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AI Order Entry

Zuora

AI Order Entry

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You can upload a PDF order form to Zuora Business Automation Dashboard, and an order form conversion assistant acting as an AI agent mimics people to read your uploaded file and extract relevant information to create a draft order in Zuora Billing.

Feature availability

You can access this feature if the following conditions are met: 

File requirements 

Your uploaded file must meet the following requirements:

  • Your uploaded file is expected to include the following information: 
    • Client account name and currency
    • Client’s contact details
    • Agreed charges and prices
    • Contract terms
  • If your uploaded file includes custom fields on the Account, Subscription, and Order objects, you must submit a request at Zuora Global Support to enable the extraction of custom fields. Otherwise, the order form import assistant will not extract the custom fields from the file.
  • Requirements for the data in the order form file:
    • Charge names should match those in the catalogs.
    • Custom field names must exist in Zuora Billing, and the data types of the custom fields must comply with those in Zuora Billing.

Convert a PDF order form

To convert a PDF order form to Zuora draft order, complete the following steps:

  1. Navigate to Home to access the Zuora Business Automation Dashboard. 
  2. In the Order Entry/Product section, click the Order Entry task, and then click the blue Order Entry button. 
  3. Read the disclaimer that pops up, and click Agree to accept the disclaimer.
  4. (Optional) In the Order Form Conversion dialogue, configure the following settings:
    • Keep original file on the server after the processing: If you select this checkbox, the PDF order form will be stored on this server after the conversion. The stored file will be archived after 365 days.
    • Create a new account: When the account information in the PDF order form does not exist in our system, and if you select this checkbox, a new active account will be created for the draft order. This account also becomes the invoice owner account and subscription owner account for your subscription. 
    • Additional information: You can enter predefined custom fields and specify values for the custom fields according to the examples. 
  5. Click + Select PDF File to upload your PDF order form.
  6. Click Convert. 

Outputs

If your uploaded file meets the prerequisites, the task output is a new order in draft status. 

After analyzing your uploaded file, the order form import assistant will output one of the following in the draft order:

  • A new subscription on a new active account
  • A new subscription on an existing active account
  • Added charges to an existing active subscription without renewal
  • Added charges to an existing active subscription after renewal
  • Updated charges in an existing active subscription without renewal
  • Updated charges in an existing active subscription after renewal

If you didn’t select Create a new account option during the conversion, by default, the assistant looks for an existing account using the account name or the domain of the contact's email (the part after the @ symbol). When no existing account is found, the assistant quits and reports an error.

View conversion histories and provide feedback 

To view conversion histories and provide feedback:

  1. Navigate to Home to access the Zuora Business Automation Dashboard. 
  2. In the Order Entry/Product section, click the Order Entry task. A History table is expanded. Each conversion history includes Start Time, Status, Order Form File Name, Order, Created Account, Created By, and Job ID information.
  3. You can perform the following steps in each conversion history entry:
    • Click the link under Order Form File Name to download the PDF order form uploaded
    • Click the download icon  icon-download-hollow-arrow.png to download a conversion log
    • Click the feedback icon  icon-feedback.png, and click Edit in the Share Feedback About Conversion Result dialogue to leave your feedback or update your saved feedback.