Starter pack · Wholesale & distribution
Orders taken, quotes issued and payments chased — with sales keying nothing
Four AI agents assembled for wholesalers and distributors whose regular customers reorder the same items over LINE, phone and email, each at their own price grade, mostly on credit terms. It all runs on the sales and accounting systems you already have. Fixed scope, live in 2–3 weeks.
Work in
Wholesale & distribution+ human approval
To the customer
A person approves before it ever reaches the customer· drag to rotate
A fit if you…
- Wholesalers, dealers or distributors of 5–60 people with 50–500 regular customers reordering every week or month over LINE, phone and email, where an admin keys each order into the sales system or Excel one at a time
- Businesses with several price grades (wholesale, dealer, project), where sales has to open the table every time — and has issued an invoice at the wrong price and had to raise a credit note
- Businesses selling on 30–60 day credit terms, with overdue accounts nobody chases systematically, and an owner who only learns the real overdue figure when accounts close the period
A day with this pack running
- 07:30The reorder agent looks at each customer's ordering cycle, finds 12 who are due but have not ordered, and sends each salesperson the names, what they usually buy and a drafted message, over LINE
- 09:00Eight regulars send order lists into LINE OA and three more call in. The order agent reads the messages and the call recordings, prices them at each customer's grade, and creates 10 sales orders in the system. The eleventh is for an item never bought before and asks a price, so it goes to sales to confirm
- 11:20A new customer emails asking for prices on 15 items. The quoting agent builds the quote at the starting grade sales set, attaches the payment terms and the delivery date, and waits for sales to check and send it from the approval screen
- 14:00The collections agent checks who is due today and who is 7 days overdue, sends a polite reminder to the 6 customers set up for automatic reminders, and passes the 2 large accounts over 30 days to their salesperson with the balance and the payment history
- 17:30The billing agent turns today's delivered orders into invoices on each customer's own billing cycle. Accounts checks them on one screen and sends. The owner gets a one-page LINE summary: sales, overdue balances, and the customers who have dropped out of their ordering cycle
The output you get
Keyed from the order message in LINE · anything over the limit stops here for a manager to decide
An illustrative example — the names and figures are invented so you can see the shape of the work; the real thing is built around your business.
Example: Wholesale & distribution
LIVE DEMO1 · Work arrives
2 · The AI agent does it
- Orders from LINE, phone and email into the system
- Quotes and invoices, issued automatically
- Reorder nudges + regular-item suggestions
- Credit terms chased + sales alerted
3 · You just approve
Orders with a new product, a request for a special price, or a value over the credit limit are sent back for a salesperson to confirm before they enter the system.
Result
-70 to -85%
time keying orders
What is in the pack
4 AI Agent already assembled
Reads orders from LINE messages, photos of order lists, emails and call recordings, matches them to your product codes and the names each customer uses, prices them at that customer's grade, then creates the sales order in the sales system or sheet you already use and sends the customer a summary to confirm.
Orders with a new product, a request for a special price, or a value over the credit limit are sent back for a salesperson to confirm before they enter the system.
Builds quotes from customer requests at the right price grade and terms, and rolls delivered orders into invoices on each customer's own billing cycle, with reference numbers and every attachment in place, sent by email or LINE as the customer prefers.
Every quote, and any invoice whose total differs from the sales order, has to be sent by a salesperson or accounts from the approval screen. The system never sends on its own.
Learns each customer's ordering cycle and the items they buy regularly. When they are due but have not ordered, it drafts a message with their usual list ready to confirm in one tap, and suggests what similar customers buy alongside, or new products that fit them.
The salesperson chooses whether to send it themselves, let the system send it, or skip that customer — and decides on any promotion or discount every time.
Pulls the receivables from the accounting system every day, reminds customers before the due date and after it in the agreed sequence, alerts the account's salesperson when a customer runs long overdue or nears their credit limit, and gives the owner an aged overdue summary every evening.
Automatic reminders go only to the customers and the stages you set the rules for. Large accounts, debt over 30 days, and putting deliveries on hold are decided by sales and the owner.
All included
What is in the box
- Connections to LINE OA, email and the sales or accounting system you use (anything with an API or file import, and Google Sheets)
- Your price grade table and per-customer credit limits, imported from your existing files, along with the product names each customer uses
- One approval screen for orders needing a human look, quotes, invoices and customer messages waiting to be sent
- Templates for quotes, invoices, reorder nudges and the collections message sequence, all adjustable to your company's wording
- A dashboard of four numbers: orders entered automatically, time to issue a quote, reorder volume, and aged receivables
- PDPA documentation and a data flow map, plus one training round for sales, admin and accounts
Go live
Live in 2–3 weeks
Step 1 / 3 · Collect the customer data and connect the systems
Week 1
- 1Week 1
Collect the customer data and connect the systems
We take your customer list, price grades, credit limits, 30–50 real sample orders and your existing quote format, connect LINE OA, email and the sales or accounting system, and set the rules for which orders and which receivables need a human look first.
