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For distributors, importers and manufacturers in healthcare

From sales order to verified purchase order.

emata.ai captures your customers' orders from email, PDF or fax, calculates demand from them and orders from the right supplier according to your rules. Every order confirmation is checked, so price changes surface before they eat into your margin. Your team only steps in where it's needed.

Book an intro call →
  • Test phase before go-live
  • ERP integration: SAP, Microsoft Dynamics and more
  • Hosting in Germany, the EU or Switzerland

Solution

What emata.ai changes for you

Four stages where distribution generates manual work every single day. Already automated some of these steps? Each building block can be booked on its own, and emata.ai steps in exactly where your team is still working by hand.

01

No more manual typing

Capture your customers' orders

Sound familiar?

Is someone on your team still retyping orders? They arrive by email, as PDFs or by fax, often with your customers' own item numbers. Each one is keyed into the ERP by hand, with item, customer and address looked up manually. One typo means a wrong delivery.

With emata.ai

emata.ai pulls orders straight from your inbox, reads them and matches every line to your item, and every order to the right customer and delivery address. Anything unclear, or not orderable for that customer, gets flagged. Everything else lands in your ERP as a sales order.

In practice: Your team only reviews what's flagged. As order volumes grow, manual processing doesn't grow with them, and your sales back office and purchasing team get real relief.

Technical details on the Order Manager
Incoming orders
Not processed0
Needs review1
OrderLinesStatus
Order_4711.pdfCustomer 1042 · automatic12/12Sent to ERP
Fax_0923.pdfCustomer 2318 · automatic4/4Sent to ERP
Order.csvCustomer 0877 · automatic8/9Received
Example · Incoming orders, verified lines and status
02

Less capital tied up in stock

Calculate demand

Sound familiar?

Is reordering still a gut-feeling decision? Experience, a spreadsheet and a look around the warehouse decide quantity and timing. To be on the safe side, you tend to order too much.

With emata.ai

For every item, emata.ai uses your past sales and supplier lead times to calculate how long your stock will last and what needs to be reordered. You set the days of cover you want and how much safety stock to plan for, and you see the stock value after reordering up front. One-off deals can be excluded from the calculation.

In practice: By common rule of thumb, every euro sitting in stock costs around a quarter of its value per year in space, staff, interest and risk. When stock follows the coverage you define instead of caution, those costs come down, and the capital you free up is available to you again as liquidity.

Technical details on the Disposition Manager
Stock strategy

Target days of cover

060120 days
Coverage: 45 daysProjected stock value
Current stock€180,000
+ Recommended reorder€75,000
Stock value after reorder€255,000
Example · Set your coverage, see the stock value in euros
03

Better purchasing margins

Trigger purchase orders

Sound familiar?

Is your team still working out minimum order values and case sizes by hand? Will we hit the minimum order value? Full case or single units? Which supplier is cheaper or faster right now? Every purchase order means number crunching.

With emata.ai

emata.ai picks the supplier by price, margin and lead time, rounds up to case sizes and bundles lines until the minimum order value is reached. The purchase order goes out automatically or only after your approval, and is written back to your ERP for goods receipt. If the minimum order value can't be reached even with bundling, emata.ai presents options: order with a surcharge, wait for more demand, or split across other suppliers.

In practice: Every purchase order comes with its reasoning, such as “Minimum order value reached, case sizes applied”. You know it's right without recalculating, and you order below the minimum less often.

Technical details on the Disposition Manager
Purchase order to Supplier B · 6 lines
€2,340 Will be sent automatically

Why this order: Minimum order value reached · case sizes applied

Approve now Hold View order
Example · Every purchase order with its reasoning
04

Deviations surface before they cost money

Check order confirmations

Sound familiar?

Does someone on your team check every order confirmation line by line? Usually there isn't time. A rounded quantity, a discontinued item or a new price then only shows up when the goods are missing or the invoice arrives.

With emata.ai

emata.ai automatically reads every order confirmation from email or PDF and matches it line by line against the purchase order. Quantity or price deviations and items that are no longer available go straight to your team, with alternatives ready to go. If a confirmation matches, it's done without you lifting a finger. For every purchase order you also see the delivery status per line, with expected and actual delivery dates.

