AI automation for distributors and wholesalers
At a distributor, orders arrive over WhatsApp at all hours — as text, as voice notes, as photos of handwritten lists. Then somebody transcribes them into the system, usually in the afternoon, and occasionally one gets lost in the thread.
The cost isn't only the transcription hour: it's the order that came in Friday at nine at night and got entered Monday, the typo that caused a return, and the order history living on three sales reps' personal phones.
Short answer
At a distributor, the process that pays most is order taking: understanding an order that arrives over WhatsApp, checking stock and customer-specific pricing, and posting it to the ERP immediately. 60–85% resolves on its own; out-of-policy discounts and customers with overdue balances always escalate.
What we automate first
01
Order taking over WhatsApp
Interprets text, voice notes and photos, resolves "the usual ones" against that customer's history, and confirms before posting.
02
Stock and price verification
Against the ERP and that customer's price list, including payment terms and account status.
03
ERP entry
With every field the ERP demands and the customer never mentions: warehouse, price list, terms, cost center.
04
Delivery tracking and claims
Answers order status and delivery dates, and assembles a complete claim when something arrived wrong.
What it integrates with
- ERP
- WhatsApp Business API
- Warehouse and stock system
- Customer-specific price lists
- Logistics and shipping
What stays under human approval
- Any discount outside current policy.
- Customers with overdue balances or blocked accounts.
- Onboarding new customers without an account.
- Claims and upset customers, immediately.
Where to start
- 01Find out whether the ERP has an API and a sandbox. It's the single fact that moves the budget most.
- 02Export three months of real conversations to build the evaluation set from actual orders.
- 03Start assisted: the agent builds the order and a person confirms before posting.
- 04Move to automatic posting by order type, as the numbers support it.
When it isn't worth it
- If the catalogue isn't normalized and the same product appears under three different codes, fix that first. The agent amplifies whatever mess is in the item master.
- If you sell fewer than fifty orders a week, a rep enters them faster than the project costs.
- If every order needs engineering or a custom quote, that isn't order taking — it's consultative selling, and it doesn't automate.
Related questions
- What if it misreads an order?
- It always confirms with the customer before posting, in the customer's terms rather than internal codes. When two products are similarly likely, it asks instead of choosing: a return costs far more than twenty questions.
- Does it work with voice-note orders?
- Yes, and it's a large share of real volume. Transcription is corrected against the catalogue, because product names specific to the business transcribe poorly. Quantities taken from a voice note are always confirmed with the customer before posting, without exception.
Next step
Tell us which process is eating your month.
Thirty minutes, no commitment. You leave with a map of the process and an estimate of how much can be automated. If we don't see a case, we say so on the same call.
- Response
- Under 24 business hours
- Mode
- Remote · LATAM, Spain, the United States and the Gulf
- Languages
- Spanish, English and Arabic