Automation for distributors and B2B trade
A distributor moves the same data through four places: the order that arrives by email, the ERP, the warehouse and the invoice. Every step is a person typing. We read orders with AI, create them in the ERP, notify the warehouse and issue the invoice when the goods leave. Anything that does not add up lands in a review tray for someone to decide.
Signs you need this
- Orders arrive as PDFs or in the body of an email and someone keys them into the ERP.
- You sell something that is out of stock because the online shop and the warehouse disagree.
- Supplier delivery notes are matched against invoices by hand, line by line.
What we automate in this sector
The catalogue processes that come up most often here. Each card links to the full spec.
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Invoices and delivery notes
Stop typing supplier paperwork: it gets read, checked and booked on its own.
- In
- Invoices and delivery notes as PDFs or photos, by email or in a shared folder.
- Out
- A record in your accounting software or ERP, with the document attached and the entry proposed.
Outcome: 80–90% of invoices processed with no manual work.
See the full spec : Invoices and delivery notes -
Data synced across your systems
Customers, orders and invoices identical in every tool, with no copy-paste.
- In
- A change in any of your tools: CRM, invoicing, online store or Excel.
- Out
- The same information in all your systems, immediately.
Outcome: The argument about which system has the right number goes away.
See the full spec : Data synced across your systems -
Stock and replenishment
Stock aligned across warehouse, shop and ERP, with replenishment proposed before you run out.
- In
- Warehouse movements, sales, returns and supplier deliveries.
- Out
- Reliable stock, a proposed purchase order and an alert on the items at risk.
Outcome: Fewer lost sales from stockouts and less cash tied up in excess stock.
See the full spec : Stock and replenishment -
Collections and payment reminders
Overdue invoices chase themselves, and you always know what is still unpaid.
- In
- Issued invoices, due dates and bank transactions.
- Out
- A clear list of outstanding items, reminders sent and fewer forgotten invoices.
Outcome: Shorter collection cycles, because no overdue invoice goes unchased.
See the full spec : Collections and payment reminders
A typical scenario
Example scenario, not a client: a distributor of trade supplies that receives most orders by email.
- Situation
- Admin keys every order into the ERP, prepares the delivery note, tells the warehouse and issues the invoice. A mistyped order is discovered when the customer complains.
- What we build
- A flow that reads the order, validates it against the catalogue and the customer’s credit, creates it in the ERP and notifies the warehouse. The invoice goes out on dispatch and payment is chased automatically when due.
- What changes
- Admin reviews exceptions instead of typing orders, transcription errors disappear and customers get confirmation within minutes.
What we get asked in this sector
- Every customer sends orders differently. Does it still work?
- That is exactly where AI earns its place: it reads PDFs, free-text emails and spreadsheets in different formats and turns them into order lines. When it is unsure about a value it flags it for review rather than guessing.
- Do we have to change ERP?
- No. We connect to the one you have. If it has no API there are other ways to create orders and read stock; we check this during the diagnosis.
Does any of this sound familiar?
Tell us the one that takes most of your time. The diagnosis is free and in writing, with a fixed scope and price. If automating it does not pay off, we will tell you.
Scenarios are illustrative examples, not clients. The concrete target for your process is set after the diagnosis, in writing.