Setting Up AI Email Forwarding for Orders

Overview

The AI Email Forwarding feature allows your customers and suppliers to email order documents directly to TransMaS. Each customer is assigned a unique email address — any documents sent to that address are automatically picked up by the AI Order Parser, extracted, and queued for your review.

This means orders can flow into your system without manual data entry. Whether it's a PDF attachment, a Word document, or even a plain-text email, TransMaS will process it and present the extracted order data for you to confirm.

Prerequisites

There are no additional prerequisites — the AI Order Parser is enabled for all companies. You simply need to generate an email address for each customer you'd like to receive orders from.

Generating the Email Address

To create a unique inbound email address for a customer:

1. Navigate to Settings > Customers and open the customer record.

2. Select the Integrations tab.

3. Under the Inbound Order Email heading, click the Generate Email Address button.

4. A unique email address will be generated in the format xxxxxxxxxx@orders.transmas.net .

5. Click the clipboard icon next to the email address to copy it.

The email address is permanent and unique to that customer. Once generated, it will always appear on the Integrations tab for reference.

What Can Be Emailed

The following document types are accepted:

An email can contain multiple attachments — each one will be processed as a separate document.

How It Works

Once an email is received at a customer's unique address, the following happens automatically:

1. Validation — The system verifies the email address belongs to a valid customer.
2. Document extraction — Attachments are collected and any Word documents are converted to PDF. If there are no attachments, the email body is used instead.
3. AI processing — Each document is sent to the AI parser, which extracts order details (references, addresses, quantities, dates, etc.).
4. Pending review — Extracted orders appear in the AI Parser screen under Orders > AI Order Parser, with a status of Mapped once processing is complete.
5. Human review — Click Review to check the extracted data, make corrections if needed, and confirm or reject the order.

The review flow is identical to manually uploaded documents — the only difference is how the document arrived.

Sharing the Email Address

Once generated, share the customer's unique email address with them (or their suppliers) so they can forward order documents directly. Common use cases:

• Customers set up an email forwarding rule to automatically send a copy of their purchase orders to the TransMaS address.
• Suppliers are given the address and asked to email dispatch notes or order confirmations directly.
• Internal teams can forward any order-related emails they receive to the address for processing.

The sender's email address is recorded alongside each document, so you can always see who submitted it.

Troubleshooting

Bounce email: "We cannot locate that email address"

If the sender receives a bounce-back message stating the email address cannot be located, this means:

• The email was sent to an address that doesn't match any customer in the system.
• The email address may have been typed incorrectly.

Solution: Double-check the email address on the customer's Integrations tab and resend.

Documents not appearing in the AI Parser

If an email was sent but nothing appears in the AI Parser screen:

• Wait a moment - processing takes a short time. Look for a spinner icon indicating the document is still being processed.
• Check the sender - ensure the email was sent to the correct @orders.transmas.net  address.
• Check attachments - if the email had no attachments and an empty body, there is nothing to process.

Document shows "Failed" status

If a document appears with a Failed status in the AI Parser:

• Click the Re-parse button to retry processing.
• If repeated failures occur, the document may be in an unusual format that the AI cannot interpret. Try re-sending a clearer version of the document.

Supported email providers

The inbound email system works with any email provider — Gmail, Outlook, Yahoo, corporate mail servers, etc. There are no restrictions on which email service can send to the address.