Every customer writes the order differently
One buyer uses your SKU. Another uses its own item code or orders by the case. Staff need to translate the request into the fields your system expects.
FOR DISTRIBUTORS AND WHOLESALERS
AI purchase-order intake into your ERP.
A customer sends a purchase order. Your team still has to match the account, find the right item codes, check pack sizes and retype the lines. While the order waits for entry, the next email lands in the same inbox.
We implement agentic solutions around your existing order-entry tools, from the incoming purchase order to a checked ERP draft and approved next step. Built with security in mind, with controlled access and human approval.
A conversation with Yuval about where work gets stuck and what to fix first.
WHO THIS IS FOR
For the team between the customer’s PO and the warehouse.
Your firm
You run a US specialty distributor or wholesaler with repeat B2B customers and a working ERP.
Your role
You are the owner, operations leader or order-desk manager responsible for getting accurate orders ready for fulfilment.
Sound familiar?
Your team still handles a repeatable gap between incoming customer orders and the ERP, after the native import or EDI tools have done what they can.
THE PROBLEM YOU KNOW TOO WELL
The customer has placed the order. Your team still has to build it.
A purchase order is only useful when its details match the way your business sells, ships and records products. That translation work is where routine orders can slow down.
A routine order still needs another round of typing
Details are copied from an email, PDF or approved customer portal into the ERP. The work grows with the number of lines, even when the customer and products are familiar.
The exception hides inside the order
A changed delivery address, an unclear unit or a repeated PO number needs attention. Your team needs to see that issue before the order moves forward.
WHAT COULD CHANGE
Move the order forward with less preparation work.
Give your order desk a prepared draft and a clear list of decisions. Staff can spend their attention on the lines that need judgment while routine information is assembled from the source.
Create capacity at the order desk
Measure how much time staff spend preparing and correcting each order before and after the pilot. Use that result to decide which formats are worth adding.
Find the issue before fulfilment
Make changed addresses, unclear units, missing item matches and possible duplicates visible during review, with the original request beside them.
See where each order is waiting
Keep received, awaiting-review, exception and ERP-recorded states visible to the team. A failed import should have an owner and a next action.
AGENTS AT WORK
Less chasing.
More work moving.
We implement the agents, connect your tools and shape the work around your team.
One approved route from the incoming order
Connect the agreed inbox, file source or supported B2B feed. Keep the original purchase order linked to the work so staff can check what the customer actually requested.
Sales-order drafts matched to your rules
Prepare the customer, ship-to location, item, quantity, unit, price and currency using your approved records and mappings. Flag missing matches and conflicting terms rather than inventing a value.
A review screen for the decisions that matter
Show the source beside the proposed fields. Highlight possible duplicates, item or pack-size ambiguity and pricing exceptions. An authorised team member approves the order draft or returns it for clarification.
A visible result in the ERP
Use the supported API or approved import route to create the agreed draft or approved order. Record the outcome, preserve its source and show failures or retries clearly so the same order is not silently created twice.
IMPLEMENTED FOR YOU
We handle the build.
Your team keeps moving.
An agentic solution built around your business: AI agents that carry out the connected steps, with your team in control of key decisions.
- 01
Show us where it gets stuck.
Walk us through one recurring bottleneck. We map the work, the people and the tools, then agree on a useful first implementation.
- 02
We build and connect it.
We configure the agents around your process and connect the CRM, files and communication tools the work depends on.
- 03
Test it together. Put it to work.
We test real examples with your team, refine the handoffs and train the people who will use it before rollout.
YOUR CRM. YOUR TOOLS.
Built around the systems you already use.
Your ERP remains the order system of record. We review its existing import, document-capture and EDI functions first, then connect the sources or checks that still require manual work.
Outlook
Gmail
Google Drive
Examples of tools we can connect. We confirm your software, access and required actions during mapping. Using something else? Tell us your setup.
A FOCUSED FIRST STEP
Start with one customer format and a real sample of orders.
Choose a recurring order type that still needs manual handling. We review the native ERP options, map the remaining gap and agree what an acceptable draft looks like. Test ordinary orders, changes, duplicates and missing information before enabling live writes.
Talk about your order intakeProve one complete order flow before expanding.
Start in draft or simulation mode. Compare staff handling time, corrections and exceptions on real examples, then enable the agreed ERP writes once the acceptance checks pass.
What we test before expanding
- Staff handling time per order
- Time from receipt to an approved order draft
- Fields corrected during review
- Exceptions and duplicate orders requiring attention
YOUR IMPLEMENTATION PARTNER
Work with FutureProof.
I’m Yuval Keshtcher, founder of FutureProof Agents. We connect process mapping, AI development and your existing tools in one scoped project, from the first workflow conversation through testing and handover.
Meet FutureProof AgentsBEFORE WE START
Good questions.
Clear answers.
Who is this for?
Distributors and wholesalers with recurring B2B orders, an order desk and a specific manual gap between customer requests and their ERP. We confirm the order volume and handling process before recommending a build.
What if our ERP already imports purchase orders?
We check that first. Native document capture, EDI or order-import features may cover the need. We implement only an agreed remaining gap, such as customer-specific item mapping, an unsupported source or exception handling.
Will you replace our ERP?
The starting point is your existing ERP and approved records. We map the supported integration or import route, implement the agreed workflow and train the people who operate it.
Can the agent approve prices or substitute products?
It prepares fields using your approved rules and data. Unclear prices, product substitutions, unit conversions and other consequential changes go to the named reviewer under the approval policy you agree.
How quickly can we process an order?
We measure that on your sample orders. Order formats, data quality, review rules and ERP access determine the result. We agree the rollout and acceptance checks after mapping; there is no blanket speed or accuracy guarantee.
LET’S LOOK AT YOUR BOTTLENECK
Which orders still need your team to retype them?
Walk through one recurring order type with Yuval: where it arrives, what staff change and how it reaches the ERP. We’ll identify the smallest useful implementation. Please keep customer order details out of the enquiry form.
- Tell us what gets stuck and which tools you use.
- We review the details before speaking with you.
- You can choose a call time after submitting.
A brief description is enough. Please keep confidential client records and passwords out of the form.
YOUR INQUIRY IS IN
Let’s talk about your first implementation.
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