Typewise for B2B order processing

AI for B2B order processing: turn requests into controlled orders

A candidate design that reads the request, validates it against your rules, and hands a structured, checked order to the person who releases it.

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B2B orders arrive as emails, spreadsheets, PDFs and photographed confirmations, from customers who each have their own product codes, assortment and lead times. The work is not writing a reply; it is turning the request into a correct order without bypassing the rules that keep orders correct. That makes it a workflow, not an industry: manufacturers, wholesalers and distributors share it.

The design below separates three steps that are easily blurred: extraction (what did the customer ask for), validation (does it comply with their entitlements and your rules) and release (who commits it to the ERP). AI is a candidate for the first, systems do the second, and a person owns the third until the evidence says otherwise. Typewise agents read and write in connected CRM, ERP and ITSM systems, sensitive actions wait for approval, hand-offs carry the full context, and every action is logged. Whether any workflow below can run end to end in your organisation depends on what your systems expose and on the data behind them, so each is presented as a candidate design to evaluate, with what it needs, not as a promised capability.

Candidate workflows to evaluate

The three steps to evaluate, and their boundaries

Extraction

Candidate design

Read the request in whatever form it arrives, map the customer’s codes to your SKUs using the customer-specific mapping, and collect missing attributes conversationally instead of by email round trips.

What it needs from your systems

The customer-to-SKU mapping in a source the AI can read, with an owner (it often lives outside the ERP today); extraction accuracy measured on your real documents and formats, including scanned or photographed ones, before any output is trusted.

What stays with people

The mapping is the authority; until it has a home and an owner, extraction is not trusted.

Validation

Candidate design

Check the extracted order against deterministic rules: assortment entitlement, minimum quantities, lead-time-based delivery dates, stock and allocation.

What it needs from your systems

The rules in a system that can be queried; where a validated spreadsheet already enforces them, it is kept as the rule engine.

What stays with people

Rules stay rules. A spreadsheet or ERP check that already works is kept, not replaced by a language model; stock in the ERP is not permission to promise a date.

Release

Candidate design

Prepare the order in the format your ERP already imports and present it to the responsible person with the checks and exceptions visible.

What it needs from your systems

An existing import path (file or API) into the ERP that a person can release, confirmed for your ERP and version; direct database writes are avoided.

What stays with people

A person releases until the measured error rate justifies more.

Quote completion

Candidate design

For configurable products, guide the customer through the attributes a quote needs so the person pricing it does not re-key or chase.

What it needs from your systems

The attribute set and its dependencies in a structured form; a destination the pricing person works in.

What stays with people

Pricing and the commercial decision stay with people; the design guides choices, it does not expose the whole attribute table.

Document copies and status

Candidate design

Answer invoice, delivery-note and shipment-status requests from verified trade customers using linked documents and tracking numbers.

What it needs from your systems

Documents and tracking numbers linked to the order record; a verification of the requester against the customer record, not the sender address alone.

What stays with people

Sender identity is verified against the customer record, not inherited from an email address alone.

Operating boundaries

What your order team keeps

  • Identity is verified by your systems, not asserted in the conversation: account data and account changes require an authenticated customer.
  • Every action the AI may take is granted per action as read, recommend, draft or execute, and enforced where the action happens, not only in the instructions.
  • Sensitive actions wait for a named approver; hand-offs carry the full context to a person who owns the next step, including outside service hours.
  • Every step is logged, so your team can audit what was looked up, what was proposed and what was done.
  • Deterministic business rules stay in the system of record; the AI never overrides a validation result.
  • Sensitive business data has its own confidentiality obligations beyond personal data; what may be processed where is agreed before the pilot.
How it is enforced

Permissions, approvals and an audit trail.

Agents read and write only in the systems and scopes you connect. Sensitive actions wait for approval, hand-offs carry the full context, and every action is logged. Hosting, access control and certifications are described on the security page.

Security and compliance →See how it works →
Rollout considerations

What a rollout has to take into account.

  1. Step 1

    Fix the document that feeds the ERP

    Where customer-specific order forms are maintained by hand and go stale, correcting that document and its update cadence removes errors before any integration is attempted.

  2. Step 2

    Keep the spreadsheet where it is better

    For hundred-line orders, a validated template may remain the best interface. AI then handles extraction and validation around it rather than replacing it with chat.

  3. Step 3

    Test freshness against the real question

    An order may be followed by a question ten minutes later; a daily export may serve invoice questions and fail that one. Set the refresh requirement per request type.

  4. Step 4

    Validate assumptions with the people placing orders

    Time per order type and seasonal peaks come from the operators, not from a guess; the first business case should be checked with them.

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Good questions. Straight answers.

In the candidate design it prepares the order in the format your ERP already imports, with validation results visible, and a person releases it. The import path and the extraction accuracy are confirmed for your ERP and your documents during evaluation. Deterministic checks such as quantities, assortment and lead times stay in your systems.

Not if it works. A validated template may be the best interface for long orders. The design reads what arrives, maps codes, and validates; the template stays.

In many organisations from a local file the service team maintains rather than from the ERP. That mapping needs a home the AI can read and a named owner; it is the first readiness item to check in an order-processing evaluation.

Evaluate it on your own order requests.

Book a demo and we’ll walk through extraction, validation and release against your ERP, your customers’ formats and your documents.

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