FAQs
Frequently Asked Questions
Have questions about Lowki.ai? We've got answers. Browse our most common inquiries below.
What is Lowki.ai?
Lowki.ai processes sales orders and invoices directly into Epicor Kinetic using generative AI. It reads customer emails, extracts key information, and prepares everything for your ERP, driving up to an 80% increase in order processing throughput.
Why choose Lowki.ai over more traditional AI integration tools?
Lowki.ai is built end-to-end around the order entry workflow, not just data extraction. It's natively integrated with Epicor Kinetic, has been hardened in live production for over 2 years, and links ERP entries back to the original email conversation and attachments, giving your team full visibility and quick access when working from shared inboxes.
How does Lowki.ai integrate with Epicor Kinetic?
Lowki.ai uses Epicor Kinetic's REST API so data passes through your existing business logic. It works within your current validations, rules, and processes rather than bypassing them.
How is our data handled and secured?
Each customer runs on its own Docker stack managed by lowki.ai, with its own lowki.ai instances and document converter, which are never shared with another customer. Emails are read through Microsoft Graph, held in memory only while they're processed, then discarded. Document content is processed by Mistral AI in the EU under Mistral's Data Processing Addendum, and we follow GDPR. Your order data is processed to fulfil your orders and is never used to train external AI models. We're happy to walk your IT and information security teams through our architecture in detail.
What happens to the original email and attachments?
The original email and its attachments stay in your Exchange Online mailbox where they belong. Lowki.ai adds a link from the Epicor order straight back to the email. When a customer rings up about their order, you're one click away from their original message instead of hunting through someone else's filing system. The link keeps working as long as the email stays within the same mailbox, so your team is free to file it into whatever folders, sub-folders, or archives suit how you work.
Who can see the linked emails, and what about retention policies?
Access follows your existing Exchange Online permissions: only users with rights to the mailbox can open the linked email from Epicor, so Lowki.ai doesn't change who can see what. The link itself will become inaccessible if your retention policies delete the email or if it's migrated out of the mailbox, so it's worth aligning email retention to how long you want to be able to trace orders back to their source.
What happens if Lowki.ai can't read an order, or gets something wrong?
Anything lowki.ai can't confidently process (unfamiliar customers, ambiguous part numbers, missing fields) is flagged for your team to check, and the email's category in Outlook says what's wrong. We recommend holding new orders with a BPM in your own Kinetic work process, so every order is reviewed before it's processed.
How is Lowki.ai priced?
Lowki.ai is offered on monthly billing across four tiers (PAYG, Production, Growth and Scale), with pricing based on the number of order lines processed. All tiers include onboarding training and business-hours email support. Full pricing is available on our pricing page.
How long does implementation take?
Implementation is typically completed within a day. This includes setup, Epicor integration, testing, and onboarding your team. Most customers are processing live orders by the end of day one.
What kind of accuracy can I expect?
In production at Thomas Dudley Plumbing Products, lowki.ai has demonstrated 98% customer matching accuracy, 97% ship-to address accuracy, and 95% PO number accuracy across 56,000+ orders. It is designed to work out of the box with minimal setup.
Do we need to train Lowki.ai like other AI document extraction tools?
No. Lowki.ai is designed to deliver value from day one without the need for template building or ongoing training.
Does Lowki.ai only process sales orders?
Today, Lowki.ai is focused on sales order automation. We have also implemented accounts payable invoice logging and matching, with plans to expand further into finance and other back-office processes.
What file formats can lowki.ai read?
PDF (including PDFs where the order is an image rather than text), Word (.doc, .docx) and Excel (.xls, .xlsx, .xlsm) attachments, plus the text of the email itself.
What email systems does Lowki.ai work with?
Lowki.ai currently integrates with Microsoft Exchange Online. If you use another email platform, talk to us: we're actively expanding integrations.
Can I only get documents into Kinetic via email?
No. You can also drag and drop documents directly onto an order in Kinetic and mark them as 'AI Needs Processing'. Lowki.ai will then read the document and populate the order. This is useful for documents that didn't arrive through your monitored sales inbox, such as orders forwarded internally, received via personal email, or sent as follow-ups to phone calls.
Will it work with my Epicor customisations?
Yes. Because Lowki.ai works through Epicor's REST API, your existing Method Directives and Data Directives still apply. That helps ensure processing stays aligned with your current business rules and system behaviour.
