Import PO with AI
AI purchase order processing inside the quotation builder: drop in a customer's PO or RFQ and 1flux drafts the quotation, matched to your catalogue, for you to review.
In short
Import PO with AI turns the purchase orders and RFQs your customers send into draft quotations. Drop the file into the quotation builder, as a PDF or an image of up to 10 MB, and 1flux fills the customer's reference, the date and the currency, drafts up to 200 lines and matches item codes to items in your catalogue. A confidence score tells you how closely to check the draft, the source file stays attached, and a person reviews, saves and sends the quotation.
View as text
- A salesperson opens a new draft quotation and chooses Import PO with AI.
- They drop in the customer's purchase order, PO-4471.pdf.
- 1flux imports 8 lines with a 94% confidence score: it fills the customer reference (PO-4471), the quote date and the currency (USD), and matches each item code to the catalogue.
- The salesperson chooses the customer and checks the totals. The source file stays attached to the quotation.
The problem: retyping a customer's PO, line by line
Retyping a customer’s purchase order into a quotation is one of the most repetitive jobs in B2B trade, and one wrong digit flows through to the order, the delivery and the invoice.
A contractor’s PO often runs to 40 lines, with item codes to look up one by one and a scan nobody can copy from. Import PO with AI gives that job to AI, and leaves the checking and the decisions with your team.
Today
With 1flux
- Customer PO
- Import PO with AI
- Review the draft
- Submit for approval
- Send
What does AI purchase order processing do in 1flux?
AI purchase order processing in 1flux reads the document your customer sends and turns it into a draft quotation in the quotation builder, next to Browse catalog and Add item.
It’s a form of AI document extraction: reading a business document and returning its contents as structured data your team can check.
| What 1flux does | |
|---|---|
| Accepted files | PDF, PNG, JPEG or WebP, up to 10 MB |
| Documents | A customer’s purchase order (PO) or request for quotation (RFQ), including a scan or a phone photo saved as an image |
| Header details | Fills the customer reference (the PO or RFQ number), the quotation date (the document date) and the currency, when the document shows them |
| Lines | Up to 200, each with the description as printed, item code, quantity and unit price |
| Catalogue matching | Matches item codes to items in your catalogue. A matched line takes your unit and tax code |
| Prices | A price printed on the PO is kept. A matched line with no printed price takes your catalogue price |
| Confidence | One score for the whole extraction, shown as a percentage |
| Source file | Attached to the quotation with an AI source badge |
How does Import PO with AI work?
1flux turns a customer document into a draft in six steps: the PO goes in, item codes are matched to your catalogue, and draft lines come out for you to review.
View as text
- A customer sends purchase order PO-4471 as a PDF. A salesperson chooses Import PO with AI in a new quotation and uploads it.
- While the button reads “Reading PO…”, 1flux extracts the customer’s reference (PO-4471), the document date (8 October 2026), the currency (USD) and the lines.
- Each line’s item code is compared with your catalogue. Exact matches, such as 0101-0012, become catalogue lines with your unit and tax code. HX-2210 has no exact match, so it arrives as a custom line without a tax code.
- The draft shows “Imported 8 lines from PO-4471.pdf” with a 94% confidence score. The source file is attached with an AI source badge. The salesperson chooses the customer and reviews every line before saving.
- Start a quotation. Open a new quotation in the quotation builder and choose Import PO with AI.
- Upload the document. Pick the customer’s PO or RFQ. The button reads Reading PO… while 1flux works.
- Extraction. 1flux sends the document to a large language model through a model gateway, with strict instructions: return only what’s printed, in a fixed structure.
- The draft fills in. The reference, date, currency and lines appear in the builder, with a callout showing how many lines came from which file and the confidence score.
- You review. Check the lines against the attached file, choose the customer, complete any custom lines and save.
- Your process takes over. Submit for approval as usual. If an approval rule matches, for example by amount, the quotation can’t be sent until it’s approved.
Guardrails: how 1flux keeps an AI draft honest
A quotation is a commercial commitment, so 1flux treats AI output as a draft from an untrusted source and builds the checks into the feature itself.
