Re-keying
Staff copy customer, supplier, SKU, quantity, and price data into another system.
AI engineering for distribution operations
Documents in. Re-keying out.
Read orders and invoices, match them against your records, and prepare transactions for review. Your team handles the exceptions, not every line.
Free initial review$2,500 pilotTwo weeksProduction scoped separately.
✓Focused two-week pilot✓Human approval for exceptions✓Client-owned code and documentation
Invoice receivedNorthgate Supply · INV-4471
Matched to POEmail→Read & compare→Review
✓
14 of 15 lines match
One price difference needs a person.
Exception · line 7Line total is $120 higherInspect difference ↗
- PO unit price
- $5.20
- Invoice unit price
- $6.20
- Quantity
- 120 cases
($6.20 − $5.20) × 120 = $120 to review.
The original document and PO stay attached. No price is changed or approved automatically.
Routine matches move on. Exceptions stay visible.
The document arrives digitally. The work is still manual.
Manual comparison
Invoices and orders are checked line by line before they can move forward.
Hidden exceptions
Price or quantity mismatches are often discovered late in the process.
Fragmented approvals
Decisions happen through inboxes, spreadsheets, and informal messages.
Documents in. Clean records and clear exceptions out.
Routine matches move through one defined sequence. Anything missing or inconsistent becomes visible before it reaches the next system.
- 01
Receive
Watch an inbox, folder, portal export, or existing upload process.
- 02
Read
Extract supplier, customer, SKU, quantity, pricing, and payment information.
- 03
Match
Compare the document with the relevant order, catalogue, or accounting record.
- 04
Validate
Apply business rules and identify missing or inconsistent information.
- 05
Review
Prepare the transaction and send only exceptions to the appropriate person.
Document work a distributor repeats every week.
Combine document intake, comparison, and exception-handling improvements around the work your team repeats most.
01Recommended first pilot
Invoice and purchase-order reconciliation
Match incoming invoices to the order, validate lines, and route the differences.
02
Emailed purchase-order entry
Read orders that arrive as email, PDF, or spreadsheet and prepare them for entry.
03
Customer order validation
Check SKUs, quantities, pricing, and account terms before an order is confirmed.
04
Statements and remittance matching
Reconcile supplier statements and customer remittances against open items.
05
Supplier price-change detection
Flag list changes against the current catalogue before they reach an invoice.
06
Credit-hold preparation
Assemble balance, terms, and history so a manager can decide quickly.
07
Recurring management summaries
Pull, compare, and write up the operating numbers repeated every week.
08
Field-team document answers
Answer from product and policy documents, with the supporting source page shown.
Work that changed a routine.
Client names are omitted for confidentiality. The industry and outcome are real.
Weekly executive preparation
- Before
- Hours of manual pulling and formatting before every leadership meeting.
- What changed
- The recurring pull, comparison, and write-up now runs on a schedule.
- Outcome
- Preparation dropped from hours to minutes.
How it works
Scheduled jobs pull from the distributor's reporting system and spreadsheets, normalize the fields, compare against the prior period, and compose the write-up. Runs and outputs are logged. Failures alert a person instead of publishing a partial report.
Integrations
Work with the systems already running the business.
Most of what a distributor needs is already reachable through email, exports, and files. We confirm what each system can actually export or accept before promising an integration.
Email inboxesExcel and CSVAccounting softwareERP exportsCRM systemsShared folders and portalsAPIsWebhooks
Specific ERP, accounting, CRM, portal, API, and webhook access is confirmed during the free workflow review.
Automation handles the match. Your team owns the decision.
Every routing rule is agreed with your team before the system runs, and each automated action can be recorded.
Prepared automatically
Purchasing review
Customer-service review
Manager approval
A focused place to start
Start with the invoice checks slowing your team down.
Comparing every line by hand takes attention away from the exceptions. Test whether routine matches and real discrepancies can be separated reliably.
What we could improve togetherRead incoming invoices and orders, compare records, and organize price, quantity, or missing-item exceptions for review. We agree on the document flows and checks that matter most.
What we’ll test together
- Prices, quantities, and items are compared using your agreed tolerances.
- Discrepancies and unknown items retain their source records for review.
- Your team checks missed flags, false alarms, and review time against manual checks.
We agree on success criteria before building, then document the results, limitations, and recommended next steps. No promised savings or obligation to proceed to production.
Distribution workflow pilot
Two weeksThe pilot can cover related workflows and improvements. We agree on priorities and deliverables together to fit the two-week engagement.
- Invoice and order-processing improvements agreed together
- Matching rules, tolerances, and exceptions mapped
- Representative invoices, orders, and source records
- A working pilot
- Human approval points
- Documentation and source-code handover
- Production roadmap and quote
Questions distribution teams ask first.
Does this replace our ERP or accounting system?+
Usually not. We work around your existing systems and check supported APIs, exports, or imports first. A pilot can compare supplied documents and prepare an exception file without writing to your ERP. Direct database or portal access is not assumed.
What happens when a price, quantity, or SKU does not match?+
The workflow records the exception and sends the document and relevant context to the appropriate person. It does not silently change a record or invent an approval.
Can the workflow read emailed PDFs, scans, and spreadsheets?+
Yes, when the document quality and formats are suitable. OCR and structured extraction can be combined with validation rules, while uncertain fields are sent for review.
How do we measure whether the distribution pilot helps?+
We agree on representative documents and expected matches before building. Test cases include price and quantity differences, missing purchase orders, and uncertain product codes. Your team compares checking time, missed discrepancies, and corrections with the existing process; the findings guide any production scope.
Get started
Request a free workflow review
Tell us what is stuck. We will assess whether it is practical to solve and explain the most sensible next step.
Detailed workflow mapping, technical design, and implementation begin with a paid engagement.
- ✓A person reads every inquiry
- ✓We agree on data handling before we access any systems
- ✓Or email [email protected]
✓
Thank you. We have it.
We will read your description and reply within one business day.