Solution · Business AI Transformation
Orders Into Your ERP, From WhatsApp and Email
DataWise designs order intake for Israeli distributors: a WhatsApp or email message becomes an order in Priority, checked against stock, lead time and price.
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How do you get customer orders from WhatsApp and email into your ERP without a person re-typing them? By reading the message the way your best order clerk does. “Send me 40 of the usual and 12 of the new one, by Thursday” is resolved against the catalogue and that customer’s history; stock and lead time are checked; the price is that customer’s price; and the order opens in Priority with a confirmation back in the same chat. DataWise designs this intake for Israeli distributors and manufacturers, with quote assembly as its companion for the orders that start as a question.
How it works
A customer writes on WhatsApp, and an order opens in Priority.
Four things happen in between.
Resolve. Each line of the message is matched to a catalogue item using your item master and this customer’s own history. “The usual” means what they ordered last time; a nickname means what it has always meant for them. Quantities, units and the requested date are read as written. Ambiguity is asked back in the chat, in one short question, never guessed.
Check. Stock on hand and lead time per item, this customer’s price list and terms, credit status, minimum quantities.
Open. An order that passes opens in the ERP through its own interface, under the right customer, with the right prices and the requested date. It looks exactly like an order a clerk opened, so picking, invoicing and reporting continue unchanged.
Confirm. A confirmation goes back in the same chat: items, quantities, prices, date. If something was out of stock or held, the message says so and offers the alternative your rules allow.
Where the line sits between “opens itself” and “a person looks first” is your decision: repeat orders in stock at list price can run alone; new items, unusual quantities or price questions wait for a person.
Email orders and purchase orders
Email orders follow the same path, including the ones that arrive as a PDF purchase order in the customer’s own format. The document is read, lines are resolved and checked, and the order opens with the PDF attached. Customers who send a spreadsheet every Monday are handled by the same step, with no template they have to fill.
Accounts that go quiet
Order intake sees the orders that arrive. The same stream shows the ones that stopped. A wholesale customer that ordered every three weeks has not ordered in seven; their pattern is compared with their own history, not a rule of thumb; and the rep gets one line: who, what they used to buy, how long it has been. For the full method, the signals in the order lines and how to work them as a weekly list, see wholesale accounts that are quietly reducing spend.
Where this leads next
Once orders arrive clean, the questions around them get easier. Which items to hold and how much, per SKU, becomes a forecasting question with real order lines behind it (dynamic safety stock per SKU). For professional-services firms the same intake pattern opens a client file from a first email, with the conflict check run and the engagement letter drafted.
What we’ve built
An order is only as clean as its lines: item code resolved against the item master, quantity in the unit the ERP prices by, the customer’s price list and credit terms applied, requested date against lead time. Intake that gets those four right opens an order a picker and an invoicer can use without asking. What we bring to it:
- B2B ordering system for an international company: built and in daily use. Orders used to cross Excel, email, WhatsApp and SAP. Now customers order on a site that feels like an online store, fully integrated with the company’s systems.
- WhatsApp operations agent, Hebrew voice and text: built (in-meeting knowledge agent). Order intake is designed on the same channel.
- Integrations against Priority, SAP, monday.com and Hashavshevet: scoped and built. The order is opened there.
- Item-level demand forecasting with dynamic safety stock into Priority: designed and specified as a cloud API for importers and distributors (dynamic safety stock per SKU), the step after clean order lines.
FAQ
Our customers write 'the usual' and product nicknames. Can it resolve those?
Yes, from that customer's own order history and your catalogue. 'The usual' means what this customer last ordered; a nickname is matched to the item it has always meant for them. When the match is not certain, the customer is asked in the same chat, not guessed.
Does it open orders without anyone looking?
Only within the rules you set. A repeat order from a known customer, in stock, at their price, can open itself. A new item, a quantity far from the usual, or a price question is held for a person. Where the line sits is your decision, and you can move it as trust grows.