AI Smart Purchase Order to Order Capture

Extract and organize data from documents—including handwritten notes—automatically and understand the context and the meaning behind the data with the help of AI and machine learning (ML). Upload files—purchase orders or any order-like documents—to the system and have them processed and aligned with relevant catalog items and quantities in a matter of seconds.

B2B buyers still rely heavily on traditional and offline methods to place orders—sending purchase orders via email attachments, fax, screenshots, or photos of handwritten notes. Processing these manually is slow, error-prone, and expensive. 

Sales and operations teams spend hours re-keying product codes and quantities. Transcription mistakes lead to wrong SKUs, incorrect quantities, and mismatched pricing—resulting in costly returns, delays, and customer frustration. When buyers request quotes through informal channels, slow response times risk lost deals.

Virto's Smart PO to Order Capture is an AI-powered document intelligence feature that automatically extracts product information, line items, and quantities from any visual or document input—and instantly transforms them into a structured shopping cart or quote request.

• Intelligent automation: AI and ML ensure that file processing is fast, precise, and accurate, effectively automating and streamlining the workflows for purchasing departments. 

• Improved customer experience: Time savings from automated PO and order capture removes tedious manual tasks from teams’ to-do lists, providing a seamless, positive experience even for very complex, bulk orders, boosting their satisfaction with the shopping experience. 

• Higher conversion rates: Automated and accurate PO to order capture ensures every product on the customer’s list is allocated and added to the cart. The fast process simplifies high-SKU order entry for field sales, reduces cart abandonment, and results in more completed orders, higher conversion rates, and increased revenues. 

• Multi-format document ingestion: Accepts PDFs, image files, scanned documents, email attachments, and photos.
• AI-powered data extraction: Identifies and extracts product lines, quantities, SKUs, and pricing from structured and unstructured inputs.
• Handwritten document recognition: Processes handwritten POs, inventory sheets, and order notes with the same accuracy as typed documents.
• Corrupted & low-quality document handling: Reliably extracts data even from poor scans, low-resolution images, or partially damaged files.
• Instant cart or quote generation: Extracted line items are immediately mapped to catalog products and pushed into a shopping cart or quote request, ready for review and approval.

Inventory replenishment from field & warehouse

• Who: Warehouse staff and store managers who identify restocking needs on the ground but lack access to digital ordering systems in the moment.
• The problem: Restocking needs are spotted physically but can't be acted on digitally without manual data entry—creating delays, stockouts, and extra steps for workers who shouldn't need to log into a procurement portal just to reorder.
• The outcome: A store manager photographs a handwritten inventory count sheet—the system extracts items and quantities and pushes a restocking cart for approval. No portal login, no manual entry, no delay.

Competitor invoice & quote conversion

• Who: Sales teams building counter-quotes against competitor bids.
• The problem: Re-keying every line item from a competitor's invoice or quote manually is slow and error-prone — delaying response time and putting deals at risk.
• The outcome: A customer uploads or emails a competitor's invoice — the system extracts all product lines, quantities, and pricing instantly, generating a ready-to-send counter-quote. Faster response, less friction, more won deals. 

Transforming complex, time-intensive purchasing processes into simple, accurate tasks creates a positive experience and helps the business stand out. Visit our user guide to find out more about powerful B2B and B2C capabilities in Virto Commerce.