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Order intake automation

Pilot deployment with a food wholesaler began in October 2026

Keep your workflow.
Automation follows.

Your customers keep faxing and calling just as they do now. For customers you talk to on LINE or KakaoTalk, just send them the order chat link. Your internal procedures and your sales management software stay the same. AI reads each incoming order and turns it into order lines, so your staff only need to review them.

Free consultationRequest an estimate

Share one of your actual order forms with us, and we'll show you the reading results, unedited.

Example of the review screen (for illustration only)
Review — ORD-20260913-0042 / Customer A (example)

Original as received (fax)

Order lines drafted by AI (lines needing review first)

  • LA galbi, premium특상 LA 갈비2 casesNeeds review
  • Grated garlic, bulk업무용おろしニンニク5 kgNeeds review
  • Pork belly, sliced부다바라10 kgResolved
  • Napa cabbage kimchi, mediumキムチ 白菜 中辛12 bagsResolved
  • Naengmyeon broth, bulk냉면 육수 업소용6 bottlesResolved

/01 — Overview

Four ways in. One human touch.

Fax, phone, order chat, and manual entry (including file import). Whichever way an order arrives, the machine handles reading, translation, and matching against your product master. People open only the lines with low confidence. Press confirm, and the order goes out as a delivery note and CSV.

What gets easier, and how

Here are four things that really happen in order processing, side by side with how they look once Flux is in place.

Re-keying orders

Today

Staff look at incoming faxes and notes from phone calls and type item names and quantities into the sales management software, one line at a time. The person in charge spends at least 2 hours a day on that task aloneNote1. The busier the Monday morning, the bigger the backlog.

With Flux

The order lines are ready the moment an order arrives. All your staff do is look over the lines that need review and press confirm. Because the typing itself disappears, the time it takes hardly changes even as order volume grows.

Typing errors

Today

If someone types "10 cases" instead of "1 case," no one notices at the time. You find out only once the goods arrive. Returns, apologies, and redeliveries follow, and that day's delivery plan falls apart.

With Flux

Any line where the reading is even slightly doubtful can't be confirmed. It stops until a person looks at it and presses confirm, so mistakes are caught before delivery. What was corrected is logged, too.

Know-how in one person's head

Today

"부다바라" means pork belly; "특상" means premium grade. Each customer's way of writing orders exists only in your veteran's head. When that person is off, order processing stops, and new staff have to go and ask every time.

With Flux

Correct it once during review, and it stays in that customer's glossary. From then on, anyone who opens the order gets the same interpretation, and orders written the same way no longer come to a person.

Staffing

Today

Every time orders grow, it comes down to two options: hire more people or absorb it with overtime. You can't add people just for the busy season, so the load ends up falling on the same staff.

With Flux

The machine absorbs the increase. You can grow your orders without adding staff, which also eases the burden of hiring and training.

40–60secondsFrom the moment a single fax arrives to order lines ready for reviewNote2

/02 — Order channels

Same way of ordering. No app required.

Paper arriving on your multifunction printer, photos taken on a phone, voicemail recordings — your customers can keep sending orders exactly as they do now. For customers you talk to on LINE or KakaoTalk, just send them the order chat link. They don't need to install an app, and you don't need to run an official account.

Paper from the printer, photos from a phone.

Received paper can be imported in batches. Handwritten additions are read as far as possible, and anything that can't be read goes to a person.

  • Just connect a palm-sized receiver to the line. Your number and your multifunction printer stay as they are
  • Until the receiver is installed, it works as is by importing photos or image files

Per page40–60 secondsNote2

Voicemail recordings become orders.

AI does not answer the phone. Recordings left on voicemail are transcribed, turned into order lines, and sent to review.

  • Your phone number and phones stay as they are
  • Recordings are kept as an audit trail

Received viaVoicemail

Just hand out a link and a QR code.

Give each customer their own order chat link and QR code, and they're ready to go. For customers you talk to on LINE or KakaoTalk, send the link in the chat, and they can open it from there. The AI reads the order back to confirm it, so mistakes are fixed on the spot.

  • Customers don't need to install an app
  • We prepare a link and QR code for each customer

Official accountNot needed

Exceptions, by hand, anytime.

Unexpected phone orders, in-store orders, internal notes. Orders entered by hand and imported files appear on the same review screen, so there's no separate process to learn.

