# A buyer’s PO email turned into a proforma invoice waiting for approval

> A purchase order arrives as a PDF. The AI back-office employee reads it, checks the rates against the quote, flags one mismatch, and drafts the proforma in Tally.

- Page: https://www.brandbakery.tech/demos/at-work/back-office-po-email-to-proforma-invoice
- Last updated: 2026-10-22

Breadcrumb: [Home](https://www.brandbakery.tech/) > [Demos](https://www.brandbakery.tech/demos) > [At work](https://www.brandbakery.tech/demos/at-work) > Back-office

Demo business, not a client. Kanak Steelware, Rajkot is an invented business. A scripted replay with demo data. The business is invented, nothing here is a real customer, and the AI says it is an AI in its first message.

- **Role:** AI back-office
- **Channel:** Email + Tally
- **Language:** English
- **The number it moves:** Invoices rejected for rate errors

## The situation

POs arrive by email, WhatsApp and post. Retyping them into Tally causes rate errors that surface only when the buyer’s accounts team refuses the invoice.

## The replay

- [PO 4471 from a Bengaluru gifting company (Demo data)] Read from the PDF. Item: 750 ml double-wall bottle, laser logo; Quantity: 2,000; Rate: ₹312 each; Delivery: By 15 Nov, Bengaluru; Payment: 50% advance.
- [11:02] Matched to quote QT-1190. Quantity, item and delivery match.
- [11:02] Mismatch: PO rate ₹312, quote rate ₹326 (logo charge left out).
- [11:03] Draft proforma in Tally at the quoted rate. Not sent.
- [Sent to Mr Doshi] Decide whether to accept ₹312 or ask the buyer to revise the PO. (handed to a person)

## What the business has

- The rate error is caught before the invoice goes out.
- The proforma is drafted in minutes, ready to send.
- The sales head decides how to handle the difference.

## The rules

- Rates only from the signed quote.
- Drafts in Tally; never sends an invoice without approval.
- Every mismatch goes to a person.

## Start

See it do your own job: https://www.brandbakery.tech/contact. More replays: https://www.brandbakery.tech/demos/at-work.

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Brand Bakery is a design-first digital studio in New Delhi. Start an enquiry at https://www.brandbakery.tech/contact or email support@brandbakery.tech. This is the Markdown copy of https://www.brandbakery.tech/demos/at-work/back-office-po-email-to-proforma-invoice; the site index for language models is https://www.brandbakery.tech/llms.txt.