PDF to Order · Documentation & Setup
Get up and running in minutes
Your B2B customers send purchase orders by email, PDF, Excel, or CSV. This guide shows you how to connect LevelOps, process your first order, and run fully automated — no coding required.
Video walkthrough
Watch: Full Setup in 5 Minutes
From install to your first automated draft order — no code, no templates.
Under the hood
How PDF to Order Works
No templates, no field mapping. Forward a PO email, get a Shopify draft order in under 5 minutes.
01
Receive
Customer sends a PO by email — PDF, Excel, CSV, or email body.
02
Forward
You forward to your LevelOps address. Auto-forwarding handles it every time after setup.
03
Extract
AI reads the document: SKUs, quantities, customer, shipping address, PO number.
04
Match
Products matched to your Shopify catalog. Customer identified. Pricing always from Shopify.
05
Draft Order
Draft order in Shopify in 1–5 min. Email alert with direct link.
Any layout, any PO format
Email body
Order details in the email text
Excel / CSV
Spreadsheet exports, any column structure
No templates
Works with whatever your customers send
See matching logic ↓ for how products, customers and addresses are resolved.
Step-by-step guide
Set Up PDF to Order
No coding required. Under 5 minutes from install to your first automated draft order.
Install from the Shopify App Store
Search “LevelOps PDF to Order” in the Shopify App Store, click Install, and confirm permissions. Embedded directly in your Shopify admin — no external logins.
Find your dedicated forwarding address
Go to Shopify Admin → Apps → LevelOps PDF to Order. Your unique forwarding address is on the welcome screen with a Copy button.
your-store-name@levelops.coForward your first purchase order
Forward any customer PO to your LevelOps address. PDF attachment, Excel/CSV file, or order details in the email body — all work. No templates, no field mapping.
Review your draft order in Shopify
Within 1–5 minutes the draft order appears in Shopify Admin → Orders → Drafts. You’ll also get a confirmation email with a direct link. Review products, quantities, customer, and address before sending.
Set up auto-forwarding (recommended)
Create a filter rule so all inbound PO emails route automatically to your LevelOps address — fully hands-free after setup.
Gmail
Settings → All settings → Filters → Create filter → Forward to LevelOps
Outlook
Settings → Mail → Rules → Create rule → Forward to LevelOps
Gorgias
Create forwarding rule targeting inbound order emails → LevelOps address
Matching logic
How Matching Works
LevelOps resolves products, customers, and addresses automatically using a layered AI approach. No manual mapping required.
1 — SKU & Product Matching
Step 1 — SKU lookup
Exact match first
When a line item contains a SKU, item code, or catalog ID, LevelOps searches your Shopify catalog for an exact or near-exact match on that identifier.
High-confidence match found → product added immediately. No SKU or no match → proceeds to Step 2.
Step 2 — Semantic AI fallback
Meaning, not just text
AI runs a semantic search against your full Shopify catalog using the product description. It understands meaning — not exact text.
“Navy scrub top size M” → matches “Cherokee Workwear Scrub Top, Navy, Medium” automatically. Searches: title, description, variant attributes.
2 — Customer & Address Matching
Customer identification
Matched by email, not name
The sender’s email is looked up in your Shopify customer database. Name alone is never used for matching.
Found → LevelOps resolves the Shopify B2B company via Shopify’s native company/customer hierarchy. Not found → draft order tagged LevelOps-Customer-Not-Found.
Shipping address
Shopify location first, PDF fallback
LevelOps checks if the PDF shipping address matches a known Shopify company location. Match → that location is used. No match → address scraped from the document.
Decorator, embroiderer, or end-user addresses not in Shopify are scraped automatically — expected behaviour, not an error.
Override customer lookup manually
If forwarding on behalf of a customer, or the sender email doesn’t match Shopify records, add this line anywhere in the forwarded email body:
Use this customer: customer@example.comLevelOps uses that email to look up the customer instead of the sender address.
Knowledge base
Articles & Guides
Detailed how-tos for every part of the PDF to Order workflow.
Getting started
Setup
Install & Setup Guide
Full walkthrough from App Store install to your first automated draft order. Includes video.
Setup
How to forward emails and PDFs
Find your forwarding address, set up auto-forwarding in Gmail, Outlook, or Gorgias, and understand the one-order-per-email rule.
Matching
How product matching works
Two-step AI logic: SKU lookup first, semantic name search as fallback. Confidence thresholds, pricing rules, and tips for better accuracy.
Matching
How customer & address matching works
Email-based customer lookup, Shopify B2B company resolution, address priority order, and how to override with a manual email hint.
Troubleshooting
Troubleshooting
Order didn’t get created
5-step checklist: confirmation email, forwarding address, PDF attachment, processing time, and Shopify draft order filters.
Troubleshooting
Products matched incorrectly
What to do when the wrong product is matched, how to improve catalog data for better results, and how to flag repeat issues.
Troubleshooting
Customer not found or wrong company
Fix email mismatches, update customer records in Shopify, and use the manual customer override instruction.
Billing
Plans, credits & billing
Free tier (5 orders), Pay as You Go, Starter ($100/mo), Growth ($250/mo). How credits are counted, what happens at the limit, and how to upgrade.
Still need help?
Support team responds within 24 business hours — same day for blockers.
Mon–Fri, 9 AM–5 PM ET · support@levelops.co · +1 (888) 339-8801