- 2Week 2
Run alongside the real work
- 3Week 3
Go live and measure
-70 to -85%
time keying orders
From work already done: most regular customers' orders enter the system on their own, leaving people to look only at lines with a new product or a special price
almost 0
invoices at the wrong grade price
Because the system prices every document at that customer's own grade, and anything differing from the table goes through sales first
-30% in 90 days
overdue receivables
Typically, reminding before the due date and following the sequence afterwards gets most customers paying on cycle — without sales having to do the chasing
Price and scope
One price, paid once to set up the scope of the pack, plus a small monthly support fee covering AI model usage, monitoring and minor rule changes. The monthly total is typically about what a part-time order-keying admin costs. The real figure depends on your orders per month, your customer count and the sales or accounting system you use, and we tell you plainly after a free 30-minute call.
Not included
- Connecting a sales or accounting system with no API and no file import, which needs a custom integration (quoted separately as Implement work)
- Stock management and purchasing from suppliers (that sits in the Operations and back office bundle)
- Extra sales channels, such as marketplaces or a large customer's own ordering portal
- Finding new customers, advertising and content (that sits in the Sell more bundle and the Marketing Ops service)
Where you go when you grow
Once regular customers' orders enter the system reliably on their own, most wholesalers extend one of two ways: the Finance and accounting bundle, so tax invoices, receipt reconciliation and profit-per-customer reporting run by themselves, or the Sell more bundle, to look after new customers and smaller dealers with the same team. With several branches, several warehouses or a complex ERP, use the Design and Implement services for something built to fit.
Safety in this business
- Price grade tables, credit limits and the customer list are commercially sensitive, so they stay in the company's own systems. The agents read only the records each task needs, and every access is logged with who or what and when.
- Messages to a customer show only that customer's prices and balances — never another grade's prices or another customer's data. Contact details and payment history are handled under PDPA, with the purpose notice prepared for you.
- Giving a special price, extending a credit limit, holding deliveries, or sending a collections message to a large account always needs a person to approve, and you can look back at what data the agent based its decision on.
FAQ for Wholesale & distribution
Customers order in their own words — “5 cases of the usual”. How would the system know?
In the first week we use each customer's real past orders to teach the system to match their words to your product codes and their ordering history. Anything it is unsure of is either queried back with the customer or sent to sales to confirm — it does not guess — and every order keeps the original message attached so you can check it.
We have several price grades and they change often. How is the price table maintained?
The price table stays in your existing sales system or sheet, and the agents read it from there every time — no separate copy is kept. When you update a price the system uses the new one immediately, and any order priced differently from the table always goes to sales to confirm.
We are worried automated chasing will upset our regular customers.
Automatic reminders go only to the customers and the stages the company sets the rules for — for example a polite message 3 days before the due date with the amount and the invoice number. For large accounts, or debt that has run long overdue, the system tells the salesperson to make contact instead. From work already done, most customers find it easier, because they get a clear figure before they transfer.
We use off-the-shelf accounting software. Can it connect?
Accounting software with an API, or with file import and export, connects within the scope of the pack: the system creates the sales orders and invoices in the format your software accepts, and pulls the receivable balances back to drive the reminders. If your software can do neither, we put options in front of you on the free 30-minute call.
Over these 2–3 weeks, what does our team have to do?
One salesperson, one admin or accountant, and a little of the owner's time — about 2–3 hours a week in total — to hand over the price table and sample orders, say which cases need a human look, and review the results during the parallel run. The keelz team does the rest.
Cases from similar businesses
A quote out of a chat message, done in 10 minutes
10 minutes Time per quote
See this case Factory & manufacturing · Mid-sized · 120 peoplePurchase orders from email and LINE, into the ERP automatically
-25 hrs/week Data-entry hours
See this case Logistics & COD · SME · 40 peopleStatus updates, COD reconciliation and collections, on their own
-30% Overdue balances
See this casePacks for other businesses
Send us 5 sample orders from LINE and let's talk for 30 minutes
We will look at how far your orders, price tables and accounting system fit this pack, what would need adjusting, and what numbers to expect in the first 30 days. Free, and no obligation.
Want to see it working first? Open the sample workspace for a business like yours — this exact team of agents is running in it. Sample data, no sign-up.