FAQs

Fluent is an AI tool that extracts customer and vendor document information into ready-to-process work, like orders or invoices, with minimal or no intervention. It helps standardize, validate, and route requests so you can focus on exceptions instead of data entry.

Send the same thing you would normally receive from a customer or vendor, such as:

• Purchase orders (POs) (PDFs, XMLs, images, WhatsApp messages, and more)

• Invoices

• Order change requests (emails plus attachments)

• Supporting files (spec sheets, drawings) when relevant

If you're unsure, send it: Fluent can still route it for review.

Most workflows support common formats like:

• PDF

• JPG/PNG (photos and scans)

• XML

• Excel or other formats, depending on your setup

• Text messages

Fluent is format agnostic. Best results come from clear PDFs or legible scans.

No. Submit what you received. If you can improve readability (straighten a photo, avoid shadows, include all pages), it helps Fluent extract data more accurately, but it's not required.

Depending on your setup, you'll see the request appear in your Fluent queue or inbox, or you'll receive a confirmation. If it's not visible after a few minutes, check:

• You submitted the attachment

• The file isn't password-protected

• The document includes the key details (like a PO number)

1. Once the document is submitted to Fluent, you receive a notification confirming that processing has started.

2. Fluent reads the document.

3. It extracts key fields (customer, ship-to, items, quantities, dates, pricing).

4. It creates a draft for review or routes it to the right person or team.

5. After approval, it can be sent into the system (for example, your ERP).

Your workflow may include validations and exception steps.

If a PO or invoice includes freight or shipping charges, Fluent can capture them separately, often as a dedicated charge line or misc charge, depending on your workflow. If you see freight on the document, make sure it's represented in the draft before you approve.

Submit all related files together when possible (PO plus change note plus supporting specs). Fluent can attach supporting material and keep everything linked to the same request for traceability.

Yes. On the Documents page, you can drag and drop multiple files onto the upload area, or click the Add button to select several files from your device. Fluent creates a separate request for each file and processes them in parallel.

Fluent can read and extract data from documents in most major languages, including English, Spanish, French, German, Italian, and Portuguese. If your documents are in a language not commonly seen in your workflow, send a sample to [email protected] and we'll confirm support.

Fluent pauses for review when something needs confirmation, such as:

• A missing PO number

• An unrecognized part number

• A pricing mismatch

• Multiple possible ship-to addresses

• Low-confidence extraction (unclear scan, unusual formatting)

This is normal. Review is how errors are prevented.

Usually you will:

• Confirm or correct the customer / ship-to

• Verify line items (part, description, quantity, price, dates)

• Add missing info (like contact name, shipping method, notes)

• Approve the draft to continue processing

If you're unsure, leave a note or route it to a supervisor (if enabled).

Yes. End-user workflows commonly allow edits during review. Edits are tracked so there's an audit trail of what changed and why.

Correct it in the review screen and add a short note in the feedback section, like:

• "Customer updated format. Line 2 qty misread."

• "Unit price is per case, not per each."

This helps improve downstream handling and internal troubleshooting.

Common missing items include ship-to, requested date, item identifiers, or pricing. When this happens, you can:

• Let Fluent cross-reference your ERP data to fill in the gap automatically

• Enter the missing field manually during review (if allowed)

• Route the request back and request clarification from the customer or vendor

Every document in Fluent has a status that tells you where it is in the lifecycle:

• Draft: being prepared, not yet submitted for approval

• Pending: waiting for one or more approvers to review

• Approved: approved and ready to be processed into the target system

• Rejected: an approver rejected it; it returns to Pending after an edit

• Processed: successfully sent to your ERP (terminal status)

• Error: processing failed; open the document to see details

• Waiting: used for AP invoices waiting for matching receipts

Open the document to view the full activity timeline, notes, and any required actions.

Start by checking the request details for an error message or missing field. If it still can't proceed, contact [email protected] and provide:

• The request ID (if shown)

• The document or PO number

• A screenshot of the error or status

• What outcome you expected (for example, "create sales order draft")

Most documents are processed in under a minute. Processing time depends on:

• Document length and complexity (a one-page PO is faster than a 20-page invoice batch)

• Whether the workflow requires external lookups (for example, ERP customer matching)

• Whether approvers need to review before it can continue

If a document has been processing for unusually long, check its status. It may be Waiting or Pending review rather than actively processing.

Fluent is provided as a subscription service. Your company's plan (features, usage limits, and included workflows) is defined by your subscription agreement, and billing is managed through your organization's Fluent administrator and/or [email protected].

Yes. Subscriptions can generally be canceled, but the effective date and any notice requirements depend on your subscription plan and contract terms. If you want to cancel or change the subscription, contact your Fluent admin and/or [email protected]. They can confirm timing, billing cycle, and whether the cancellation is immediate or at the end of the term.

Billing updates are usually handled by your company's Fluent administrator. Share the details you want changed (billing contact, address, PO number, invoice delivery email), and they can coordinate the update with [email protected].

Plan changes typically take effect either:

• Immediately (prorated), or

• At the start of the next billing cycle or term

Which one depends on your subscription terms. Changes can impact things like number of users, automation volume, environments (test/prod), and enabled integrations. Your Fluent admin can request the change and confirm the effective date.

In most setups, Fluent retains your data and attachments according to the data retention policy and your contract terms. If you're planning a cancellation, ask your Fluent admin and/or [email protected] about:

• Export options (transactions, logs, documents)

• Retention duration after cancellation

• Access timeline (when users lose access)

Yes. Fluent encrypts your data in transit (HTTPS/TLS) and at rest. Documents, extracted fields, and conversations are stored in a managed cloud database, and connection credentials for your ERP or CRM are encrypted before storage. Access is controlled by team-level permissions so only authorized users in your workspace can see your data.

For specifics on storage region, retention, or compliance posture (SOC 2 and similar), contact your Fluent admin or [email protected].

No. Your documents are used only to process your requests. Fluent does not use customer data to train or fine-tune general AI models.