1. Your customer orders as usual
By email, in a spreadsheet or as a PDF. Nobody has to change habits or log into a portal.
AI order agent · B2B wholesale and distribution
Orders from email reach your ERP on their own. Your sales rep only approves.
The agent reads the order where your customer wrote it — in the body of an email, in a spreadsheet, in a PDF — and prepares a document in your system, ready for approval. It also learns the names only that one customer uses. For the first 30 days it runs in shadow mode: it writes nothing, and you get a report showing how much work it would have taken over.
Pilot with no setup fee · you work directly with me · data processed in the EU
Where it actually hurts
Not in the typing. Typing a line takes seconds.
It hurts in everything that comes before. A customer writes “box 400” when your catalogue holds three different boxes called 400. They write “the usual”, so someone opens their last order. They attach a spreadsheet where quantity sits in column C one week and column E the next, and the first four rows are their own letterhead. Every one of those is a decision, and the decision falls to whoever happens to have that mailbox open.
Then there is the clock. Orders land through the morning, picking starts in the afternoon, so the same person is retyping and answering the phone at once. That is where the mistakes come from, and they come back a week later as a credit note.
How it works
Four steps. The third one matters most, because a person always decides.
2. The agent identifies the items
By code first, then by name, and finally by how that customer refers to that product.
3. Your rep approves
Confident lines at the top, doubtful ones separated. A correction made once is remembered for that customer.
4. A report every month
How many orders went through untouched, how many hours came back to the team, how many mismatches were caught.
When your built-in OCR is enough — and when it is not
Most ERP systems now ship an OCR module. It reads an attached file, matches lines by code and then by name, and costs a fraction of a separate tool.
If that describes your orders, start there and stop reading.
Built-in OCR will probably do
- Orders arrive as clean PDFs with a repeatable layout.
- Lines carry barcodes or your own item codes.
- Customers order in one predictable format.
- Calls asking “what did you actually mean” are rare.
This is where it stops coping
- The order is written in the email itself, with no attachment.
- A customer sends a spreadsheet laid out their own way.
- Every buyer calls the same product something different, sometimes “the usual”.
- Some lines need a human decision before anything is entered.
- You want a number for how much actually went through without a person.
A 30-day shadow pilot
For the first month the agent runs alongside your team and writes nothing into your system. It reads the same orders your reps do and prepares its own versions. Nothing is switched over, nothing has to be turned off, and the risk to daily work is zero, because the agent has no write access.
After thirty days we sit down with the report. Not a presentation — a comparison of your own orders against what the agent pulled out of them: how many lines it got right untouched, how many it set aside, where it was wrong and why. That is when you decide whether to go further.
If the report does not convince you, we part ways and it stays with you. It will be useful in any conversation with another vendor.
Why me
I spent twenty years in manufacturing, planning and logistics before I started building software for those processes. I have worked with ERP systems since 2021. You talk to and work with me directly, with nobody in between, so what you say about your process reaches the person who will build it.
I am also doing a doctorate using action research, where every deployment is a documented case. The practical consequence for you is that I measure the before and the after, because without the measurement the material is worthless to me.
Your data stays with you
- Processing inside the European Union, under a data processing agreement listing the sub-processors.
- In shadow mode the agent has no write access to your system. It reads and prepares, nothing else.
- The agent never sends anything to your customers on its own.
- Every order passes through a person until we jointly decide otherwise, based on the report.
Talk to me about your process
Tell me what is taking your team too long. The first call is free and mostly serves one purpose: letting me see your real orders so I can say whether this is worth doing at all.