Coworkers Operations
Sales Orders
Sales Orders takes your customers’ orders by WhatsApp and email, drafts the quote or sales order and confirms stock and delivery date.
- Team
- Operations
- Channels
- WhatsApp, Email, Voice notes
- Approval
- Standard quote: on its own. Discount or credit: Sales approves.
- Silvia, Renzo (Bodega Don Pepe) wants 20 cases of 1 L oil for Thursday, with 5% volume discount. There is stock and it arrives on time. At list price it is S/ 2,400.00 plus VAT; with 5%, S/ 2,280.00. Do you approve the discount?
- I approve 3%, not 5%.
- Done: with 3% it is S/ 2,328.00 plus VAT. I’m sending the quote to Renzo and leaving the sales order in draft for Thursday.
- Perfect.
01 · What it does
The work it takes off your desk.
- Reads orders arriving by WhatsApp and email, including ones the customer dictates in a voice note.
- Builds the quote from your current price list and each customer’s terms.
- Confirms stock and delivery date against your ERP before replying.
- Drafts the sales order and hands Sales anything with a discount or credit.
- Tells the customer when the dispatch leaves, with the remission guide and the estimated time.
02 · How it works
Step by step.
- 01
Receives
Understands the order, even when it arrives as a voice note, and turns it into an order with products and quantities.
- 02
Quotes
Checks prices, stock and date in your ERP and answers the customer with the standard quote.
- 03
Escalates the special
If they ask for a discount or credit, it writes to Sales with the reason and waits for approval.
03 · Approvals
What goes out alone and what goes through a person.
It starts supervised: every quote and every order goes through Sales first. With evidence, it moves to by exception: the standard quote goes out on its own and any discount or credit still needs Sales’ approval. It never invents prices or terms: it uses your current list and what Sales approved.
The four modes04 · Connects to
The tools you already use.
- Voice notes
- SAP Business One
- Other ERPs (file)
- Spreadsheets
05 · Hours given back
What it is worth, in hours and dollars.
Example: with 300 orders a month and 10 minutes per order to read it, quote it and check stock by hand, it gives back 50 hours a month (300 × 10 = 3,000 minutes). At your team’s loaded cost, your dashboard shows it in US$.
06 · Questions
About this coworker.
Do customers know they are talking to an AI?
Yes. It introduces itself as your company’s order assistant and never poses as a person. If the customer prefers to talk to someone, it hands them to Sales.
Can it promise a delivery date we can’t meet?
It only confirms dates against the stock and dispatch calendar in your ERP. If there is no stock, it says so and tells Sales.
Can it give a discount to a good customer?
No. Every discount or credit is approved by Sales, however good the customer.
07 · Operations
Works well with
Let's start with one task.
Tell us what your back office keeps chasing today. If it fits, we try it first in your company, on your number and under your rules.