A strict structure
The model returns data in a fixed schema: dates as dates, quantities and prices as numbers, the currency as a three-letter code. Output that doesn’t fit is rejected.
Left out, not guessed
The model is instructed to leave out any value it can’t read rather than guess, from items and quantities to prices, dates and currency. You fill in the rest.
Documents can’t give orders
The uploaded file is treated as untrusted business data, and the model is instructed to ignore any instructions written inside it.
A confidence score you can see
Every import shows one score for the whole extraction, so a low score tells you to read the lines closely.
The source stays with the quote
The original file is attached with an AI source badge, so reviewers and approvers can check the draft against it.
Matched on item codes
Lines are matched to your catalogue on the item code itself, so a matched line takes your item, unit and tax code.
People stay in charge
The AI fills a draft. A person saves, submits and sends the quotation.
The same permission as a person
Only people whose role can create quotations can use Import PO with AI.
Connected to the rest of 1flux
An AI draft becomes an ordinary 1flux quotation, with the same approvals, documents and hand-offs as any other.
- Import PO with AIDraft quotation
- QuotationsSubmit for approval
- Workflows and approvalsAccepted → order request
- Sales orders
After you save it, the draft follows your approval rules, prints with your letterhead and goes out by email, secure link or WhatsApp. When the customer accepts and you attach their PO, it becomes an order request for operations. See how 1flux Quotations works from draft to order.
Who is Import PO with AI for?
Anyone who turns customer documents into quotations, and anyone who needs to know exactly what the AI does.
Sales coordinators and inside sales
Who turn customer POs and RFQs into quotations every day.
Sales heads
Who want quotations out faster without losing control of pricing and approvals.
Owners and IT leads
Who want to know exactly what the AI does and how data is isolated and stored.
What documents can Import PO with AI read?
1flux reads a customer's purchase order or request for quotation as a PDF, PNG, JPEG or WebP file of up to 10 MB. A scan or a phone photo saved as an image works too. Import PO with AI extracts up to 200 lines per document, plus the customer's reference, the document date and the currency when they're printed.
How does 1flux match PO lines to my catalogue?
1flux matches on item codes. When the item code on the customer's document matches an item code in your catalogue, the line becomes a catalogue line with your unit and tax code, and takes your catalogue price if the PO shows none. Other lines come in as custom lines with the description, quantity and price from the document, ready for you to complete.
How does 1flux keep the AI from guessing?
1flux instructs the model to return only what's printed on the document, in a fixed structure, and to leave out any value it can't read rather than guess. A confidence score shows how sure the extraction is, the original file stays attached with an AI source badge, and you review every line before saving, so the draft can always be checked against the source.
Who sends a quotation drafted with AI?
1flux leaves sending to your team. Import PO with AI only fills a draft quotation; a person reviews it, chooses the customer and saves. If an approval rule matches, for example on the total amount, the quotation can't be sent until it's approved. Sending by email, secure link or WhatsApp is always a deliberate step by someone with permission to send.
Can Import PO with AI read an RFQ as well as a purchase order?
Yes. Import PO with AI reads a customer's request for quotation (RFQ) the same way as a purchase order. It fills the customer's reference and date, drafts the lines with item codes, quantities and any prices shown, and matches item codes to your catalogue. Where the RFQ shows no price, a matched line takes your catalogue price, so you start from a priced draft.
What happens to the customer's original file?
1flux attaches it to the quotation with an AI source badge, so reviewers and approvers can check every drafted line against the customer's own document. The file stays with the quotation through review, approval and sending, so it's there whenever someone needs to confirm exactly what the customer asked for.
AI in 1flux
AI that works on the same records, permissions and audit trail as your team, and drafts quotations from customer POs today.
Control and trust
How AI in 1flux stays inside the same permissions, drafts, approvals and records as your team.
Quotations
Quotes from your catalogue or a customer's PO, approved, locked and sent.
AI-native ERP
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Platform
One data model, one command layer and one set of rules under CRM, Inventory and Accounting, with AI on top.
Book a demo
Bring a customer PO to your demo
Send a sample PO or RFQ with confidential details removed, and watch 1flux draft the quotation from it.
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