Will it work on-prem or cloud?
Yes, both. lowki.ai runs in live production on on-prem Kinetic at Thomas Dudley Plumbing Products and on Epicor's cloud at another manufacturer. For the more technical minded we just need access to your REST endpoints like any integration system needs from Kinetic.
Is there a dashboard?
You don't need one. Status shows in Outlook: each processed email is ticked, and if something stops an order going in, the email is flagged and its category says what's wrong. New users typically pick it up in minutes. If you want a dashboard, you can build one in Kinetic from the BAQs we provide.
Why was Lowki.ai created?
Lowki.ai was created to solve a real operational problem: too much time spent on manual order entry. It was built to free up teams for higher-value work while improving speed, consistency, and visibility.
What is AP invoice logging?
Your team drags supplier invoice emails into a folder. lowki.ai reads them, handles several invoices in one email, splits multi-invoice PDFs, and creates a logged AP invoice batch in Kinetic's Logged AP Invoice Entry. How logged invoices are accounted for is your own Kinetic Company Configuration setting: tracking only, tax booked with the net amount held in a suspense account, or everything held in suspense. Either way, the net amount doesn't reach your expense accounts until the logged invoice becomes a full AP invoice. Both the logging and the approval happen in the Kinetic screens your team already uses.
What is AP invoice matching?
Once a logged invoice is approved, Lowki.ai pulls it into an invoice group and runs matching by driving Kinetic's own Get Receipts, validating the goods receipts against the invoice. Kinetic shows the result as the group balance: a balanced group is matched, a residual variance is a mismatch. Lowki.ai adds notes against any invoice where it sees a problem, so your team knows where to look before posting.
Does Lowki.ai post or pay invoices automatically?
No. Lowki.ai does the entry and the matching. Approval of logged invoices follows your Kinetic Company Configuration, including who can authorise them and whether they're auto-approved, and a person always does the posting, for both logged AP invoices and AP invoice groups. lowki.ai never posts or pays.
Where do supplier bank details come from?
Always from the supplier record in Kinetic, never from the invoice. If the bank details on an invoice don't match the supplier record, lowki.ai flags it as a warning for your team to check.
Why automate accounts payable?
The case is financial control, not headcount. Automated logging and matching helps catch duplicate payments, flags price drift between the purchase order and the invoice, and helps you capture early-payment discounts. At lower invoice volumes the time saving is modest; the value is in the control.
Why doesn't lowki.ai hold orders outside Kinetic until they're approved?
Because Kinetic's own checks wouldn't have run yet. A draft approved in another system can still be stopped on credit, price or a BPM once it reaches Kinetic, so it gets checked twice, in two places. lowki.ai writes every order to Kinetic, so your credit limits, price lists, directives and BPMs apply as it goes in. Kinetic rejects what breaks its rules, such as a duplicate PO, and the email is flagged with the reason. Credit holds show in Kinetic, the best place to see them, because that's where your team already works. If you want every order reviewed before it's processed, we recommend a hold BPM in your own Kinetic process: your team then reviews the real order, with Kinetic's checks already done.
Where is our data processed?
lowki.ai reads a copy of each email your team drags into its folder, through Microsoft Graph. The copy is processed in your own lowki.ai Docker stack, hosted in the UK, held in memory only while it's processed, then discarded; the original stays in your mailbox. Document content is read by Mistral AI in the EU, under Mistral's Data Processing Addendum.
Is our data used to train AI models?
No. Your order and invoice data is processed to do the work and is never used to train AI models.
What access does lowki.ai need to Kinetic?
Access to your Kinetic REST endpoints, like any integration, through an API key. lowki.ai connects from one fixed IP address, so your IT team can allowlist it. lowki.ai reads through the business objects and through BAQs we supply, which your team can filter. There's no extra Epicor licence to buy: lowki.ai uses a free licence held only for the duration of each transaction.
How do we stop using lowki.ai?
Revoke its API key. lowki.ai connects through that key and the BAQs we supply, so nothing else needs undoing. The orders and invoices it created stay in Kinetic like any other records.
Can lowki.ai create quotes instead of sales orders?
Yes. This is set at deployment. When your instance is configured, we set it up to create either sales orders or quotes, whichever matches how your team works.
