Get email details into your systems without the daily copying.
We connect email intake to your business systems and run the data entry process, with checks, monitoring and agreed updates included in your monthly service.
When it helps
When orders, invoices or requests arrive by email, and someone still has to enter the details before work can continue.
The email arrives. The copying starts.
Your team keeps taking the same kinds of details from emails and entering them into another system. Each message adds another small task to the queue.
- Capture the agreed details from email text and supported attachments.
- Check required fields and put values into the expected format.
- Create or update records in the selected business system.
Work waits in the inbox until someone catches up
Busy periods or time away leave requests waiting to be entered. The next person cannot act because the information has not reached the system they use.
- Process incoming messages at the agreed frequency.
- Deliver the required details to the system where work continues.
- Make held or failed items visible, with a clear next step.
Missing details and repeat emails need another check
An order lacks a reference, a sender changes the format or the same request arrives twice. These cases need clear handling before they create confusing records.
- Check for missing values, unexpected formats and likely duplicates.
- Hold uncertain items and ask the agreed contact for clarification.
- Record the outcome so corrections and retries can be followed.
You want the data entered without another system to manage
Automating the copying would help, but setup is only the beginning. Someone still has to watch for failures, maintain connections and handle changes.
- Let IThesion lead setup, checking and ongoing technical operation.
- Have processing failures investigated within the agreed service coverage.
- Keep supported formats and connections working with included updates.
An email-to-system process we keep running for you.
We agree what each system needs and how records should be created or updated. Setup includes building and testing those connections; your monthly plan defines ongoing processing, monitoring and updates.
Integration, setup and ongoing operation.
- Email capture and field checks for the agreed sources, formats and attachments.
- Integration with agreed business systems, including field mapping, record matching and required checks.
- Testing from email receipt to completed records, including duplicates, rejected data and failed deliveries.
- Ongoing monitoring, technical investigation and recovery within the service plan.
- Supported format and connection updates, with a clear route for other changes.
Your data entered, with the process taken care of.
- Records created or updated in your existing systems through the agreed integration.
- Visibility of processing outcomes and items waiting for attention.
- An IThesion contact for technical issues and service changes.
- A documented service plan covering limits, responsibilities, updates and recurring costs.
Beyond the agreed email data entry process.
Any further work is optional and agreed separately.
- Additional email types, systems, historical backlogs or volumes outside the service plan.
- Manual back-office processing, business approvals or resolving missing information with your customers.
- Replacement business systems, unrelated custom applications or broader process changes.
How it works
Show us the emails and the systems your team uses. We lead the integration, testing and ongoing operation, with focused input from you on business rules and results.
Confirm the workflow and integration scope
We agree the email formats, required records and rules for creating or updating them. We confirm how the destination systems can connect, then define setup, timing and the monthly service plan.
Build the integration with your business systems
We configure email capture and build the connections to your systems, mapping details to the right fields and records. We add the lookups, checks and exception handling needed for the agreed process.
Test the complete flow and start processing
We follow sample emails through to the resulting records, checking matches, updates, duplicates and failed writes. With your confirmation, we activate the service and verify the initial results in your systems.
Keep it running and handle changes
We monitor processing, investigate technical failures and make updates within your plan. You get visibility of issues that need a business decision and a clear way to request changes.
Which email details keep your team busy copying?
An informal 30-minute call to discuss the emails you receive, where the information needs to go and whether this service is the right fit.