In practice: If a supplier raises the price after you've ordered, you see the alternatives with price, margin and lead time. Margin doesn't slip away unnoticed; you decide before the invoice arrives.

Technical details on the Disposition Manager
Decision needed · Order confirmation

Confirmed quantity differs from the order

Supplier C rounded one line up to a full case.

ItemOrderedConfirmedDifference
Gauze swab 10 x 10 cm80100+20, case
Fixation tape 5 cm4040matches
Accept confirmed quantity Query supplier
Example · Deviations reach your team as a decision to make
Price alert · after ordering

Supplier A raised the price after the order was placed

SupplierPriceMarginLead time
Supplier A€7.95 €8.70 +9%22%7 days
Supplier B€7.9028% Margin 28%6 days
Supplier C€8.2025%9 days
Accept increase Request cancellation Ask all suppliers for current prices
Example · Alternatives with price, margin and lead time

Which leaves one question: how much control do you give up? None.

Control

Automated, but never flying blind.

emata.ai takes over the repetitive work. The decisions that matter stay with you.

Fully traceable

Every purchase order carries its reasoning, and every sales order and every email to a supplier is logged. You can see at any time what the system did and why.

Step in at any time

You can adjust any suggestion before it's sent, for example by changing the quantity or choosing an alternative. Hold an order while more lines are still coming in, or release it only after review.

Test phase before go-live

emata.ai first runs on your real data, but without any external effect: emails to suppliers go to a test address inside your company. It only goes live once you give the green light.

Statistics · Incoming orders

Orders by status

3Received
41Sent to ERP
1Failed
0Cancelled

Recent activity

  • EAEmployee A · UpdatedOrder #4711 · delivery date changed
  • EAEmployee A · CreatedOrder #4711
  • EBEmployee B · UpdatedOrder #2318 · delivery address changed
Example · Every order with its status, every change with name and timestamp

In practice

A medical device distributor within our group of companies works with emata.ai.

Before
50 to 200 customer orders a day by email, as PDF or CSV. Two full-time employees did nothing but order entry.
Today
Sales orders land in the ERP automatically, purchase orders are created according to fixed rules, and order confirmations are checked automatically.
Result
The team handles exceptions instead of typing. Inventory levels and warehousing costs have dropped since, with the same delivery performance.

What you'll see in the intro call

We'll show you emata.ai using sample data from medical device distribution: from the incoming PDF to the verified purchase order. Feel free to bring a typical case from your day-to-day work, and we'll walk through it together.

Book an intro call →

Features

Tuned to the way you buy.

emata.ai is a ready-made product that you configure to your processes, with no programming. And because your purchasing know-how then lives in these rules rather than in individual heads, purchasing keeps running through holidays and sick leave. A selection of what you can set:

Stock

  • Days of cover
  • Safety stock
  • Upper limit when bundling
  • Forecast period

Suppliers

  • Minimum margin
  • Minimum order value or minimum quantity per supplier
  • Relevant lead time (latest or average)
  • Maximum age of supplier prices

Purchase orders

  • Threshold for case rounding
  • Lock period against duplicate orders, separate for domestic and international
  • Automatic sending with exceptions per supplier
  • Sending time
  • Email templates in German and English

Forecast

  • Exclude individual customers, e.g. for one-off projects
  • Exclude specific customer–manufacturer combinations
  • Hide one-off items

Your process isn't listed?

If a process goes beyond what can be configured, we extend emata.ai for you. Other tasks that still take a lot of manual work today, we'll look at together in the intro call and work out how they can be automated.

Discuss your process →

Parallel import

Do you import pharmaceuticals?

In parallel import, expensive goods quickly tie up a lot of capital, and prices and availability change constantly. emata.ai captures your customers' orders and your suppliers' order confirmations from email without retyping, compares your sources by price, margin and lead time, and keeps stock at the days of cover you set. If an item is not confirmed, or only partially, you see the alternatives right away.

At a pharmaceutical importer within our group, emata.ai already exchanges data between invoice verification and the ERP automatically.

Want pharmacies to order from you directly out of their inventory system, but you're not yet reachable via MSV3, the German pharmacy ordering standard? Get in touch.

Technical details on the Disposition Manager Book an intro call →

Manufacturers

Do you manufacture yourself?

