Take more orders in the same morning without adding admins, and stop sending trucks back to swap goods that shipped wrong because of a typo.
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Wholesalers & distributors · 14 / 14
Orders-from-chat workflow
An order typed or photographed into LINE becomes a sales order in your system, confirmed back in the same chat, and staff look only at lines that are unclear or out of stock.
Wholesalers & distributors “Customers send orders on LINE as long messages, sometimes a photo of a list. Staff read and key them in line by line, and one slip means the wrong goods ship.”
The problem
Wholesale customers order however suits them. They type “same as last time plus ten more cases of fish sauce” into LINE, photograph a handwritten list, or send a voice note from the van. An admin reads it, translates the customer’s names into product codes, asks back when something is unclear, and keys it in line by line. On a morning when dozens of orders land at once, the keying queue is what makes the trucks leave late.
One mistyped line and the wrong goods go out. The customer calls to complain, a truck goes back to swap it, and sometimes the customer is lost. Meanwhile the owner has no idea what today’s orders add up to until the admin has keyed them all, which is usually mid-afternoon.
How we solve it
We set up the agent to read every order that arrives on LINE OA or the page, whether text, photo or file. It turns the order into line items using your catalogue and the names each customer has used before. When a customer writes “same as last time”, the agent looks at that customer’s most recent order, and it applies that customer’s prices and terms as set in your system.
Before opening the sales order, the agent checks stock and the credit limit, then sends a confirmation back in the same chat: a short table of what, how many, at what price, delivered when. The customer taps confirm or types a correction right there. Once confirmed, the agent opens the sales order in the ERP and passes it to the warehouse for picking. Lines that are unclear, out of stock or over the credit limit go to a staff member with the original photo.
Extending credit, special discounts and cancelling an order already picked stay with people. The agent acts only within the price and credit rules you set, and every order carries the customer’s original message attached to the sales order, there to open if a dispute ever comes up.
How it runs
Work comes in from
- Order messages on LINE OA
- Photos of handwritten lists
- Excel files from larger customers
- Catalogue and prices in your system
What the AI does
- Read the text, photo or file
- Map customer names to product codes
- Check stock and credit limit
- Send confirmation and open the order
Where it lands
- Confirmation back in the same chat
- The sales order in the ERP
- Picking list to the warehouse
- Staff see only the lines that are stuck
Before and after
Before
After
Admins key orders line by line and the queue makes trucks leave late
An order is a sales order in the system within minutes of the customer sending it
One mistyped line and the wrong goods ship
The customer sees the confirmation and confirms it before picking starts
The owner learns today’s order total mid-afternoon when keying is done
The owner sees orders live all day, by customer and by product
What you get
- 01
An agent reads orders from LINE OA and Facebook, whether a long message, a photo of a handwritten list or an Excel file, and turns them into product codes, quantities and units from your catalogue
- 02
The names each customer uses mapped to your real product codes, old names and abbreviations included, with that customer’s price list applied
- 03
Stock and the customer’s credit limit checked, then the sales order opened in the ERP or accounting software you already use
- 04
A confirmation sent back in the same chat for the customer to check items, prices and delivery date, and to confirm or correct right there
- 05
Staff alerted only for lines that are unclear, out of stock or over the credit limit, and a weekly report of orders by customer
Who gets what
Connected to the ERP and warehouse system through official APIs, with the LINE OA your customers know left as it is. The catalogue and prices stay in your system; the agent reads and proposes. Every sales order is logged with the original message.
Admins stop translating customer messages line by line. What is left is answering questions and looking at the lines the system flags as unclear, and the trucks leave earlier.
Who this fits
Food & beverage wholesalersFMCG distributorsBuilding materials & hardwareParts & componentsPharmaceutical distributorsAny wholesaler whose customers order on LINE
Connects with what you already run
LINE OAFacebook MessengerERPSAP Business OnePEAKWarehouse systemGoogle Sheets
Development process
- 1
Discover
Requirements, users and success metrics, with scope and price fixed before we start.
- 2
Design
UX and system architecture; the prototype is approved before anything is built.
- 3
Build
AI-accelerated sprints with a demo every week, reviewed by senior engineers.
- 4
Test
QA, security and performance verified against the agreed scope.
- 5
Launch & care
Production deploy, team training, and a monthly care plan.
Turn your business problem into a system that works for you
Tell us today — get an executive-ready proposal with the plan and budget.
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