How Hyperfox reads and fills in an order, step by step
- User
- Admin
After an order e-mail arrives, Hyperfox reads the document, fills in the order and links it to your reference data. Then the order appears in To validate. Item and unit matching have their own pages: How Hyperfox matches the item on each order line and How quantities and units are read and converted.
The steps at a glance
- Choose a route: Hyperfox matches the e-mail to a route, and the route sets which AI mapping reads it.
- Read: Hyperfox reads the e-mail and its attachments. It records every value the AI mapping asks for.
- Match: Hyperfox links the values it read to your reference data, such as the customer, the delivery address, the items and the units.
- Apply Codex: corrections you made on earlier orders replace the automatic match where they apply.
- Check: Hyperfox checks units against the item, warning rules and required fields. Then the order appears in To validate.
While this happens, the inquiry is in Processing. How an order reaches your ERP follows the whole path.
Choose a route
An e-mail channel, such as a Forward E-mail address or a Microsoft 365 mailbox, can have several routes. Examples are "Stock order" and "Urgent order". Each route has a name, a description and one AI mapping. Hyperfox compares every incoming e-mail with the names and descriptions of the channel's routes and takes the route that fits. If no route fits, Hyperfox uses the default route.
The route matters because it sets the AI mapping, and the AI mapping sets how the e-mail is read. A route without an AI mapping produces an empty order. Orders that arrive through the API or EDI have no routes. In the Mapping field of a route, your admin reuses an existing AI mapping or chooses New mapping. A new mapping takes the name of the route when the route is saved.
If an e-mail is sent to the wrong route, you can retry it with the right one.
Read the document
Since the release of 30 September 2026.
The AI mapping lists the fields of your order. Examples are the customer, the customer reference, the delivery date and the lines with item, quantity and unit. For every field, the AI mapping holds an extraction instruction. That short text tells Hyperfox what the field means and where to find it. Hyperfox reads the e-mail body, the subject, the sender and the attachments, and records what it finds for each field. If the e-mail was forwarded through a ticketing system, it also reads the ticket block at the top of the e-mail. That block holds details such as the original contact. A voice message is first converted to text, and Hyperfox reads that text, not the sound.
Hyperfox records every plausible candidate, not one answer. A line can carry both the customer's item code and your own, and the next step takes one. If a field is not in the document, the field stays empty.
Spreadsheets get extra handling. For a stock order, Hyperfox first finds the columns that hold the item, the quantity and the unit. Then it reads the rows from those columns. Hyperfox does this only when one e-mail holds one order. Hyperfox skips hidden rows, columns and sheets of an Excel file, so it reads only what the sheet shows. Long numbers in a spreadsheet, such as a customer code, keep all their digits.
Some documents hold several orders, for example one per delivery address. If the AI mapping has a split instruction, Hyperfox follows it and creates one order per part. The inquiry then shows one tab per order. How a split inquiry works: one document, several orders goes into the details. Changing the split instruction is covered in Steer how the AI reads a field.
Match to your reference data
A value Hyperfox read is text, such as a company name or "LID TRAY PREMIUM". To fill a customer or an item on the order, Hyperfox searches your reference data for the record that fits that text. Then it links that record. It searches only the columns your admin set as searchable for that list, for example the item code, the name and the EAN.
If nothing fits well enough, the field stays empty and you choose the record in the validation screen. An empty item is better than a wrong one, because it shows as an error you cannot miss. How Hyperfox matches the item on each order line and How customers and delivery addresses are matched give the details.
When the automatic match finds nothing for a text, Hyperfox checks whether exactly the same text was validated before with a record chosen by hand. If it was, Hyperfox fills in that record. This record of choices is separate from Codex. It holds the choices you made on empty fields, and it applies to every customer. Rejecting an inquiry deletes the choices Hyperfox recorded from that inquiry.
Apply Codex
Codex holds the corrections you and your colleagues made when you validated earlier orders. Each correction says: "for this text Hyperfox matched record A, the right record is B". While matching, Hyperfox first applies the corrections for every customer. As soon as it has found the customer, it also applies the corrections for that customer. How Codex learns from your corrections explains how entries are recorded.
Check the result
Before the order reaches To validate, Hyperfox runs these checks:
- In a stock order, the unit of each line must be one of the units of its item. If it is not, or if no unit was read, Hyperfox sets the item's base unit. The unit check is described in How quantities and units are read and converted.
- Hyperfox checks the warning rules of the AI mapping against the finished order. A rule that holds shows its message on the validation screen. Warnings never block Validate.
- When you open the order, Hyperfox checks required fields and the rules of your order model. It lists every problem under Errors to resolve.
If Hyperfox cannot read the document at all, it still creates an order, so the inquiry is not lost. The order reaches To validate with the message "We couldn't automatically extract all the information from your order. You can continue with manual entry or click retry."
Accuracy
The accuracy badge on an order, for example 80 %, measures how complete Hyperfox's reading is, not how certain Hyperfox is. The badge starts at 100 % and drops for every key field Hyperfox left empty. On the order, the key fields are the customer (buyer), the accounting customer, the issue date and the customer reference. On each line, they are the item, the quantity and the unit. An order without lines, or one that drops below 40 %, gets 0 %. A high accuracy therefore does not mean every value is right, because a wrong item counts as filled. Hyperfox calculates accuracy once, when it has finished reading, and the figure does not change when you correct the order. Hyperfox calculates it only for stock orders. A transport order shows no accuracy.
Hyperfox calculates accuracy for orders it read. Orders received through the API show —. The colours of the badge are set per environment.
What you can change, and who does it
If Hyperfox matched the wrong record although the right one exists, an operator corrects it in the validation screen and validates. Codex applies the correction next time.
If the record does not exist, or has the wrong name or code, whoever maintains your reference data adds or corrects it. They do this in Reference data, or in the system that feeds it. The steps are in Add, edit and delete reference data records.
If Hyperfox read the wrong text, for example the weight instead of the quantity, an admin changes the extraction instruction of that field.
If the e-mail was read as the wrong kind of order, an operator retries it with the right route. An admin makes the route descriptions more precise under Admin settings > Routes. The mail landed in the wrong route covers both.
If a column you need is not searchable, an admin makes it searchable.
If a field of your order model is not on the order screen, an admin adds it to the order screen. If your order model does not have the field, Hyperfox adds it to the order model.
A new run can read the document differently, for better or worse. Hyperfox does not learn from a retry. Only a validated correction records a Codex entry. You correct and validate, and Codex does the rest. What you can change so Hyperfox reads your orders better lists what each lever changes and what it does not.