Send to · Outlook
Orders from email go into your sheet or ERP, without retyping
Orders, RFQs and complaints arrive by email. Kerna reads the details and fills in a form that you can check and correct. Once you approve it, Kerna passes the data to your automation in Make, Zapier or Power Automate, which writes it to your sheet, CRM or ERP.
Facts checked against the product on .
The problem
The order is in the inbox. It still has to get into the system.
Someone reads the email, opens the PDF and retypes the details into another system. And again for every order after it.
- A slip while retyping a quantity can mean a wrong delivery.
- The order waits until the person who enters orders has time for it.
- Connecting email to the order system often needs a developer.
- An email from a foreign supplier has to be understood before the details can be entered correctly.
Send the order's details to the system that handles it.
Kerna fills in a form with the details of an order, RFQ, complaint, delivery note or invoice. You check the data and approve the send, and Kerna passes it to Make, Zapier, Power Automate or any other system that accepts webhooks. On every plan.
Send to · Outlook
How it works
Three steps. Nothing is sent until you approve the data.
Send to is in the Outlook add-in, on every plan.
- 01
Choose a destination
Open the email and click Send to… in Analyze, in Attachments, on a triage row or in the Send to tab. Then choose where the data should go.
- 02
Check the form
Kerna reads the email and fills in the form. If the destination is set to read attachments, it also reads up to three PDF, Word, Excel or CSV files.
Check the data and correct anything that needs it. To see the values in another language, choose it under Values in.
- 03
Send it
Click Send to pass the approved data to the address you set up. The request is signed, so the receiving system can check that it came from Kerna. Values keep their types: numbers and amounts as numbers, dates as dates.
What it fills
What can Kerna read?
For each destination you choose one kind of document, or a set of your own fields, when you set it up.
- Order
- Order details and line items, with quantities and units.
- Request for quotation
- Customer, contact, their reference, quote and delivery dates, delivery location, and line items with item codes, quantities and units.
- Complaint
- Customer, contact, order reference, product, the problem in their words, the resolution they ask for, and the deadline.
- Delivery note
- Delivery details and line items.
- Invoice
- Invoice details and line items.
- Your own fields
- Up to 30 fields and up to 12 line-item columns, named by you.
Technical field names stay in English whatever the interface language, because the receiving system uses them to match the data. Numbers, amounts, dates, codes and names keep their original values. If a value cannot be read with certainty, its field is left empty.
Setting up
Set it up once, use it for every email after
The team leader sets up destinations. If you are not on a team, you set them up yourself.
In Send to other systems, click Add destination, paste the address and click Send test, so the receiving system gets sample data.
- Make
Custom webhook
Add Webhooks → Custom webhook and copy the address it gives you. After the test from Kerna, map the fields to columns or fields in the next module, for example Google Sheets → Add a row.
- Zapier
Catch Hook
Add Webhooks by Zapier → Catch Hook and copy the address it gives you. After the test from Kerna, map the fields in the next step of your Zap.
Webhooks by Zapier needs a paid Zapier plan.
- Power Automate
When an HTTP request is received
Add the trigger When an HTTP request is received. Set Who can trigger the flow to Anyone, save the flow and copy the address it gives you. Then generate the schema from the sample data.
This trigger needs access to premium connectors.
- Webhook
Your own endpoint
Enter an HTTPS address that accepts POST requests. The destination's signing secret lets your system verify each request.
Data and retention
What IT and procurement will ask
Kerna keeps no copy of what it sends.
- What is sent: the values you approved, plus details of the email and the send: the email's subject, the sender's name and address (unless the destination is set to leave them out), when it arrived, the mailbox, a link to the email, its message ID and the address of the person who approved the send. The email text and its attached files are never sent.
- When it is sent: only after someone has approved the values and clicked Send.
- What the AI reads: the email and, if the destination is set to read them, up to three attachments. Card numbers, IBANs and national ID numbers are replaced with placeholders first (privacy policy, section 2.9).
- What Kerna keeps: the destination settings and, for 90 days, a log of each send: who sent it, when, and whether it arrived. The log holds no values and no email content.
- What happens after delivery: your team chooses and controls the receiving service, and its own terms apply to the data it receives.
The full list of what Kerna stores, and for how long, is on the trust page.
What you need
- Kerna for Outlook.
- A Make, Zapier or Power Automate account, or your own HTTPS endpoint.
- A destination set up once, by the team leader or by you if you are not on a team.
What it costs
Send to is on every Kerna plan, the free Starter plan included. Reading the email and translating the values use tokens from your allowance. Sending itself uses none.
See the plansTry it on your own orders.
Kerna works inside the Outlook you already use. Set up one destination, open an order email and watch the data arrive in your sheet or system.