A WhatsApp order system for a dry-goods distributor.
How a dry-goods distributor in the Klang Valley stopped typing orders at night, and started catching wrong prices and credit problems before the lorry left.
Inbox
Needs review3Ready21All today24
#2091Kedai Runcit Ah SengOver limitRM 2,3357:02#2094Restoran SeleraCheck quantityRM 9487:10#2088Restoran Hakka KitchenPrice list BRM 3626:41
#2089Tan Hardware & ProvisionPrice list ARM 3,8606:45#2090Kafe Sri MawarPrice list BRM 9206:52#2093Warung Pak DinPrice list CRM 4157:08#2095Restoran BistariPrice list BRM 7647:16#2097Syarikat Lim BrosPrice list ARM 2,2047:21Kedai Runcit Ah Seng
- Price list
- B · applied
- Sales
- KMKamarul
- Delivery
- Fri 9 Oct · Route 3
WhatsApp · 6:58 amBoss, tomorrow send 20 ctn cooking oil 5L and 15 bags rice 10kg. Thanks!Approve this order?
#2091 · Kedai Runcit Ah Seng
On screen: WhatsApp messages become checked draft orders.A real project. The business isn’t named, and names and figures on the screens are changed.
- Business
- Dry-goods distributor, Klang Valley
- Team
- About 20 staff: 5 sales, 5 lorries
- Customers
- About 500 restaurants and mini markets
- First version
- 4–5 weeks
- Project size
- Business system, from RM 15k
How orders worked before.
Five sales phones, one office phone, and an admin typing orders into AutoCount until 11 pm.
Orders arrived on five sales phones and the office phone. Admin typed every one into AutoCount at night.
Every customer had their own prices. A wrong price was found only when the customer complained.
“The usual” meant scrolling back through old orders, one customer at a time.
Three screens between the message and AutoCount.
Customers kept ordering on WhatsApp, exactly as before. Everything between their message and AutoCount changed.
Every WhatsApp message becomes a draft order.
AI matches the customer, products and price list, checks past orders for “the usual”, and asks admin only when unsure.
Draft order #2094
Restoran Selera- Delivery
- Sat 10 Oct · from “for Saturday”
- Owes
- RM 2,940 · limit RM 10,000
Over the limit? The owner approves on the phone.
Orders are checked against credit limits and overdue invoices, and each decision is kept with who made it and why.
Credit checks · Thu 8 Oct
Today24This weekNothing is typed twice.
Checked orders go into AutoCount before the warehouse starts, and each delivered invoice is sent to MyInvois.
AutoCount and MyInvois
TodayProblems0Each part is a feature with its own fixed price, agreed before we start. See how this project was priced or get a fixed quote for yours →
Four roles, one order list.
Admin, sales, accounts and the owner, each on the step that’s theirs. Part of our AI agents work →
- SWAdmin · Shazwani
Checks only the orders that need it, first thing in the morning.
- Sales team
See their customers’ orders arrive, with the right prices, without retyping them.
- JNAccounts · Jenny
Checks sales orders and e-invoices in AutoCount, without retyping them.
- HSOwner · Hock Seng
Approves orders over the limit on the phone, wherever he is.
- No more typing orders at night.
- No more wrong prices reaching customers.
- Every over-limit order is approved or held by the owner, with a reason.
Orders first, then credit and e-invoices.
In two phases, so admin stopped typing orders within weeks.
Orders in, without typing
Credit, approvals and e-invoices
Want a system like this for your business?
Questions about this system.
What did this project cost?
Business system, from RM 15k. Every feature had a fixed price, agreed before work started, and the first 3 months of hosting and care were included. AI usage is paid separately: you top up your own usage account.
Did customers have to change how they order?
No. They kept sending WhatsApp messages exactly as before. Everything after the message changed.
What happens when AI can’t read a message?
The order is flagged for admin to check. The system never guesses a product or a quantity.
Does it replace AutoCount?
No. AutoCount stays. Sales orders and invoices go into it automatically, so the accounts team stops retyping.
Who owns the system?
You do. You get the source code, your data, the documentation and admin access.
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