  • Create order lines by choosing the customer and products
  • Photos and files can be imported from the same screen

Merged intoSame review screen

/03 — Reading

Reads mixed languages. Checks against your master.

"특상 LA 갈비," "업무용おろしニンニク": item names that mix Japanese and Korean, and handwritten additions, are read as far as possible. What's read is checked against your product master and resolved down to the SKU, quantity, and unit. Type an order line in the box below to try it.

Live demoA sample that runs on this page. The line you enter is matched against a sample product master.

Pork belly, sliced부다바라 → PK-10422 cases98%

Lines with low confidence are marked Needs review, and a person confirms them in the next step, Review.

What changes when the reader is given your product master

Comparison on the same single order form: share of order lines resolved to a SKUNote3

Without the master48%
With the master100%

/04 — Review

AI doesn't decide. People do.

Lines whose confidence falls below the threshold are marked "Needs review" and aren't confirmed until a person presses the button. Item names that aren't in your product master are treated the same way. You confirm just by pressing a candidate, and lines needing review are gathered at the top, so there's no need to re-read every line.

Demo (sample; see note 4)

ORD-20260913-0042 / line 3Needs review

특상 LA 갈비 2박스

Three items are close to this name. Press one to confirm.

Pressing confirms it, and this mapping is added to the glossary

  • Doubtful lines always stop

    Low confidence, not in the product master, candidates too close to call, or a line count that doesn't add up. If even one of these applies, the line goes to a person for review.

  • Lines needing review rise to the top

    Open the order and work down from the top, pressing only the lines that need review — and you're done.

  • This step is not designed to be skipped

    There is no setting that confirms everything automatically. If a wrong order were confirmed silently, no one would notice until it was delivered.

/05 — Learning

Day 1: everything. Month 3: only exceptions.

Names corrected during review go straight into that customer's glossary. That's how it learns "부다바라 = pork belly." Items that come up every day eventually stop needing review, and people open only new products, first-time customers, and special-pricing notes.

Day 1

People look at most lines.

Flux doesn't know each customer's way of writing yet, so many lines go to review. The candidates you press here become the model for next time.

Month 1

Common items resolve automatically.

Mappings like "부다바라 = pork belly" build up in the glossary, and items that come up every day no longer stop.

Month 3

People open only the exceptions.

New products, first-time customers, special-pricing notes. Only what needs judgment remains.

Breakdown of one order form (6 lines)Month 3
  • Pork belly, slicedAuto-resolved
  • Napa cabbage kimchi, mediumAuto-resolved
  • Naengmyeon broth, bulkAuto-resolved
  • LA galbi, premiumAuto-resolved
  • Beef tendon block (new product)Human review
  • Special-pricing noteHuman review
4 of 6 lines resolved automaticallyLines resolved automatically

The diagram above illustrates how the mechanism works; it is not measured data. The share of lines resolved automatically depends on the quirks of your forms and how well your product master is maintained.

/06 — Staffing

Grow orders without adding staff.

What goes away is the labor-intensive work, not the people. Reading, typing, checking: of these three, the machine takes on the two it can do. What remains is judgment, so even as orders grow, the number of people tied up with order intake doesn't.

Order processing is made up of labor-intensive tasks and judgment only people can make.
Flux takes on only the former.

Judgment — special-pricing notes, first-time customers, unusual quantities. People look at these. What disappears is the time spent "reading and typing" that comes before them.

The effect is clearest at companies weighing whether to add one more person for order intake. We'll run the numbers for your order volume as part of the estimate.

  • Put off the decision to hire

    Even as orders grow, you can postpone the decision to add staff to handle them. The tricky juggling of adding people just for the busy season goes away, too.

  • Orders keep flowing when someone is away

    Even if someone is off or leaves, each customer's mappings remain in the glossary. Long handovers and the burden of relearning disappear.

  • Less overtime and weekend work

    With no more Monday-morning pile-up, no one has to come in before hours to type orders or stop by the office on a day off.

  • Put the freed-up time toward sales

    Winning new customers, negotiating with suppliers, planning deliveries. Spend time on work only people can do. With the same team, you can do more.

/07 — Output

Keep your software. Paper comes out, too.

Confirmed orders can be printed as delivery notes as is. Data is exported as CSV in a format that fits sales management software such as Yayoi, or Excel. No changes to your existing system's programs are needed.

  • Paper delivery notes, straight out

    Print delivery notes straight from confirmed orders. Apply each customer's price list, and include your invoice registration number and a QR code for a map.

