Projects/Sales and service
AI systems for sales, orders and customer service
Three connected systems that remove manual work from pricing, orders and customer requests: from approving the price to answering the client.
- 01AI Pricing & Approval SystemIntelligent pricing and approval management system
- 02AI Order Management SystemAI system for automated order management
- 03AI Customer Service CopilotAI assistant for customer service
What was not working and what we built
Intelligent pricing and approval management system
AI Pricing & Approval System
The problem
The same price is maintained in four different places. There is no single source of up-to-date information, and approvals go through email and chat. This creates a risk of outdated prices and invoicing errors.
The solution
A central system that manages the whole life cycle of a price: from the first proposal to its activation and use.
- Fewer pricing errors
- Faster approval
- Full traceability
Key features
- A single price register by client, product, region and period
- An automatic approval process for prices and discounts
- Approval rules based on value and management level
- A history of every change, approval and version
- An automatic price check before invoicing
- Integration with the existing ERP systems
- Alerts for expiring, invalid or unapproved prices
How it works in practice
A sales rep proposes a special price for a distributor. The system works out who has to approve it, sends the request, records the decision and, once approved, updates the active price. At invoicing, the ERP uses only a valid, approved price.
AI system for automated order management
AI Order Management System
The problem
Orders arrive by email, PDF, Excel and various forms. Staff process them by hand, enter the data into the ERP and check stock. Sales reps often have to ask Customer Service about the status of an order.
The solution
A smart system that automates the processing of customer orders: from receipt to delivery and the required documents.
- Shorter processing time
- Less manual entry
- Fewer errors
Key features
- Automatic reading of orders from email, PDF and Excel
- AI identification of client, products, quantities and terms
- Validation of the incoming data
- Automatic entry of validated orders into the ERP
- Stock checks and rules for shortages
- One order status for Sales and Customer Service
- Automatic generation of transport documents and pro formas
- Alerts for problems and delays
How it works in practice
A client emails an order with an Excel file attached. AI recognises the products and quantities, checks the data in the ERP and creates the order. If stock is short, it applies the set rules or sends the case to the person responsible. The sales rep sees the status without having to ask.
AI assistant for customer service
AI Customer Service Copilot
The problem
The service team works with information on orders, prices, stock, deliveries and client history from different sources. Manual checks and preparing replies add extra workload.
The solution
An AI assistant integrated with the existing systems that helps staff with daily service and automates repetitive work.
- Faster replies
- Fewer routine tasks
- More consistent service
Key features
- Automatic categorisation of incoming requests
- Recognition of client, order and context
- Status lookup from the ERP
- Email replies in the client’s language
- Automatic handling of standard requests
- Preparing and tracking complaints
- Hand-off to a person for non-standard cases
How it works in practice
„When will order 12345 be delivered?“
AI recognises the client and the order, checks the current status and drafts a reply with the confirmed information. The employee approves it, and the system records the conversation.
The price, the order and the reply to the client use the same data
The approved price goes straight into the order, and the order status is available to the service assistant. Each new system builds on the integrations already in place.
- Integration with the existing systems
- Shared data and rules
- Each new system is rolled out faster
Do you have similar processes?
Let’s look at how your business works and show you which processes can be automated and with what result.