AI agent for order management
It reads the orders that arrive by email, PDF and WhatsApp, checks them and enters them in your ERP. People only look at the doubtful cases.
Illustration with sample data
The problem is not the order. It is copying it.
- Orders arrive in five different formats and someone copies them by hand, line by line.
- A wrong code is discovered in the warehouse, when the goods have already left.
- On peak days the sales office does nothing else, and new customers wait.
First we understand how you work.
Every company handles orders its own way. In the first weeks we work on site with the people who enter them today, because the real rules are not written down anywhere. The agent adapts to your process, not the other way round.
Where they come from
Email, PDF, portals, WhatsApp, phone. And in what proportion.
Who checks them today
Which exceptions they know by heart, and which customers have special terms.
Where they need to end up
Which ERP you use and what has to happen after entry.
An example: four steps for every order.
Every agent comes from your process. This is how the work is usually split: steps, checks and rules change from company to company.
- 1
Reads
Email, PDF, Excel, photos and WhatsApp messages. It extracts customer, lines, quantities and dates, even from handwritten orders.
- 2
Checks
It compares codes, prices and terms with the ERP. If something does not add up, it flags it instead of guessing.
- 3
Enters
It writes the order into the ERP and sends the customer a confirmation with real delivery times.
- 4
Learns
Every correction made by people becomes a rule. After a few weeks there are fewer and fewer doubtful cases.
Exceptions, customers and decisions stay with people.
The agent takes the repetitive work. A review queue shows only the orders to check, with the reason written in plain words.
Between 60 and 70% of working time goes on activities that today's technologies can automate.1
- McKinsey, The economic potential of generative AI, 2023
It connects to what you already use.
You do not change tools, and the people you work with keep working as they do today.
- ERP and management software
- Email and shared inboxes
- PDF and Excel
- WhatsApp Business
- Customer portals
- Shared folders
- CRM
Before you ask.
Do we have to change our ERP?
No. The agent writes into the ERP you already use, through its integrations, its database or, when needed, the exchange files it accepts.
What if the agent makes a mistake?
Every order has a confidence level. Below the threshold you set, the order goes to a review queue and a person confirms it. Corrections become rules for the next cases.
How much does it cost?
It depends on volumes, incoming formats and the systems to connect. We estimate it after seeing the process, before asking you to sign anything.
Do we need an in-house technical team?
No. We handle development, integrations and maintenance. On your side we need someone who knows the process, for a few hours in the first weeks.
Where does order data end up?
It stays in your systems. The agent processes it in European environments and the models are not trained on your documents.
Other examples.
These are the cases we see most often, not a catalogue. If your process is not here, we start from it.
- QuotesThe agent finds similar past quotes, proposes items and prices and prepares the draft. Sales reviews and signs it.
- Customer serviceAn assistant handles first-level requests, by voice too, with your company's information. When a person is needed, it hands over the call with a summary.
- Back-office administrationThe agent enters documents, matches payments and invoices and flags only the differences. Reminders go out in the tone you choose.
- Email managementThe agent classifies every message, assigns it to the right person and prepares a draft reply. Nothing goes out without a review.
- Reports and minutesA voice note and a few photos are enough. The agent writes the report in your company's format and files it where it belongs.
- Your processNot on this list? That is the most common case: we start from how you work today.
Your process is not on this list?
That is the most common case. In the first call you tell us how you work today: we tell you whether an agent makes sense, where we would start and what you need to begin. Even when the answer is no.
The products we use here
If AI is not the right answer for your case, we will tell you.
A 30-minute call about a process that costs you time today. We tell you what we would do, and what we would not.