  • Columns that match your existing system

    Set column names, order, and fixed values from the screen. No changes to the importing program are needed.

  • Run in parallel, not a hard switch

    Run it alongside your current data entry, and switch over once you're confident. Nothing gets shut off abruptly.

/08 — Peace of mind

What your approval process will ask. Answered up front.

Data is separated by company, and original orders are deleted automatically after 180 days by default. The system runs in a Japan region. Who changed what and when is logged, and there is no public sign-up page.

Data separation
Data is separated by company, enforced at the row level in the database.
Retention & deletion
Original orders and voicemail recordings are deleted automatically once the retention period (180 days by default) has passed. The period can be changed in your contract.
Location
The system runs in a Japan region (Tokyo), and data is stored there.
Our operations staff
Our operations staff cannot modify your business data.
Activity log
We record who changed what, and when — including who confirmed each order during review.
Access
There is no public sign-up page. We issue the accounts you use to get started.
Development & installation
We handle planning, design, development, and installation of the receiver ourselves.

Frequently asked questions

Our order forms are unusual. Can Flux read them?

Flux is built on the assumption that every customer's form is different. We start by taking one of your actual order forms and showing you the reading results, unedited. If there are parts it can't read, we show you those too.

How accurate is it?

Its weak spot is misreading brand names and abbreviations, which your product master and glossary help cover. In internal testing, there was a form that went from 48% without the master to 100% with itNote3. And because doubtful lines always go to a person, a wrong order is never confirmed silently.

Does it work if orders include Korean?

It is designed for mixed writing such as "생고기," "특상 LA 갈비," and "업무용おろしニンニク." The same goes for voice: relationships like "부다바라 = pork belly" are resolved using the glossary and the product master. The screens are available in Japanese, Korean, and English.

Do our customers need to do anything?

No. Fax and phone stay as they are. For customers you talk to on LINE or KakaoTalk, just send the order chat link or QR code in the chat. They don't need to install an app.

Do we have to stop using our current sales management software?

No. Flux exports CSV, so you can connect it while keeping your current operations. For the output format, see the Output section.

Won't this take work away from our staff?

What goes away is the "reading and typing"; the work of judgment remains. If anything, staff can spend more time on reviewing and on communicating with customers. Because each customer's mappings stay in the glossary, orders don't stop when someone is off, which makes it easier to take time off, too.

Can we see case studies?

We share the details of deployments and how they run in individual consultations.

How much does it cost?

It depends on your order volume, the number of channels you receive orders through, and the number of customers, so we quote individually once you contact us. Getting started & cost lists the three things we'll ask about.

Can a small company use it?

Yes. It works even if your order volume isn't especially large. In fact, it suits companies where order intake is concentrated on one person especially well.

How soon can we start?

You can start running it in parallel as early as 1–2 weeks after we receive your product master.

/09 — Getting started

Start with one order form. Talk cost later.

First, we spend 30 minutes online learning how your order intake works today. Next, you share one of your actual order forms, and we show you the reading results, unedited. Up to this point, there's no charge. If it isn't a fit, you're free to say no right there.

  1. STEP 01

    Consultation

    30 minutes online. We learn how your order intake works today and where it hurts.

    30 min
  2. STEP 02

    Reading test

    You share your actual order forms, and we show you the reading results, unedited.

    No charge
  3. STEP 03

    Master import & setup

    We align your product master and output format. No program changes are needed.

    1–2 weeks
  4. STEP 04

    Parallel run → go-live

    Run it alongside your current process, and switch over once you're confident.

    Timing agreed with you

About cost

Cost depends on your order volume, the number of channels you receive orders through, and the number of customers. Each company uses Flux to a different extent, so a single fixed table wouldn't reflect reality. Tell us the three things below, and we'll provide an individual estimate.

  1. Approximate number of orders per month
  2. The order channels you use now (fax, phone, LINE, Kakao, email, paper, etc.)
  3. Number of customers
Request an estimate

We usually reply within one business day.

After the estimate, we won't follow up with you unless you ask us to.

/10 — Talk to us

Just one order form. That's enough to decide.

Share an order form you actually received, and we'll show you the reading results, unedited. Not a polished demo, but results on your own forms. If it isn't a fit, you're free to say no on the spot.

Free consultationRequest an estimate

We usually reply within one business day.