SalesOrder taking
Turns calls, voice notes, emails with attachments and messages into clean orders in your systems, with each customer’s pricing and real stock. Nothing is closed without confirmation.
Your value-creating processes happen over phone, WhatsApp and email.
The interactions that move your business — orders, appointments, collections, issues — happen in conversational channels, not on the portal. AI workers connected to your systems handle every call, message or email, carry out the whole task and alert your team.
WhatsApp — Manu · north region · 7:41
0:14
García Installations · 7:40
Good morning — I’m Manu’s assistant, I’ll handle this and he’ll review it. Confirming:
- 20× 90° elbow Ø16
- 2× flexible hose 3/8" (your usual)
- 80 l water heater: out of stock until Monday — I have an equivalent at the same price, does Thursday work?
Order SO-4821 recorded in your system · audio attached · Manu notified — 7:44
Incoming call · Friday 9:47pm · after hours
ClienteDo you have the 80 l heater? I need it Thursday for the Leganés site.
DelfosYes: two units in the regional warehouse. I’ll reserve it for Thursday morning delivery and send you a WhatsApp summary to confirm in one tap, sound good?
ClientePerfect, send it over.
Call answered · reservation created · summary sent to confirm · team notified Monday 8:00
orders@ inbox · Monday 8:02
From: purchasing@garcia-install.com
Subject: Weekly order — Leganés site
📎 pedido_semana37.pdf
14 lines extracted from the PDF · 13 resolved with price and stock · 1 query (Ø20 or Ø25) asked back to the customer
Draft reply and order ready · Manu just hits send
8 in 10tasks at an SMB come in through conversational channels, not the portal
15–40 minyour team loses today keying in by hand every order that arrives through those channels
0 alertsyour team gets when a regular customer stops buying
24/7calls and messages keep coming in when no one’s there
Integrates with your processes and systems
ERP and invoicingCRMInventory and warehouseCalendarEmail and telephony
— Without migrating anything or changing how your customers work —
An AI worker for every function
Each worker masters one function of your operation, shares the same business context and acts in whatever channel each customer or supplier uses. See solutions in detail.
OperationsAppointments, deliveries and tracking
Organizes the delivery and visit schedule, confirms the day before and keeps every customer updated on their order without them having to ask.
AdminCollections and documents
Handles the paperwork your team chases: reminds of due dates, answers about payments and invoices, and follows up on the missing delivery note or receipt until it’s filed.
SupportSupport that knows who’s calling
Recognizes whoever calls or writes, resolves the usual questions with your own documentation and passes what matters to your team, context already prepared.
Sales opsTeam copilot
Watches your book of business for you: falling consumption, customers who should have ordered by now, quotes gone quiet. And answers questions about your business in plain language.
GrowthInbound qualification
No missed opportunity: it answers, understands what they need and books the prospect even at eight on a Friday evening.
One platform. Every channel. Real actions.
It’s not a smart answering machine: it’s a system that reads and writes to your systems with permissions and traceability. The same worker, in each customer’s channel.
- Omnichannel with a single memoryIf a customer orders by email in the morning and asks on WhatsApp in the afternoon, the worker knows what they mean. One context per customer, across every channel.
- Business context, not generic repliesCatalog, per-customer pricing, stock by warehouse, history and documentation: every answer comes from your data.
- Execution with guardrailsNothing is created without the customer’s confirmation; anything unusual escalates to a person with the work already done. Every action is logged with its conversation.
- Your team firstThe worker acts as backup: it steps in when your people can’t and steps back when they do. Each employee controls their own modes.
- Auditable measurementA dashboard with the honest pair: resolved without intervention alongside corrected afterwards. No black boxes.
The same old processes, with no one chasing them
Operations are surrounded by repetitive communication your team does by hand today. Each of these processes is automated by the same system. See use cases.
Confirmed appointments and deliveries
Schedules deliveries, visits and pickups, confirms the day before and reschedules if needed — no phone tag.
Proactive order tracking
"Where’s my order?" answered before they ask: dispatch, delay or issue alerts with the real data from your system.
