AI-Powered Order Automation for Salesforce CRM

Industry

Manufacturing & Distribution

Tech Stack

Salesforce (CRM & Custom Objects)
LLMs (GPT-powered interpretation layer)
OCR Models
REST APIs & Webhooks
Kubernetes Deployment
Custom Dashboards + Audit Trails

Summary

A global manufacturer faced rising volumes of B2B orders arriving in email, PDF, Excel, and scan formats. Each document required 20–30 minutes of manual handling, leading to high error rates, lost orders, and support overload.

VRP built and deployed an AI Order Automation Engine on top of Salesforce — enabling end-to-end order ingestion, validation, and confirmation with >99% accuracy, <2 minutes per document, and zero manual entry.

The challenge

01

Multi-format orders: email, PDF, Excel, scans

02

3–6 full-time employees entering data

03

10–15% error rate in line items

04

2–4 hour delays for order confirmations

05

No real-time validation or visibility

06

Over 60% of support tickets were order-related

07

No audit trail or reporting capabilities

The client needed full automation — but without replacing Salesforce CRM.

Our Solution

01
AI-Powered Document Parsing

  • Extracted structured line items using OCR from PDFs, scans, spreadsheets
  • Parsed email body content for unstructured data

02
LLM Interpretation Layer

  • Used GPT-based models to interpret phrases like “same as last time” or “ship to all three warehouses”
  • Mapped fuzzy item descriptions to SKU and pricing data in Salesforce

03
Salesforce-Based Validation & Order Creation

  • Orders validated in real time via Salesforce product/pricing data
  • Auto-creation of order records with confirmation sent back to customer

04
Exception Handling UI

  • Custom Salesforce screen for reviewing low-confidence items
  • Staff could approve/correct with a single click; model retrained on this input

05
Monitoring & Continuous Feedback

  • Logging of model confidence, outcomes, and correction behavior
  • Admin dashboards for audit, performance, and success metrics

The Results

Metric

Before

After

Processing Time
20-30 min
<2 min
Line Item Accuracy
~85-90%
>99.3%
Manual Entry (FTEs)
3-6
0 (except flagged exceptions)
Order Confirmation Time
2-4 hrs
<2 min
Support Tickets (order-related)
60%
↓ 50%
ROI Achieved
<3 months

Processing Time

Before

20-30 min

After

<2 min

Line Item Accuracy

Before

~85-90%

After

>99.3%

Manual Entry (FTEs)

Before

3-6

After

0 (except flagged exceptions)

Order Confirmation Time

Before

2-4 hrs

After

<2 min

Support Tickets (order-related)

Before

60%

After

↓ 50%

ROI Achieved

Before

After

<3 months

Why work with VRP?

We are a global full-service Salesforce® Platinum Consulting Partner, PDO Expert, Salesforce.org Consulting Partner and Tableau Partner, delivering innovation for all sizes of clients across the entire Salesforce platform.

Support 4.8 out of 5 Average customer satisfaction rating
Digital Revolution Awards 2024 Partner Innovation Awards 2023 Partner Innovation Awards 2022 Partner Innovation Awards 2020 Salesforce Partner Salesforce Consulting Partner Salesforce Navigator Expert
Top CRM Consulting Companies in Poland Top Salesforce Partner in CRM Consulting Tableau Partner Excellent based on 10 review by GoodFirms Clutch 5 Stars

2,000+ successful projects

In the last 25+ years, over 400 clients have received more than 2,000 successful Salesforce projects, rating them on average above 4.8 out of 5.

13 offices in 10 countries

Local client-facing teams in EMEA and North America, and delivery hubs at scale in Poland, South America and the Philippines provide the right blend of quality and cost.

Agile to deliver effectively

For all projects from QuickStarts to multi-year enterprise transformation programs.

1,100+ expert certifications

You can access our talent pool of Salesforce Certified Administrators, Service & Sales Consultants and Force.com Developers to meet your business needs.

24/7 support

Follow-the-sun support providing constant support regardless of your location.

Flexible client services

Including consulting, outsourcing, custom development and managed services.

25+ years in operation

We are award-winning Salesforce Consulting Partners and Expert PDO Navigators. Our staff are constantly building on their knowledge with training and innovative projects.

Innovative

Industry and cloud expertise coupled with best-in-class ISV app partners to deliver perfect solutions.

Cost effective

Blend of local and remote certified experts to provide engagement and delivery that is right for your business.

What’s Next?

Following this success, the client is expanding their AI layer to:

Automate returns (RMA) form processing

Lens

Interpret partner contracts for compliance tagging

Auto-create support cases from partner and customer conversations

Left line Right line

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1

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2

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3

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