Manufacturers, too, receive customer orders by email, as PDFs or by fax. emata.ai captures them and creates them as sales orders in your ERP. On the purchasing side, emata.ai checks order confirmations line by line, compares suppliers and meets minimum order values. For trade goods that you buy in and resell unchanged, emata.ai also calculates demand.

Technical details on the Order Manager Book an intro call →

Modules

The modules behind it

In medical device and pharma distribution, two emata.ai modules work together.

Order intake Order Manager Captures customer orders from email, PDF or fax and creates them, verified, as sales orders in your ERP. Technical details on the module Demand and purchasing Disposition Manager Calculates demand per item, orders according to your rules and checks order confirmations line by line. Technical details on the module

Onboarding and pricing

From intro call to go-live

In four steps, usually up and running within a few weeks.

  1. 01

    Intro call

    30 minutes on your processes, systems and suppliers, with a demo on sample data.

  2. 02

    Integration and setup

    Connect your ERP, align master data, define rules together.

  3. 03

    Test phase

    Real data, but emails to suppliers initially go to a test address.

  4. 04

    Go-live

    Only after your approval. We support the launch and remain your point of contact.

What emata.ai costs

There's no fixed price list. The price is made up of two components:

One-time setup

Integration with your ERP, master data migration, setup of your rules. The effort depends on your systems and requirements.

Monthly license

Per booked module. Includes hosting in Germany, the EU or Switzerland, updates and support.

Training and support are included. We'll work out what emata.ai costs for your needs in the intro call, depending on your systems, modules and volumes. You can also start with just one part.

Book an intro call →
Christopher Bartl, Managing Director of Mendelio
“Before we automate anything, we want to understand how your purchasing works today. Only then do we configure emata.ai to fit it, according to your rules.”
Christopher Bartl · Managing Director, Mendelio

Take the first step. 30 minutes, no commitment.

We'll talk about where manual work comes up in your business today and show you how emata.ai solves it. And if it's not a fit, we'll tell you so openly.

Book an intro call →

FAQ

Frequently asked questions

Does emata.ai replace my ERP, and which systems does it work with?

No, emata.ai works alongside your ERP: items, customers and stock levels come from the ERP, and sales orders and purchase orders go back into it. Your ERP remains the leading system. emata.ai can be connected to common ERP systems such as SAP, Microsoft Dynamics and many more. If you like, data between your ERP, invoice verification and accounting can flow automatically too.

We've already automated some parts. Is emata.ai still worth it?

Yes, as long as at least one step is still done by hand. If, for example, you've already solved order entry but your team still calculates order quantities manually or doesn't check order confirmations systematically, that's exactly where emata.ai steps in. It's less worthwhile if your customer orders arrive almost exclusively via EDI, or if you only have a few orders and suppliers. We'll clarify this in the intro call.

What happens if emata.ai doesn't read a customer order correctly?

Uncertain lines are flagged. Your team sees the original document and the extracted data side by side and can correct any field before it's handed over to the ERP. If the handover to the ERP fails, you see straight away why.

How does emata.ai know how much I should order?

emata.ai calculates demand per item from your past sales, weighting the most recent months more heavily, and from your suppliers' lead times. You decide how far back to look, how much safety stock to plan for and how many days of cover you want.

Does emata.ai use artificial intelligence?

Where it brings a real advantage: AI reads incoming orders and order confirmations and checks whether the data was extracted correctly. Demand and purchase orders, on the other hand, are calculated by emata.ai using transparent rules that you define. So for every purchase order, you know why it goes out the way it does.

What about suppliers we order from via a portal?

Orders via supplier portals are still placed manually. emata.ai collects them in a dedicated list, though, so nothing gets forgotten.

Does emata.ai handle batches and expiry dates?

Today, batch and expiry management remains the job of your ERP. emata.ai handles order capture, demand calculation and purchase orders, working with the data from your ERP. An app for goods receipt is in development: your team scans the UDI code on the sales unit with a smartphone, and item, batch, expiry date and serial number are captured right at receipt, before the goods are assigned to a storage location.

What happens to my data?

Your data belongs to you: you keep full control over who sees which data and what happens to it. emata.ai is hosted in Germany, the EU or Switzerland and is GDPR-compliant.