Getting Started

Quickstart: your first 30 minutes with OrderPilot

Walk through account setup, connecting a mailbox, and processing your first purchase order end-to-end - typically under 30 minutes.

Published 15 April 2026 · Updated 18 April 2026 · 2 min read onboarding setup

OrderPilot is designed so you can go from sign-up to your first clean PO in one sitting. This guide covers the three things to get right on day one.

1. Set up your workspace

After the onboarding email, confirm your workspace name, timezone, and default currency. These propagate into the extracted JSON for every PO and can save you hours of re-mapping later.

Tips:

  • Match your workspace currency to your ERP’s base currency. If suppliers send mixed currencies, OrderPilot will convert at the capture date.
  • Invite your finance controller now - they’ll want read-access to the validation queue.

2. Connect an intake channel

OrderPilot accepts POs from three channels:

  1. Dedicated email - we provision yourcompany@intake.order-pilot.ai. Forward or CC it on supplier emails.
  2. API upload - POST PDFs or scanned images to /v1/documents.
  3. Drag-and-drop portal - for teams still collecting POs from manual emails.

For the fastest path to value, pick the dedicated email and start forwarding live POs today. You don’t need to switch supplier communications.

3. Run your first document

Forward a real PO PDF (not a test file - real documents reveal the edge cases). Within ~30 seconds you’ll see:

  • Extracted header fields (supplier, PO number, date, total)
  • Line items with SKU matching against your product catalog
  • A confidence score per field

Anything under 95 % confidence lands in the validation queue. Review, correct once, and OrderPilot learns your preferences - subsequent POs from that supplier will skip the queue.

What to watch for in week one

  • Supplier format drift - if a supplier sends a new template, flag it in the queue. This is how accuracy improves.
  • SKU mapping - if your catalog uses supplier part numbers, upload the supplier ↔ SKU table under Settings › Catalog. Accuracy jumps from ~95 % to 99 %+.
  • Approval routing - by default POs over €10 000 go to finance. Adjust thresholds in Settings › Workflows.

Next

Once you’ve run 20–50 POs, read how to reduce PO errors systematically and set up a monthly accuracy audit.

Related articles