Convert PDF sales orders into QuickBooks estimates automatically
Upload a PDF sales order or quote from your customer, and LunarLogic extracts line items, pricing, and terms to create a formatted QuickBooks estimate. Eliminates manual re-keying and reduces data entry errors by 95%.
How sales order processing works
Intelligent PDF parsing with line item extraction, pricing validation, and QuickBooks estimate creation—all automated.
PDF sales order received and uploaded
Customer sends a purchase order or sales request as PDF via email. The PDF is forwarded to LunarLogic's processing inbox or uploaded directly through the web interface.
Supported PDF formats:
- Standard purchase orders with itemized line items
- Customer-generated quote requests with specifications
- Material lists with quantities and descriptions
- Service requests with hourly estimates
- Multi-page documents with terms and conditions
- Scanned documents (OCR processing applied automatically)
The system accepts PDFs via email forwarding, drag-and-drop upload, or API integration with existing order management systems.
AI extracts line items and pricing
Advanced OCR and natural language processing engine reads the PDF and extracts structured data: line item descriptions, quantities, unit prices, SKUs, delivery dates, and special terms.
Extraction capabilities:
The AI handles various PDF layouts and formats. Even hand-written or poorly scanned documents are processed with 85%+ accuracy, with flagged items sent for human review.
Data validation and pricing verification
Extracted data is validated against your QuickBooks item catalog and pricing database. The system flags discrepancies, out-of-stock items, or pricing that deviates from standard rates.
Validation checks:
- Item matching against QuickBooks products and services catalog
- Pricing validation against standard price lists
- Quantity reasonableness checks (flags unusual amounts)
- Tax code verification based on customer location
- Payment terms validation against customer defaults
- Margin calculation (ensures pricing meets minimum thresholds)
Items that don't match your catalog are flagged for review. You can quickly approve, reject, or modify before estimate creation.
QuickBooks estimate created and sent
After validation, a properly formatted QuickBooks estimate is created with all line items, pricing, terms, and customer information. Estimate is sent to customer for approval.
Estimate generation:
- Line items formatted according to QuickBooks categories
- Customer shipping and billing address auto-populated
- Payment terms, tax rates, and discounts applied
- Custom fields and class tracking preserved
- Professional PDF generated with company branding
- Estimate emailed to customer with approval link
Customer receives the estimate within 5 minutes of PDF upload. Once approved, the estimate converts to an invoice with one click.
Advanced PDF parsing and estimate automation
Sophisticated document processing with intelligent validation, approval workflows, and seamless QuickBooks integration.
Multi-layout PDF recognition
Handles various purchase order formats and layouts. No need for standardized templates—the AI adapts to different customer formats automatically.
- Table-based layouts with clear line item structure
- Paragraph-style orders with embedded pricing
- Multi-page documents with continuation indicators
- Scanned handwritten orders (with OCR processing)
- Mixed text and table formats in single document
- Learning system improves on repeat customer formats
Intelligent item catalog matching
Maps customer part numbers, descriptions, and SKUs to your internal QuickBooks item catalog. Handles variations and synonyms automatically.
- Fuzzy matching on product descriptions
- Customer part number to internal SKU mapping database
- Synonym handling (e.g., "bolt" matches "fastener")
- Unit of measure conversion (dozen to each, lbs to kg)
- New item flagging for catalog addition
- Confidence scoring for manual review prioritization
Approval workflow and collaboration
Built-in approval process for estimates before sending to customer. Route to sales managers, pricing specialists, or operations for sign-off.
- Multi-step approval chains with role-based routing
- Threshold-based approval (e.g., >$10K requires manager)
- Email notifications at each approval stage
- Comment threads for internal discussion
- Markup and annotation tools for requested changes
- Approval analytics (bottleneck identification)
Margin and pricing validation
Automatic margin calculation ensures profitability. Flags estimates below minimum margin thresholds for review before sending.
- Real-time margin calculation per line item and total
- Minimum margin threshold enforcement
- Cost data pulled from QuickBooks or external ERP
- Pricing tier logic (volume discounts, VIP customers)
- Competitor pricing comparison (if data available)
- Historical pricing trend analysis for similar orders
Estimate-to-invoice conversion tracking
Complete visibility into quote-to-close process. Track which estimates are approved, pending, or rejected. Automatic invoice creation upon approval.
- Estimate status dashboard (pending/approved/rejected)
- Win rate analytics by customer, product line, or sales rep
- One-click conversion from approved estimate to invoice
- Change order tracking when estimates are modified
- Lost deal analysis with reason codes
- Average time from estimate to decision metrics
Document archival and audit trail
Original PDF stored alongside QuickBooks estimate. Complete traceability from customer request through final invoice.
- Original PDF linked to QuickBooks estimate record
- Side-by-side comparison of PDF vs. generated estimate
- Version history when estimates are modified
- Extraction confidence scores for audit purposes
- Manual override log (what was changed and why)
- 7-year retention with searchable archive
Technical specifications
Enterprise-grade PDF processing with high accuracy rates and comprehensive format support.
System requirements and capabilities
See PDF processing in action
Schedule a demo and bring sample PDF sales orders. We'll process them live and show you the extracted data, validation workflow, and QuickBooks estimate generation.