AIstap

Use case · Wholesale · Manufacturing

Your supplier confirms something other than you ordered.

Your supplier confirms your purchase order by email, and someone compares the confirmation with the order in the order system (ERP) line by line. The automation compares the two and shows the differences; your buyer decides what happens next.

ERP: the system that holds your orders, stock and invoices.

Show us your process See the difference

Free · 30 minutes online · one process · no obligation After that: pilot from €2,450 · monthly package from €295 · excl. VAT

How the work runs

  • Email
  • PDF

AIstap

the automation

  • Reads
  • Validates
  • Prepares

Your ERPFICTIONAL EXAMPLE

Purchase order 60318 · 12 linesTo be checked

Supplier
no. 1187
Quantities
12 of 12 match
Prices
12 of 12 match
Delivery
14-1014-10 or 28-10?

In doubt? To your team first.

You ordered for delivery on 14-10, the supplier confirms 28-10. Your buyer decides.

Sound familiar?

  • Ordered 14-10, confirmed 28-10

    The supplier confirms a later delivery date than you ordered, and it goes unnoticed.

  • Confirmations stay unread

    Order confirmations arrive among all the other email and stay unopened.

  • Only found at delivery

    You only notice that less is coming, or later, when the truck is at the door.

Today. And with AIstap.

Today

4 steps by hand

  1. Emailed confirmation
  2. Open the PDF
  3. Look up the order
  4. Compare the lines
  5. Update the date

With AIstap

1 step for your team

  1. Emailed confirmation
  2. The automation reads
  3. Check: does anything differ?
  4. Your buyer decidesyour team
  5. Final in your ERP

Possible impact

  • Less comparing line by line
  • Less chance of a missed difference
  • Better view of confirmed delivery dates

Possible impact, not a promise: what it brings depends on your process.

What AIstap can build.

An example. What we build for you is agreed upfront.

  • Mailbox connection

    Where the order confirmations arrive.

    A connection to the mailbox where your suppliers' order confirmations arrive.

  • Reading the confirmation

    Item, quantity, price and delivery date per line.

    Reading the email text and the PDF: item, quantity, price and delivery date per line.

  • Next to the order

    Only the lines that differ light up.

    The confirmation sits next to the order; a differing line goes to your buyer first.

  • Prepared in your ERP

    Final only after your buyer approves.

    Preparing the confirmed delivery date in your order system; final only once your buyer approves.

Checked by your team.

The automation prepares. Your people approve and decide when something is unclear.

The automation

Your buyer

  1. DetectThe automation sees what arrives.
  2. PrepareReading, checking and getting it ready.
  3. ApproveSomeone on your team approves, or decides when in doubt.
  4. ExecuteAfter approval it is final in your system.
  5. Follow upWhatever is open stays in view.

Your team stays in control.

  • Try it yourself

    Purchase order 60318 · 12 linesTo be checked

    Delivery14-10 or 28-10?

    14-10 or 28-10?

    Your buyer decides on differences

    If the confirmation differs from the order, your buyer sees it first. The automation changes nothing by itself.

  • The automation

    • Reads
    • Validates
    • Prepares

    Your team

    • Calling suppliers
    • Finding alternatives
    • Informing customers

    Supplier contact stays with people

    Your team calls suppliers, looks for an alternative and informs customers. In this set-up the automation does none of that.

  • Your buyer sends the replies

    In this set-up no reply goes to your supplier without your buyer. A draft stays put until your buyer sends it.

In the systems you already have.

Which connection is possible is something we look at in the free analysis.

The confirmations arrive in your own mailbox and your purchase orders are in your own order system (ERP). Whether and how your system can be connected, we look at in the free analysis.

  • Mailbox (In this example)
  • Order system (In this example)
  • Planning software
  • Spreadsheet
  • Accounting
  • Customer portal

In this example

What it costs to start.

From mailbox to order system: one process, two systems. The size of a pilot.

  1. STEP 0

    Free analysis

    €0

    You show us one process.

    • 30 minutes online
    • A one-page summary
    • Free, no obligation
  2. STEP 1 Recommended first step

    Pilot

    from€2,450

    One working automation.

    • Max. 2 systems
    • 1 to 2 weeks
    • Fixed price, upfront
  3. ONGOING · AFTER A PILOT

    Monthly package

    from€295/month

    We keep it running.

    • Hosting and monitoring
    • Fixes and AI costs
    • Cancel any month

Prices excl. VAT

All prices and steps

Questions about this use case.

What if the supplier uses its own item numbers?

If those numbers are stored with the item in your ERP, the automation uses them. If it is uncertain which item is meant, the line goes to your buyer first.

Does our buyer still have to open all the confirmations?

Not one by one. In this set-up your buyer sees the confirmations that differ first. Those that match the order are listed in one overview, and your buyer approves them personally.

Does this work with our ERP?

We look at that in the free analysis. For the pilot you arrange an account or a test environment, or your IT partner joins in briefly.

More use cases.

Supplier price list to Your ERP

Stop retyping supplier price lists.

New purchase prices, prepared in your order system (ERP). Your buyer decides.

Wholesale Manufacturing

See all use cases

Step 0 · free

Show us your process.

  1. We call or emailTo schedule a time
  2. You show us30 minutes online
  3. You get a summaryOne page

Free, no obligation

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