How Make helps Adaptive Parse reduce order processing time from 3 days to 5 minutes

• Industry: Professional Services - Marketing and Advertising
• Use case: Purchase order processing
• Country: US
• Company size: 11-50 employees
• Apps used: Gemini, OpenAI, NetSuite, Airtable

Adaptive Parse is an innovative AI automation startup that operates under the umbrella of Metrix Digital. They help clients transform inefficient workflows into scalable, AI-powered systems.

High Caliber Line, a promotional products supplier, turned to Adaptive Parse with an order processing issue. The company struggled with too many custom orders, inconsistent purchase formats, and tight deadlines, making manual processing slow and error-prone.

Michael Pamintuan and William Zhai, Co-founders of Adaptive Parse, explain how they used Make to build an AI-powered order processing solution that lets High Caliber Line cut processing time from days to minutes and substantially improve data accuracy.

The challenges

Here’s a breakdown of the issues Adaptive Parse was addressing for High Caliber Line:

Purchase order overload

High Caliber Line gets over 200 purchase orders per day. Each order arrived in a different, often unstructured format, including PDFs, Excel spreadsheets, Word documents, and plain email text. This made it difficult to standardize processing. The in-house Calibre team of eight people had to download files, locate important details, and manually add them into NetSuite. Even with a full team, it often took two to three days to process a single order, risking missed delivery windows for urgent orders.

Inconsistent, error-prone data

Due to disorganized order processing, Stock Keeping Units (identification codes for tracking products in inventory) were often incomplete or did not match NetSuite’s internal codes. Addresses and contacts were also frequently missing important information. It was easy to make mistakes when fulfilling orders.

The solution

To address High Caliber Line’s order management struggles, Adaptive Parse developed an innovative AI-powered ETL (Extract-Transform-Load) system.

The production pipeline cuts processing time by ~99.9 %

Adaptive Parse created a Gemini-based Make scenario that radically reduces processing time per order, from 3 days to 5 minutes (~99.9 %). It classifies incoming emails into these categories:

• purchase orders
• sample requests
• rush orders
• follow-ups
• irrelevant

Once classified, Make pulls the document attachments and routes them through Adaptive Parse’s proprietary parsing engine via webhook. The automation then turns parsed data into a structured JSON format and dissects it inside Make using built-in tools. Key fields, like company name, contact email, and itemized line orders, are stored in Airtable.

AI-powered data validation at scale

The scenario further uses OpenAI modules to double-check shipping addresses, contact names, and product codes by comparing them with the client’s internal records. Adaptive Parse also built special rules to clean up and format product codes correctly, like making sure color and item details are included.

Make then automatically uploads the final records to NetSuite using Adaptive Parse’s custom connector and script, which accepts file input and creates the corresponding sales order.

The results

Thanks to Make’s AI, Adaptive Parse’s modular, reusable concept allowed Caliber Line to:

• Reduce purchase order processing time from 2–3 days to 5 minutes (cca ~99.9 %)
• Increase document processing accuracy to 95%, with plans to reach 99%+
• Scale the system to handle over 1,000 orders per day
• Gain new clients thanks to a working proof of concept

Why Adaptive Parse and Make are the perfect match

Adaptive Parse didn’t just automate processes for High Caliber Line.

They created a product. With Make, the team moved from theory to production in under a year, now planning to implement their AI-enhanced ETL system for other clients.

Make’s visual interface, modular design, robust error handling, and AI capabilities make it the ideal platform for quick development and complex data operations as Adaptive Parse brings their vision to life.

And the piece of advice Michael and William offer to everyone starting with Make?

Ready to innovate with AI like Adaptive Parse?

Get started with Make today