The customer sends the order the way they always did, by voice note or by text. I build the bot that transcribes it, finds the items in your own catalogue, asks about whatever is missing and hands over a finished order. Your manager stops re-typing orders by hand.
This is not a boxed product and not a subscription service. It is written around one company catalogue, the words that company's customers actually use, and the system its office already works in. Which means the first question is always yours, not mine: where do your orders arrive today?
A site supply manager records an order between two deliveries. Below is the whole exchange, from the voice note to the confirmation.
"twenty sheets of plasterboard 12.5, thirty CD60 profiles, and screws, deliver to Cementowa 8 tomorrow morning"
| Item | Qty | Sum |
|---|---|---|
| Plasterboard 12.5 mm, 1200 x 2600 | 20 pcs | 690,00 zł |
| CD60 ceiling profile, 3 m | 30 pcs | 387,00 zł |
| Drywall screws 3.5 x 25 | quantity? | open |
Screws are not counted yet, one line is still open.
You did not say how many screws. Which pack should I put in?
200
Fibreglass joint tape, 45 mm x 45 m. The sheets meet along the joints, and those seams need tape before filling, otherwise the filler cracks along the line. One roll covers this order.
add it
Cementowa 8, tomorrow between 07:00 and 10:00. Four lines in the order.
This is the first thing to settle, and it is a question about your customers, not about technology. The bot itself is the same in every channel, so the channel is picked by where the orders actually arrive today.
The default across Italy, Spain, Portugal, the Netherlands and Poland. Meta requires business verification on your company as the legal entity, which is one and a half to three weeks of waiting. In return your customers keep writing to the number they already have saved.
In Slovenia, Croatia, Serbia, Greece and Bulgaria this is the messenger that is actually on the phone, and WhatsApp is not. Viber has its own bot accounts, so the company keeps its own identity there too.
Nothing to verify and nothing to wait for. Not the default in most of the EU, but where your customers are already on it, this is the fastest way to put the whole thing in front of them and watch how they use it.
If the orders arrive as e-mails today, they can keep arriving as e-mails. The bot reads the incoming mail, including an attached list or a recorded note, and writes the order up. Your customer never learns that anything changed.
A link in your signature or a QR code printed on the delivery note. It opens in the phone browser, records the voice note there, and needs no account, no app and no approval from anybody. This is also the quickest way to try the whole idea on real orders.
Most orders in wholesale are still spoken into a phone. A recorded call or a voicemail can go through exactly the same path and come out as a written order. This one is a bigger build than the rest, so it belongs in a second step rather than the first.
Nothing changes for your customers. The change is on your side of the counter.
Your manager stops copying orders into the sales system by hand. The order arrives already structured, with catalogue codes on every line.
Orders come in at eleven at night and on Sunday. They are already sorted out by the time the office opens, instead of waiting in a voicemail queue.
It does not guess. If a quantity was never said, or the stock does not cover it, it asks, and the order does not move on while the question is open.
Every order gets a related item offered, and it says why it is useful for this particular job. Not a list of promoted goods stapled to the receipt.
No login, no portal, no app to install. They keep writing where they write today, in the same words they use on the phone.
The finished order goes into your sales system, not into a notepad on somebody's desk that gets keyed in later.
Worth saying plainly, so nobody expects the wrong thing.
There is no product grid, no cart and no checkout page. Nobody browses anything. They say what they need and it gets assembled.
No accounts to hand out, no passwords to reset, no dashboard your customers were never going to open twice.
It is not there to answer questions about opening hours or delivery terms. It takes orders, and that is the whole job.
All of it is material you already have. Nothing has to be prepared specially.
Name, unit, price and stock for every item. Whatever your system exports is fine, a spreadsheet included. This is what the order lines are matched against, and it is the only place items can come from.
Voice notes, chat messages, notes taken over the phone, exactly as they arrived. They show how your customers actually name things, which no catalogue can tell me.
Needed only for the write-back. Without it, finished orders leave as a file or an email in the format your back office already reads.
It writes back what it understood before anything is counted, so a wrong word is visible straight away and the customer fixes it in one short message. Whatever it cannot place stays an open question instead of quietly becoming a line in the order.
That is what the sample orders are for. It is fitted to your catalogue and to the words your customers actually use, including the abbreviations that only make sense in your trade. On the bench today it handles voice and text in Polish and Russian, and a language is added for the company that needs it.
Lines are picked from your catalogue export and from nowhere else. When nothing matches well enough, it asks rather than choosing something close, and the order stays open until the question is answered.
The order arrives as a draft, and your manager sees it before it goes anywhere. The customer can correct it in the chat while it is being assembled, and your manager can correct it on your side afterwards. The person stays in charge of the order.
Odoo and most ERP systems have an API, and that is the clean way to do it. Where there is no API, or access is not opened, orders leave as a file or an email in the format your back office already reads. This is written for the setup you have, which is the point of building it per company rather than selling one box to everybody.
I will tell you honestly how your customers' wording maps onto your items, and where it would ask instead of guessing. The simplest way to start is to reply to the email that brought you here.
Reply to my email →Or write to dmitrii@flefteam.com