A wholesaler’s warehouse team taking orders by phone among packed boxesB2B wholesaler · AI sales agent

The problem

The sales desk at this wholesaler spends much of each day on messages that follow a pattern. A quote request arrives without a serial number, so someone types a request for it. A part is not in stock, so someone emails the supplier. A customer replies “yes, go ahead”, so someone keys the order into the ERP by hand. Several times a day a customer asks where their delivery is, and each answer takes about five minutes of looking up tracking.

Orders could only be processed while the desk was staffed. An order emailed on Friday evening waited until Monday, and any delay gave the customer time to buy elsewhere.

How it works

An assistant reads the shared sales inbox and drafts the reply for each routine message. It asks the customer for the missing serial number or data plate. It searches internal sources and drafts the supplier request only when nothing is found. It turns a “yes, proceed” email or a purchase-order PDF into a sales order in the ERP. It looks up carrier tracking and drafts the proof-of-delivery reply.

In the first stage a salesperson approves every message before it is sent. Once accuracy is proven, routine replies go out on their own, so customers can order by email at any hour.

  • Missing-information requests drafted the moment a quote request arrives
  • Supplier requests drafted after internal sources are searched
  • Sales orders created in the ERP from “yes, proceed” emails and PO PDFs
  • Proof-of-delivery replies with live carrier tracking
Sales inbox · drafts for approval
Queue · 3 drafts ready
Re: Quote 48213 – please go aheadOrder confirmed in email · PO attached
Order ready
Fryer element for model FE-40No serial number in request
Chase details
Where is my delivery? PO 7741Dispatched yesterday · DPD
POD reply
Draft reply · sales order created

To: Sarah Lane, Northgate Catering

Thanks Sarah, order confirmed. Sales order SO-10482 created for 2 × door gasket 2041-118 against quote 48213. Dispatch tomorrow by DPD; tracking to follow.

Approve and sendEditDrafted in 4 s
Concept: The approval queue. Each routine message is drafted and the order created, then a salesperson approves. Sample data.

The results

24/7ordering by email once routine replies are sent automatically
Secondsto draft a reply that took five minutes
  • Customers get the missing-information request within minutes of asking for a quote.
  • Accepted quotes become ERP orders without re-keying, at any hour.
  • Proof-of-delivery questions are answered with live carrier tracking.
  • A salesperson approves each message until accuracy is proven, then routine replies are sent automatically.