From a sales party to orders ready for approval
Put an AI agent to work on order preparation and administration, connected to the software your sales network uses.
The need
The party is over, but the consultant still has orders to enter. They go through the forms, look up product codes, check promotions and work out the host’s rewards. If a customer has left out a size or an address, the consultant has to get back in touch before finishing.
At head office, the order management team takes over. Staff update the ERP, check payments and prepare invoices. Information is spread across the consultant’s messages, their ordering portal and the company’s business systems. To answer a customer or resolve a hold-up, the team has to find the latest exchange and check what has already been done.
What we put in place
The consultant sends photos of the order forms and can add a voice note with further details. The agent matches the products to the catalogue and prepares the orders in the brand’s system. It checks stock and prices, applies the offers valid on the sale date and calculates host rewards using the brand’s rules.
It asks the consultant for any missing details and submits the orders for review. An unclear product code or an amount to confirm appears beside the relevant line in the order summary.
Once the order is approved, the agent updates the relevant systems and tracks it through to invoicing. It checks delivery progress and payment status, prepares the invoice under the brand’s billing rules and flags orders that need the team’s attention. For sales that start with a quote, it uses the accepted quote to prepare the order.
Orders ready for review
The consultant checks the items, quantities and order totals without entering everything again. They can see which questions to ask customers and which choices need confirmation.
The order management team can see where each order stands: awaiting approval or payment, partly delivered or ready to invoice. Staff have the documents and correspondence they need to take over.
From order form to invoice
Our approach to this use case
We follow orders with consultants and the order management team, from the party through to payment. We identify duplicate entries, repeated checks and causes of delay.
The tasks to automate, the rules to apply and the systems to connect.
We help consultants learn how to submit requests and review orders. With the order management team, we agree who answers questions and who approves changes.
Working procedures for consultants and the order management team.
We connect the systems and test order processing with a pilot network, including incomplete forms, stock shortages and conditional offers.
An agent configured for the network’s orders.
We review corrections with the team and adjust the process as catalogues, offers and software change.
Tracking of turnaround times and errors, with the changes needed to address them.
How we measure results
We compare the time spent on orders before and during the pilot, including data entry, checks and corrections. We track the time from the party to order approval and the proportion of orders that need rework.
For the order management team, we measure the time spent finding information and following up on outstanding items, as well as whether invoices are issued on schedule.
Scope of the work
With your team, we choose the steps to cover and the systems to connect: the consultant portal, ERP, invoicing and payment tracking.
The consultant or order management team approves each order before it is finalised and each payment request before it is sent. They decide how to handle uncertain amounts, unavailable products, disputes and exceptions to the reward rules.