An agent reads emails and attachments, recognises the customer and the items, checks prices and availability in the ERP and prepares the order and the reply. Whoever works in the office checks and confirms.
Orders arrive in every shape: a three-line email, a PDF with twenty item codes, a photo of a paper form. Someone has to read them, work out who the customer is, find the items in the ERP and copy them in by hand.
The work itself is not hard, but there is a lot of it and it cannot wait. On busy days confirmations slip to the afternoon or the next day, and transcription errors come to light when the goods have already shipped.
Text, PDF, Excel, images. It recognises customer, lines and item codes even when they are written the way the customer writes them rather than the way the catalogue names them.
Prices, customer discounts, stock and lead times come from the ERP, with the permissions of whoever uses it. If a piece of data is missing it says so, instead of guessing.
The order is entered but not confirmed, and the reply to the customer stays a draft. The last click belongs to whoever looks after the customer, and every correction is logged to refine the rules.
Complaints, discount requests, items outside the catalogue, new customers. Whatever falls outside the expected cases reaches a person with the summary already done.
These are the numbers we set in discovery, before writing any code. The starting value is measured on your data, and the prototype is judged against it.
From the order's arrival to the reply to the customer. It is the number the customer sees, and usually the first to move.
How many orders go out as the agent prepared them. It is the most honest quality indicator, because it is decided by whoever checks them.
Transcription errors on codes and quantities, before and after. They are few, but each one is a wrong shipment.
If orders are few or always the same, a well-made order form costs less and works better. The agent is worth it when the format is decided not by you but by the customer.
Specifications, drawings, three-line requests: for anyone working to order, every quote is a job in itself. AI finds similar past jobs and proposes line items, times and costs to validate.
The info@ inbox receives everything and someone has to sort it by hand. AI reads every email, gives it a category and forwards it to the right department. It replies to nobody: it routes.
A free 30-minute call, with no commercial follow-up unless you want it.