3 PDF order mistakes costing you time and money

Every year, manufacturers and distributors lose valuable time and resources when handling PDF purchase orders inefficiently — especially from international, specialty, and boutique retailers, where PDF orders are more common.

While EDI handles order processing for many companies, many still receive orders in the form of PDFs. Without proper handling, these orders can become costly and put strain on your commerce.

Here are the top three mistakes manufacturers and distributors should avoid when handling PDF purchase orders.

1. Relying on unverified, manual data entry

For manufacturers receiving PDF purchase orders from customers, manual data entry might seem like a simple solution. But entering data by hand introduces major risks. A single mistyped SKU or quantity can snowball into shipping errors, incorrect orders, and underserved customers. One wrong digit can mean shipping the wrong products or quantities, creating inventory discrepancies and order fulfillment delays.

How to prevent errors:

Turn PDF purchase orders into structured data automatically. Modern PDF translator tools can extract order data and convert it directly into your system, complete with validation checks before processing. If manual entry is your only option, implement a two-person verification system to catch errors before they impact your operations.

2. Disconnected ERP creates order management gaps

A lot of manufacturers process PDF orders separate from their ERP systems, an approach that creates dangerous gaps in order management. When PDF order data lives outside your primary systems, inventory levels are unreliable, order status is unclear, and inefficiencies stack up. Then what? Delayed shipments, stock discrepancies, and frustrated buyers.

How to maintain accuracy:

Integrate PDF order processing directly with your ERP and order management workflows. A unified system ensures all orders — whether they arrive via PDF or other formats — flow through the same validation process. This integration maintains accurate visibility into order status, inventory, and shipping requirements.

3. Overlooking security requirements

PDF purchase orders often contain sensitive information about pricing, quantities, and shipping specifications. Failing to secure this data can expose you to potential breaches and damage customer relationships. Many have strict requirements about how their order data must be handled, and violations can cost you your business with them.

How to protect relationships:

Implement security controls that protect sensitive data and satisfy customer expectations for document handling. This includes encrypted storage, secure transmission methods, and role-based access that limits sensitive data to authorized users. Regular security audits help ensure your PDF handling maintains proper data protection standards — and protects your relationships.

Automating PDF order management

While EDI remains the gold standard for high-volume order processing, PDF orders aren't going away anytime soon. The key is treating them as part of your broader order management strategy, not a separate workflow.

The most successful manufacturers and distributors — especially ones who work with smaller or specialty retailers — don’t see PDF orders as a cause for concern. They turn them into a competitive advantage through automated PDF order management.

Ready to stop PDF orders from slowing you down? Schedule a demo with Tech85’s order management specialists.