1) What is Fluent?
Fluent is an AI tool that extracts customer/vendor document information into ready-to-process work (like orders or invoices) with minimal or no intervention. It helps standardize, validate, and route requests so you can focus on exceptions instead of data entry.
2) What should I send to Fluent to start a request?
Send the same thing you'd normally receive from a customer/vendor, such as:
Purchase Orders (POs) (PDFs, XMLs, Images, Whats app, etc)
Invoices
Order change requests (emails + attachments)
Supporting files (spec sheets, drawings) when relevant
If you're unsure, send it—Fluent can still route it for review.
3) What file types does Fluent support?
Most workflows support common formats like:
PDF
JPG/PNG (photos/scans)
Sometimes Excel or other formats (depending on your setup)
XML's
Text Messages
Format agnostic
Best results come from clear PDFs or legible scans.
4) Do I need to format documents before submitting?
No—submit what you received. If you can improve readability (straighten a photo, avoid shadows, include all pages), it helps Fluent extract data more accurately, but it's not required.
5) How do I know Fluent received my document?
Depending on your setup, you'll see the request appear in your Fluent queue/inbox (or you'll receive a confirmation). If it's not visible after a few minutes, check:
You submitted the attachment
The file isn't password-protected
The document includes the key details (like a PO number)
6) What happens after I submit something?
Typically:
Once the document is submitted to Fluent, you will receive a notification confirming that processing has started.
Fluent reads the document
It extracts key fields (customer, ship-to, items, quantities, dates, pricing)
It creates a draft for review or routes it to the right person/team
After approval, it can be sent into the system (e.g., ERP)
Your workflow may include validations and exception steps.
7) Why is my request "Waiting for Review"?
Fluent will pause for review when something needs confirmation, such as:
A missing PO number
Unrecognized part number
Pricing mismatch
Multiple possible ship-to addresses
Low-confidence extraction (unclear scan, unusual formatting)
This is normal—review is how errors are prevented.
8) What am I expected to do during a review?
Usually you will:
Confirm or correct customer / ship-to
Verify line items (part, description, quantity, price, dates)
Add missing info (like contact name, shipping method, notes)
Approve the draft to continue processing
If you're unsure, leave a note or route it to a supervisor (if enabled).
9) Can I edit extracted fields (like quantities or dates)?
Yes—end-user workflows commonly allow edits during review. Edits are tracked so there's an audit trail of what changed and why.
10) What if Fluent extracted something incorrectly?
Correct it in the review screen and add a short note in the feedback section like:
"Customer updated format—line 2 qty misread"
"Unit price is per case, not per each"
This helps improve downstream handling and internal troubleshooting.
11) What if the document is missing information?
Common missing items include ship-to, requested date, item identifiers, or pricing. When this happens, you can:
Let Fluent cross-reference your ERP data to fill in the gap automatically
Enter the missing field manually during review (if allowed)
Route the request back and request clarification from the customer/vendor
12) How are freight/shipping charges handled?
If a PO/invoice includes freight or shipping charges, Fluent can capture them separately (often as a dedicated charge line or "misc charge," depending on your workflow). If you see freight on the document, make sure it's represented in the draft before you approve.
13) What if a customer sends multiple documents for one order?
Submit all related files together when possible (PO + change note + supporting specs). Fluent can attach supporting material and keep everything linked to the same request for traceability.
14) How do I check the status of what I submitted?
Every document in Fluent has a status that tells you where it is in the lifecycle:
Draft — being prepared, not yet submitted for approval
Pending — waiting for one or more approvers to review
Approved — approved and ready to be processed into the target system
Rejected — an approver rejected it; returns to Pending after an edit
Processed — successfully sent to your ERP (terminal status)
Error — processing failed; open the document to see details
Waiting — used for AP Invoices waiting for matching receipts
Open the document to view the full activity timeline, notes, and any required actions. For more detail, see Understanding document statuses.
15) Who do I contact if something is stuck or failed?
Start by checking the request details for an error message or missing field. If it still can't proceed, contact support@fluenterp.com and provide:
The request ID (if shown)
The document/PO number
A screenshot of the error/status
What outcome you expected (e.g., "create sales order draft")
16) How does Fluent billing work?
Fluent is typically provided as a subscription service. Your company's plan (features, usage limits, and included workflows) is defined by your subscription agreement, and billing is managed through your organization's Fluent administrator and/or support@fluenterp.com
17) Can I cancel anytime?
Yes—subscriptions can generally be canceled, but the effective date and any notice requirements depend on your subscription plan & contract terms. If you want to cancel or change the subscription, contact your Fluent admin and/or support@fluenterp.com (they can confirm timing, billing cycle, and whether the cancellation is immediate or at the end of the term).
18) How do I update billing information (billing email, PO, invoicing address, payment method)?
Billing updates are usually handled by your company's Fluent administrator. Share the details you want changed (billing contact, address, PO number, invoice delivery email), and they can coordinate the update with TCP/support@fluenterp.com
19) What happens if we downgrade, upgrade, or add users/workflows?
Plan changes typically take effect either:
Immediately (prorated), or
At the start of the next billing cycle/term
Depending on your subscription terms. Changes can impact things like number of users, automation volume, environments (test/prod), and enabled integrations. Your Fluent admin can request the change and confirm the effective date.
20) What happens to our data and documents if we cancel?
In most setups, Fluent retains your data and attachments according to the data retention policy and your contract terms. If you're planning a cancellation, ask your Fluent admin and/or support@fluenterp.com about:
Export options (transactions, logs, documents)
Retention duration after cancellation
Access timeline (when users lose access)
21) Is my data secure? Where is it stored?
Yes. Fluent encrypts your data in transit (HTTPS/TLS) and at rest. Documents, extracted fields, and conversations are stored in a managed cloud database, and connection credentials for your ERP/CRM are encrypted before storage. Access is controlled by team-level permissions so only authorized users in your workspace can see your data.
For specifics on storage region, retention, or compliance posture (SOC 2, etc.), contact your Fluent admin or support@fluenterp.com.
22) Does Fluent train AI models on my documents?
No. Your documents are used only to process your requests. Fluent does not use customer data to train or fine-tune general AI models.
23) How long does processing take?
Most documents are processed in under a minute. Processing time depends on:
Document length and complexity (a one-page PO is faster than a 20-page invoice batch)
Whether the workflow requires external lookups (e.g., ERP customer matching)
Whether approvers need to review before it can continue
If a document has been processing for unusually long, check its status — it may be Waiting or Pending review rather than actively processing.
24) Can I upload multiple documents at once?
Yes. On the Documents page, you can drag and drop multiple files onto the upload area, or click the Add button to select several files from your device. Fluent creates a separate request for each file and processes them in parallel.
25) What languages does Fluent support?
Fluent can read and extract data from documents in most major languages, including English, Spanish, French, German, Italian, and Portuguese. If your documents are in a language not commonly seen in your workflow, send a sample to support@fluenterp.com and we'll confirm support.
For more information, see our Privacy Policy and Terms of Service.