LevelOps
Documentation

Setup, matching logic, and troubleshooting.

Everything you need to go from Shopify App Store install to your first automated draft order in under 5 minutes.

Video walkthrough

Watch: full setup in 5 minutes

From install to your first automated draft order - no code, no templates.

Under the hood

How PDF to Order works

No templates, no field mapping. Forward a PO email, get a Shopify draft order in under 5 minutes.

  1. 01
    Receive

    Customer sends a PO by email - PDF, Excel, CSV, or email body.

  2. 02
    Forward

    You forward to your LevelOps address. Auto-forwarding handles it every time after setup.

  3. 03
    Extract

    AI reads the document: SKUs, quantities, customer, shipping address, PO number.

  4. 04
    Match

    Products matched to your Shopify catalog. Customer identified. Pricing always from Shopify.

  5. 05
    Draft Order

    Draft order in Shopify in 1-5 min. Email alert with direct link.

PDF

Any layout, any PO format

Email body

Order details in the email text

Excel / CSV

Spreadsheet exports, any column structure

No templates

Works with whatever your customers send

Order tags & email alerts

  • LevelOps-Order-Successfully-Created

    All products matched - draft order ready to review and send.

  • LevelOps-Some-Items-Not-Found

    Draft order created. Flagging email lists unmatched line items for manual review.

  • LevelOps-Customer-Not-Found

    Draft order created but sender email not matched in Shopify. Link manually or use customer override.

Step-by-step guide

Set up PDF to Order

No coding required. Under 5 minutes from install to your first automated draft order.

  1. 1

    Install from the Shopify App Store

    Search 'LevelOps PDF to Order' in the Shopify App Store, click Install, and confirm permissions. Embedded directly in your Shopify admin - no external logins.

    Note: First 5 successful draft orders are free. No credit card required at install.

  2. 2

    Find your dedicated forwarding address

    Go to Shopify Admin → Apps → LevelOps PDF to Order. Your unique forwarding address is on the welcome screen with a Copy button.

    your-store-name@levelops.co

    Note: Don't see your address yet? It takes a few minutes to generate while the app imports your product catalog. Refresh after 2-3 minutes.

  3. 3

    Forward your first purchase order

    Forward any customer PO to your LevelOps address. PDF attachment, Excel/CSV file, or order details in the email body - all work. No templates, no field mapping.

    Note: One order per email. Each forwarded email must contain exactly one PO. Multiple PDFs per email not yet supported.

  4. 4

    Review your draft order in Shopify

    Within 1-5 minutes the draft order appears in Shopify Admin → Orders → Drafts. You'll also get a confirmation email with a direct link. Review products, quantities, customer, and address before sending.

    Note: Pricing always comes from Shopify - never from the PDF. Includes Shopify Plus B2B price lists.

  5. 5

    Set up auto-forwarding (recommended)

    Create a filter rule so all inbound PO emails route automatically to your LevelOps address - fully hands-free after setup.

    Gmail

    Settings → All settings → Filters → Create filter → Forward to LevelOps

    Outlook

    Settings → Mail → Rules → Create rule → Forward to LevelOps

    Gorgias

    Create forwarding rule targeting inbound order emails → LevelOps address

Matching logic

How matching works

LevelOps resolves products, customers, and addresses automatically using a layered AI approach. No manual mapping required.

1 - SKU & product matching

Step 1 - SKU lookup
Exact match first

When a line item contains a SKU, item code, or catalog ID, LevelOps searches your Shopify catalog for an exact or near-exact match on that identifier.

High-confidence match found → product added immediately. No SKU or no match → proceeds to Step 2.

Step 2 - Semantic AI fallback
Meaning, not just text

AI runs a semantic search against your full Shopify catalog using the product description. It understands meaning - not exact text.

"Navy scrub top size M" → matches "Cherokee Workwear Scrub Top, Navy, Medium" automatically. Searches title, description, variant attributes.

Pricing always from Shopify - never from the PDF. Includes Shopify Plus B2B price lists and customer-specific catalogs. Log a ticket if the same product keeps failing - we can add a custom mapping rule.

2 - Customer & address matching

Customer identification
Matched by email, not name

The sender's email is looked up in your Shopify customer database. Name alone is never used for matching.

Found → LevelOps resolves the Shopify B2B company via Shopify's native company/customer hierarchy. Not found → draft order tagged LevelOps-Customer-Not-Found.

Shipping address
Shopify location first, PDF fallback

LevelOps checks if the PDF shipping address matches a known Shopify company location. Match → that location is used. No match → address scraped from the document.

Decorator, embroiderer, or end-user addresses not in Shopify are scraped automatically - expected behaviour, not an error.

PO number
Pulled from document header or reference fields
Quantities
Per line item; flagged if format is ambiguous
Payment terms
Extracted if present, applied to draft order
Shipping address
Shopify company location first → PDF-scraped fallback
Pricing
Always from Shopify catalog. Never from PDF. Includes B2B price lists.

Override customer lookup manually

If forwarding on behalf of a customer, or the sender email doesn't match Shopify records, add this line anywhere in the forwarded email body:

Use this customer: customer@example.com

LevelOps uses that email to look up the customer instead of the sender address.

Knowledge base

Articles & guides

Detailed how-tos for every part of the PDF to Order workflow.

Getting started

  • Setup
    Install & Setup Guide

    Full walkthrough from App Store install to your first automated draft order. Includes video.

  • Setup
    How to forward emails and PDFs

    Find your forwarding address, set up auto-forwarding in Gmail, Outlook, or Gorgias, and understand the one-order-per-email rule.

  • Matching
    How product matching works

    Two-step AI logic: SKU lookup first, semantic name search as fallback. Confidence thresholds, pricing rules, and tips for better accuracy.

  • Matching
    How customer & address matching works

    Email-based customer lookup, Shopify B2B company resolution, address priority order, and how to override with a manual email hint.

Troubleshooting

  • Troubleshooting
    Order didn't get created

    5-step checklist: confirmation email, forwarding address, PDF attachment, processing time, and Shopify draft order filters.

  • Troubleshooting
    Products matched incorrectly

    What to do when the wrong product is matched, how to improve catalog data for better results, and how to flag repeat issues.

  • Troubleshooting
    Customer not found or wrong company

    Fix email mismatches, update customer records in Shopify, and use the manual customer override instruction.

  • Billing
    Plans, credits & billing

    Free tier (5 orders), Pay as You Go, Starter ($100/mo), Growth ($250/mo). How credits are counted, what happens at the limit, and how to upgrade.

Still need help?

Support team responds within 24 business hours - same day for blockers.

Mon-Fri, 9 AM-5 PM ET · support@levelops.co · +1 (888) 339-8801

Open a support ticketEmail support

FAQ

Where do I forward orders?
Each account gets a dedicated intake address. Forward or auto-forward from your existing inbox - Gmail, Outlook, or any provider.
How does SKU matching work?
Fuzzy match on codes, aliases, and descriptions, with vendor-specific memory that improves per customer over time.
Can I re-run a failed PO?
Yes. Reprocess from the queue, upload a corrected file, or edit the parse manually.
Is my data secure?
Data is encrypted in transit and at rest. LevelOps is a Shopify Plus Partner following Shopify's security and privacy standards.

Your PDFs become Shopify orders.

Install PDF to Order on Shopify. 5 free credits. Live in minutes.

Install on ShopifySee pricing