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At many wholesalers and installation companies, orders arrive as a WhatsApp message: three lines of text, sometimes a photo of a label, no product codes.
Someone in the office types it all in again. That is where errors creep in, and where time goes that nobody ever sees again.
The Order Processor reads the message, looks up the products in your own range and turns it into a draft order for someone to confirm.
What it does, step by step
- Receive the messageFrom the shared WhatsApp inbox or the orders mailbox, photos included.
- Identify the customerBy number or address, with the pricing agreements that go with it.
- Look up the productsBy description, product code or brand, in your range.
- Create a draft orderWith quantities, prices and delivery time, ready to check.
- Ask about anything unclearIf a product or quantity is in doubt, a question goes back. No guesses go into the system.
Works with these systems
What runs automatically and what does not
You stay in control.
Not every decision should be made automatically. For each workflow, we set out:
- What can happen automatically.
- What is put forward for approval first.
- When a person is brought in.
- What information is stored.
- How actions are logged.
Is this a fit for your organisation?
A good fit if
- Wholesale, construction and installation businesses with lots of ad hoc orders.
- Organisations with regular customers who order informally.
- Situations with a shared orders mailbox that keeps filling up.
Less of a fit if
- Configurable products where every order is bespoke.
- Organisations without a structured product range: then there is nothing to look up.
What it can deliver
- Orders in the system the same day.
- Fewer typing errors in quantities and product codes.
- Less of the sales office's time spent on data entry.
Directions, not promises. As soon as there is evidence from a client project, it will appear here as a substantiated result.
Frequently asked questions
Can an AI employee process orders from WhatsApp?
Yes, and for wholesale and installation businesses it is one of the applications that delivers the most in practice. It reads the message, identifies the customer and looks up the products. When in doubt it asks rather than guesses.
What if a customer describes a product in their own words?
Then it searches your range by description and suggests what it most likely is. If there is more than one candidate, or it is not sure, the order comes back with a question rather than a choice.
Is the order placed automatically?
We recommend starting with a draft that the sales office confirms. If recognition turns out to be reliable for certain customers or products, you can drop that step for that part.
Does it take customer-specific prices into account?
Yes, as long as they are in your ERP. The price comes from the source you already use, so no second price list appears.
Can you use WhatsApp for business under the GDPR?
For business use you take the WhatsApp Business API and record what you store and for how long. We sort that out as part of the implementation, because a shared inbox on someone's personal phone is not a sustainable set-up anyway.
How to put this to work
- 1A short callTogether we look at your process and your systems, and whether this task is the best place to start.
- 2Set up on your rulesIntegrations with your own systems, and agreeing what may run automatically and what a person approves.
- 3Measure and adjustFirst alongside your team, only then on its own. We look at what it delivers and adjust.