Workflow and actors
When an email, PDF, Excel file or EDI message arrives, the workflow extracts header and lines, resolves references, checks catalog, price and stock, and prepares the quote or order; operations receives only the exception queue.
Service · AI automation · Distribution & B2B industry
AI automation for B2B distribution that lets the ERP do its job.
RFQ and order extraction into the ERP, three-way match on delivery notes and invoices, stock monitoring, quote generation and anomaly detection, unattended and wired into your system.
The workflows, examples and figures on this page are illustrative composites and modelled targets, not measured client results. In a real project, we define the baseline, thresholds and human review with your data before rollout.
What we solve
Your orders arrive as PDFs, emails and Excel files , and no one has time to key them in.
One customer sends the order by email with an Excel attached, another a scanned PDF from their internal system, a third copy-pastes from a catalogue version that’s two updates old. Someone opens it, finds the reference, checks stock in SAP Business One or Holded, computes the price, enters the line and repeats, for every customer, every day. Meanwhile, delivery notes and invoices pile up waiting for a three-way match.
We design automations that run the moment the document arrives: they read the RFQ or order in any format, map to the catalogue, check stock and price in the ERP, create the quote or order in SAP Business One, Holded, Odoo or Microsoft Dynamics 365 and route edge cases to a review queue. The three-way match and stock monitoring run in parallel, without touching anything that already works.
Implementation contract
How it runs in production
Systems and data
It uses intake documents, customer and SKU masters, commercial terms, inventory and ERP purchase order, delivery note and invoice records, with shared identifiers for reconciliation and traceability.
Exceptions and risks
Low-confidence OCR, unknown SKUs, unusual price or quantity, insufficient stock and unmatched documents stop before any write or payment. Idempotency keys catch duplicate submissions.
Human review
Sales approves quotes and out-of-rule terms; operations validates uncertain orders, procurement reviews replenishment and finance resolves discrepancies before authorising payment.
Implementation pattern
We separate AI-assisted extraction from deterministic validation and idempotent writes. Each step retains its source document, confidence, applied rules and state so it can resume without duplicating orders.
Relevant integration
We connect the mailbox or EDI feed to available SAP Business One, Holded, Odoo, Dynamics or other ERP APIs or connectors, starting with reads and drafts before agreed writes are enabled.
What we build for this sector
Use cases that ship to production.
Orders
RFQ and order extraction from email or PDF into the ERP
Reads orders in email, Excel, PDF or EDI, maps references against the catalogue, validates stock and price in SAP Business One, Holded, Odoo or Microsoft Dynamics 365 and creates the quote or order, non-standard cases route to sales with full context.
Modelled target: 98% accuracy · 4h/day saved
Finance
Three-way match on delivery notes and invoices
Cross-references purchase order, delivery note and supplier invoice, detects discrepancies in quantities, prices and contractual discounts and opens the issue for procurement, only matched documents progress to payment.
Modelled target: −78% supplier close time
Inventory
Stock monitoring and replenishment
Watches stock levels, consumption by customer and rotation by SKU, detects early signals of stockout, proposes replenishment orders and alerts the owner when a pattern breaks the historical baseline.
Modelled target: −42% avoidable stockouts
Sales
Quote generation from the catalogue
Turns a sales request into a complete quote with references, volume discounts and customer terms, drops the document into the ERP and sends the draft to sales to review before sending out.
Modelled target: Quote in 4 min vs. 45 min
Quality
Anomaly detection on orders
Compares each order against the customer’s historical pattern, detects out-of-range quantities, inconsistent prices or discontinued references and warns before confirming in the ERP.
Modelled target: Anomalies caught before dispatch
Illustrative composite scenario · modelled figures and targets, not client results
An industrial distributor with 300 active customers on SAP Business One.
Industrial components distributor with a 12,000-reference catalogue and 80-120 daily orders. Back-office team of four. Illustrative composite scenario; the figures below are a modelled baseline and targets, not measured client results.
Modelled baseline
Baseline assumption: Four people dedicated to keying orders into SAP Business One from email, Excel and heterogeneous PDFs. Average time per order: 9 minutes. Quotes that take half a day. Manual three-way match by accounting with month-end close on day 11. Stockouts spotted late, with commercial cost.
Modelled target
Modelled operating target: 91% of orders land in the ERP in under 2 minutes without intervention. Standard quotes ready in 4 minutes. Unattended three-way match with close on day 4, the team only reviews discrepancies. Stockouts anticipated with 5-10 days of margin. The back office moves to exception handling and new-customer onboarding.
Modelled target: −85% hours spent on manual order capture
We connect to your stack
Integrations that matter in this sector
CRM
Salesforce
Enterprise CRM with fine-grained permissions, AI workflows that respect the data model.
CRM
Microsoft Dynamics 365
Enterprise CRM/ERP suite in the Microsoft ecosystem, native fit with 365 and Power Platform.
ERP
SAP Business One
Reference ERP for mid-market distribution and manufacturing, document extraction and ops orchestration.
ERP
Holded
Spanish cloud ERP widely adopted by SMBs, invoicing, expenses and reconciliation automation.
ERP
Odoo
Modular open-source ERP, AI agents and workflows on top of sales, inventory and project modules.
COMMS
Microsoft 365 / Outlook
Email, calendar and SharePoint as channel and context, triage, drafting and RAG over your inbox and files.
Frequently asked
What clients ask us
- 01
Does it integrate with SAP Business One, Holded, Odoo or Dynamics 365?
Yes. We connect via API or intermediate connector with SAP Business One, Holded, Odoo, Microsoft Dynamics 365 Business Central and the main ERPs in the Spanish market. If your instance is heavily customised, we map against the real fields in your model rather than the standard ones, we don’t force you to change your business logic.
- 02
Who controls the pricing and discount logic?
You do. The automation applies the rules and price lists that live in your ERP or in a table maintained by the sales team. When the order matches the rules, it goes through automatically. When it falls outside the framework (new customer, exceptional discount, non-standard term), it goes to sales review with the rationale. It never invents a price.
- 03
What happens when an order document is poorly scanned or ambiguous?
The automation measures confidence on every extracted field. Below a configurable threshold, the entire order goes to human review with the original document, detected fields and the issue. Nothing is confirmed in the ERP with dubious data. For recurring customers we also validate against historical patterns to catch unusual differences.
- 04
How long until the first workflow is in production?
The first useful workflow, usually order extraction into the ERP or the three-way match, is in production in 5-8 weeks, on your real documents and existing integrations, with before/after metrics measured. From there we scale the rest of the catalogue based on proven return.
Same sector, other services
Trust
Safe, traceable AI,
enterprise-ready.
We design for privacy from the start, human control, traceability, usage limits, permissioning and documentation. For sensitive processes, we help assess risk and applicable obligations under GDPR and the EU AI Act.
- 01We never train models on your data without explicit authorization.
- 02Human review built-in for processes where risk demands it.
- 03Traceability: prompts, sources, permissions, errors and metrics, all documented.
- 04Privacy, security and control integrated from day one.
- 05Solutions engineered to be maintained, audited and improved over time.
GDPREU AI ActAEPDISO 27001 readyEU data residency
Personal diagnosis
We work with
few clients.
Every engagement is led personally by one of the partners. If there's a fit, you get a personal first read of your case within one business day, not a canned demo.
How we work
- 01Tell us which process eats your time
- 02Personal reply within one business day
- 0320-minute call, no demo, no pitch