Documents that come back on their own
Chases the signed delivery note or missing receipt and files it with the order when it arrives.
Due dates and payment status
Reminds of invoices about to fall due and warns your rep before accepting a big order from someone who owes.
Qualified inbound calls
The AI worker answers, resolves the routine and passes what’s worth money to your team, with the context done.
Quotes that don’t go cold
Follows up on quotes with no reply and flags when the customer starts moving again.
Fault reports and incidents
Captures the full report first time (what, where, urgency, photo), opens the ticket and coordinates the technician’s appointment.
The reordering no one watches
If a customer who used to buy monthly hasn’t ordered in seven weeks, your team knows today — not once they’re buying elsewhere.
Already have an ordering site and they still call? Your portal isn’t the problem — the channel was.
It’s normal: most people browse online but still order by phone, WhatsApp or email from the person they trust.
The system handles those channels and records the order just as if it had come through the site: same catalog, same pricing, same system. You stop choosing between "use the site" and "call us": every path ends in the same place, with nothing typed twice.
From the first meeting to the first automated order
Phased implementation, with a measurable decision point at each stage. How we implement.
1
Diagnosis
We audit your real communications (orders, calls, emails) and the state of your data. We tell you, in numbers, what the system would automate.
2
Connection
Connector to your systems, catalog and pricing load, channels in official mode. Two to three weeks.
3
Supervised
The worker proposes and your team approves in one click, while the real accuracy rate is measured per customer and process.
4
Autonomous and expanding
It confirms only the clear cases; anything unusual still goes through people. Then: more processes, more channels, more teams.
Results a manager can sign off on
< 2 minfrom the call or voice note to a confirmed order, any time of day
–15–40 minof manual work for every task transcribed by hand today
100%of tasks with their conversation saved as a record
We measure with the honest pair: the share of tasks resolved without intervention is always reported alongside the share corrected afterwards. You see both numbers in your dashboard, by process and by customer.
We’re not asking you to buy. We’re asking for your last 200 orders.
You give us 200 real tasks — WhatsApps, emails or calls — and read access to your systems. Within a week we show you how many the system would have resolved, how fast, and which it would have passed to your team. You decide on that number.
Audit report
- Tasks resolved without intervention: the figure, from your own messages
- Where it would have asked and where it would have escalated
- Hours of your team’s time freed up per month
- The state of your systems and catalog for connecting
Book a demo
Twenty minutes on your case: bring a real voice note, call or email from a customer and watch it turn into a completed task in front of you. No commitment, nothing to install.
Prefer to start the way your customers do? Message us on WhatsApp.
FAQ
Does my team lose control of their customers?
The opposite: the AI workers act on your team’s numbers and inboxes, and your team sees every conversation and can step in at any moment. In "available" mode they only prepare tasks to approve in one click; they only step in to reply when your people can’t.
What if it gets an order wrong?
No action with consequences runs without the customer seeing the summary and confirming it. Doubtful item codes, unusual quantities or customers with a credit hold go to a person with the interpretation already done. For the first few weeks everything runs supervised while the real accuracy rate is measured.
Does it only work with WhatsApp?
No. The workers act in whatever channel each customer uses: phone call, WhatsApp, email (including orders as PDF or spreadsheet attachments) and web chat — with a single context shared across all of them.
Doesn’t the free WhatsApp bot already do this?
Meta’s bot can chat, but it can’t look at your systems: it doesn’t know each customer’s price, it can’t see your stock and it can’t record an order in your business system. That’s exactly our job.
Is it compliant?
The workers identify themselves as AI (EU AI Act), operate over official channels (WhatsApp Business API, telephony with a recording notice), we sign a data processing agreement with you (GDPR) and we guarantee handover to a person on a single request. Invoices are always issued by your own certified invoicing software.
How long does it take to go live?
Diagnosis, one week. Connecting to your systems, two or three more. From the fourth week the system runs supervised, and moves to autonomous on the clear cases once the numbers back it up.