# Order intake review checklist

For the person who approves a draft order that an AI wrote from a buyer's email, text, PDF or spreadsheet. From lesson 07-03 of the No Bullshit AI Course. Version 1.0.0 (2026-09-17). CC0 1.0.

Print it, or paste it into the notes of your order form. Ninety seconds per order once you are used to it. Every line is a thing we have seen an AI get wrong.

## Before you look at the lines

- [ ] **Right customer.** The draft names a company from your list, not a company the AI typed. Same license, same ship-to. "Green Fern Oakland" and "Green Fern Berkeley" are different orders.
- [ ] **Right source.** You can see the original message next to the draft. If the draft came from a photo, the photo is legible to you too.
- [ ] **Right date.** Delivery or requested date matches what the buyer wrote. "Thursday truck" means the next Thursday, not this one if today is Thursday afternoon.
- [ ] **Status is draft.** Nothing has shipped, reserved or invoiced yet. In Distru terms the order is PENDING, which does not touch inventory.

## Every line

- [ ] **Product exists.** Each line points at one product on your menu. A line the AI marked uncertain (yellow, low confidence, "closest match") gets opened, not skimmed.
- [ ] **Size and unit.** "2 cases of gummies" became a case quantity, not 2 units. Grams vs. eaches vs. cases is the most common miss.
- [ ] **Quantity is what they wrote.** Read the number in the message, read the number in the draft. Out loud if you have to.
- [ ] **"Same as last time" was resolved to a real past order,** and that order is the one you would have picked. If the buyer has two regular orders, ask them.
- [ ] **Nothing added.** The draft has no line the buyer did not ask for. AIs like to complete a pattern.
- [ ] **Nothing dropped.** Count the lines in the message; count the lines in the draft.
- [ ] **Price is the customer's price**, not list price and not last quarter's price.
- [ ] **Stock.** Anything flagged sold out or over-available is resolved with the buyer before approval, not after.

## Before you click approve

- [ ] **Totals are plausible.** A $40,000 order from a customer who averages $4,000 gets a phone call.
- [ ] **Notes carried over.** Delivery instructions, PO numbers, "leave at the dock" landed in the order notes, not in a line item.
- [ ] **Compliance can follow.** Package-tracked items will need a transfer before the order can move to Delivering. If a line has no package to draw from, the order stays PENDING or PROCESSING.
- [ ] **Corrections recorded.** If you fixed a match, tell the tool why (Distru's order agent keeps your correction as a memory for next time). If your own pipeline has no memory, write the buyer's word and your product in a shared sheet so it stops happening.

## What approve means

You are the write gate. The AI proposed; you are the one who made it real. If anything above is unchecked, the order stays a draft and the buyer gets one question by text. That question costs thirty seconds. A wrong pallet costs a day.

## Tally (optional, once a week)

| week | drafts reviewed | approved untouched | fixed one line | fixed two or more | rejected |
|---|---|---|---|---|---|

If "approved untouched" is under half after a month, the matching needs work, not the reviewer.