DOC // AIQ-O2C-001REV / A
●SOLUTIONSHEET 11 / ORDER-TO-CASH
§ Solution · Foreign trade & finance
Export Order-to-Cash automated/
"From the customer's email to the SAP close, with no side spreadsheets."
An orchestration layer on top of SAP that digitises the whole export flow: it receives the purchase order in any format, validates it, loads it, invoices through ARCA, distributes the documents and closes the operation. Delivered in phases, with visible results from the first week.
§01 · The problem
Seven departments coordinated by email, Excel and Teams
Customer Service, Sales, Planning, Finance, Quality, COMEX and Dispatch handle every export order through emails, shared spreadsheets and chats. Each order crosses five stages — receipt, planning and production, batch allocation, invoicing and shipping — with no single source of truth.
20%+ of orders hit friction
In a reference case (an exporting biopharma lab, ~40 orders a month): 15% of shipments slip, hitting collections and cash directly, with a ~15-day cycle against 48–72 hours for competitors.
§02 · The solution
How it works, in 5 stages
An end-to-end automation that takes the order as it arrives and carries it to the close of the operation, with your team approving only what needs judgement.
01
Receipt
The order arrives by email (PDF, text or internal form) in a dedicated mailbox.
02
Extraction & validation
AI extracts customer, Incoterm, product, quantities, price and dates, and checks completeness, price, credit and consistency.
03
SAP load
With the salesperson's approval the Sales Order is created; Planning confirms the date and the customer sees the status.
04
Invoicing & ARCA
Once Quality releases the batch, the invoice is issued, the legal number obtained and the INV + PL + COA package sent.
05
COMEX close
Shared logistics schedule; when the flight departs, the base date is posted to SAP (ZSD019).
§03 · Phases
Modules delivered separately
PHASE 1 · 8–10 weeks
Receipt to SAP
Intelligent receipt, validation and extraction of purchase orders, automatic SAP load and Planning confirmation with customer visibility.
PHASE 2 · estimated after Phase 1
Invoicing & close
Invoicing, ARCA validation, automatic distribution of the document package, logistics traceability and COMEX close.
PHASE 3 · Optional · ~4 weeks
Contracts & price lists
Automatic reading (AI + OCR) of current contracts and a dashboard matching every purchase order with its price list.
§04 · What is included
A complete solution
◆
Incomplete orders, solved in one step
When data is missing, the salesperson gets a structured notification listing the missing fields with a direct reply field. The system re-reads and validates on its own, with no email rounds.
⚠
Credit safeguards
Before loading into SAP the customer's credit status is checked. If the customer is overdue, the order is held and Finance and the salesperson are notified.
▲
Tailored SAP integration
Sales Order through RFC, IDoc or FTP depending on the available architecture. The order is born blocked for commercial validation.
◇
End-to-end traceability
Real-time status for Customer Service, Sales and the customer. Quality is alerted automatically when a batch blocks the invoice.
§05 · Why it works
The knowledge stays with your team
We work as a mixed team: a technical person from your company accumulates the know-how and becomes the internal reference for the platform. We start from the modules and spreadsheets you already have (PO entry, delivery tracking) as the functional contract, and add the orchestration layer on top.
No servers to run and no lock-in: the logic lives in scenarios your team can read and change.
Make.com
Gemini
OCR
SAP · RFC / IDoc / FTP
ARCA Web Services
Google Workspace or Microsoft 365
§06 · Who it is for
Who this solution is for
CASE 01
Labs and exporters with 20+ export orders a month.
CASE 02
Customer Service and COMEX teams that coordinate by email and Excel today.
CASE 03
Companies already on SAP and invoicing through ARCA that want to orchestrate without replacing.
CASE 04
Regulated industries with batch release by Quality and documents for every shipment.
§07 · Next steps
How we move forward
STEP 01 · Discovery
Case survey
We review real orders, the flow between departments and the available SAP integration mechanism with your IT team.
STEP 02 · Phase 1 · 8–10 weeks
Internal pilot
Salespeople enter or validate orders on the platform; 1–2 tuning iterations of the extraction model and automatic SAP load.
Ready to close the loop?
Book 30 minutes and we walk through your export process end to end. No commitment, no generic slides.
END OF SHEET 11
ai-q.fit · order-to-cash
© 2026 · Dr. Federico Andino