDPR.
Questions about your ERP landscape? Our team will answer them
Infor CloudSuite
See how much of that would apply to your own document volume
Your Free DocBits Automation Assessment
Find out in 2 minutes how much automation potential your order confirmation process has – based on your document volume, current capture method, and biggest time drains around order confirmations and PO matching.
One platform for your procure-to-pay documents
Invoice Processing →
Invoice capture, PO matching and approval workflows
Order Confirmation Automation
You are here
Purchase Order Automation →
Purchase orders received by email, PDF or scan, captured and transferred to your ERP
PO Matching →
2-way and 3-way matching at line-item level
Supplier Portal →
A central place for suppliers to submit documents, check invoices status, update information
One platform. One integration.
Frequently Asked Questions About Order Confirmation Automation
Is there software that automatically processes incoming order confirmations from suppliers?
Yes. Order confirmation automation software receives supplier confirmations by email or PDF, reads header and line-item data and compares them with the open purchase order in the ERP. Solutions range from add-ons built for one ERP to procure-to-pay suites and intelligent document processing (IDP) platforms that read any supplier layout. DocBits is an IDP platform with native integration for Infor and SAP: matching confirmations need no manual entry, and deviations go to the buyer.
How do companies automate PO acknowledgements and delivery date confirmations when suppliers send them by email and PDF?
Most companies set up a dedicated mailbox where suppliers send their order acknowledgements as usual. AI-based document processing reads each PDF regardless of layout, extracts PO number, line items, quantities, prices and confirmed delivery dates, and compares them with the open purchase order in the ERP. Matching confirmations need no manual entry; deviations such as a later delivery date go to the buyer. DocBits works this way and transfers confirmed data directly to Infor or SAP.
What is the best order confirmation automation software for companies running Infor or SAP?
It depends on your ERP, your document volume and how your suppliers send confirmations. DocBits integrates natively with Infor LN, Infor M3, Infor CloudSuite, Infor CSD and SAP S/4HANA, without middleware, and is available on the Infor Marketplace. Infor also offers automations for specific scenarios on the Infor Marketplace. The most reliable way to choose is to test candidates with your own supplier documents.
Which vendors are used to match order confirmations to purchase orders?
Three types of solutions are common: add-ons built for a specific ERP, procure-to-pay suites that process confirmations inside their own system, and intelligent document processing (IDP) platforms that read confirmations in any layout and connect to the ERP. DocBits belongs to the third group, with native integration for Infor and SAP. Key criteria are line-item matching, handling of different supplier layouts and how deviations reach the buyer.
Can AI read handwritten order confirmations reliably?
Yes, AI-based document processing reads handwritten documents as well as printed PDFs and scans. DocBits processes handwritten confirmations and complex multi-line tables without templates, in 120+ languages, with over 96% recognition accuracy. How well it works for your suppliers is best checked with your own documents.
What should I look for when choosing order confirmation automation software?
Check how the software connects to your ERP (natively or via middleware), whether it compares confirmations line by line against the purchase order, how it handles varying supplier layouts and handwriting without templates, and how deviations reach the buyer. Ask what an accuracy figure measures – single fields, line items or fully automated documents – and test candidates with your own supplier documents. DocBits, for example, is natively integrated with Infor and SAP, works without templates and reaches over 96% recognition accuracy; FELLOWPRO AG, the company behind it, is ISO 27001 certified.
Ready to Stop Checking Order Confirmations by Hand?
See how DocBits processes your own supplier confirmations in a live demo with our CRO. Bring a few real documents – we’ll test them during the call.
Have a specific question first? Contact our team →