Wholesale & Distribution
Orders arrive on WhatsApp. Invoices need to hit Xero. Stock moves between cash-and-carry, retail, and warehouse. Pickers need to know what to pull. We connect the messy reality of UK wholesale into one workflow your team actually uses.
The challenge
WhatsApp from the regulars. Email from corporate accounts. Phone from the cash-and-carry. Walk-ins from retail. The order book is wherever the order came in, and the back office spends the morning consolidating into something invoiceable.
The cash-and-carry knows what's on its floor. Retail knows what's on its shelves. The warehouse knows what's coming in. Nobody knows the same thing at the same time. Sales promise stock the warehouse already moved.
Orders are typed twice, once into the order system, once into Xero. Errors creep in, AR slips, supplier payments lag. The finance lead spends Friday afternoon reconciling instead of running the numbers.
Wholesale needs trade pricing, credit terms, picking, delivery scheduling. Retail needs walk-in EPOS, instant payment, returns. Bolting one onto the other means both run half-broken.
What we build
AI watches the WhatsApp Business number and the orders inbox. Parses product names, quantities, customer details from natural language. Validates against your product catalogue, flags anything unclear, drops a structured order into the system in under a minute. Customer gets a confirmation via the channel they used.
Confirmed orders push straight into Xero with the right line items, VAT codes, customer record, and trade pricing applied. Invoices generated and queued for review before send. No double-entry, no Friday-afternoon catch-up.
New order pings the right warehouse or shop-floor staff with a structured picking ticket. Locations included. Substitutions flagged. Picker confirms via app or SMS when done; system marks ready for dispatch.
Outbound deliveries scheduled, customer notified of slot, driver gets the round in optimised order. Customer receives tracking + ETA via their preferred channel. Late or missed deliveries flag automatically.
Incoming supplier invoices extracted, line-items matched against your PO, posted into Xero. Discrepancies flagged for human review. Duplicate-payment prevention built in. Three-way match before anything is paid.
Bank feeds reconciled, transactions categorised, supplier and customer ledgers kept current. Anomalies (duplicate charges, unusual amounts, policy exceptions) surfaced for review, not buried.
Real-time stock visibility across cash-and-carry, retail outlets, and warehouse. Inter-location transfers triggered automatically by demand patterns. Demand-driven reorder points, not calendar-driven. Slow-mover flags surface before write-offs are needed.
One system, two flows. Wholesale customers get trade pricing, credit terms, picking + delivery scheduling. Retail customers get walk-in EPOS, instant payment, returns. Reporting separates the channels but the back office runs once.
Live dashboard pulling from Xero, the order system, inventory, and supplier feeds. Margin per SKU, per location, per channel, per customer. Trends, anomalies, slow movers, profitability flags. Plain-English narrative on what changed and why.
Productised offerings · Wholesale & Distribution
Each one is a productised offering with a fixed price, fast deployment, and a dedicated page. Click any card to see scope, integrations, and pricing.
Quick Wins · 4 for Wholesale & Distribution
See all filtered for Wholesale & Distribution →24/7 phone support that sounds human.
Inbound and outbound voice that books, qualifies, and escalates.
See productSupport that never sleeps.
Omnichannel chatbot across web, WhatsApp, social.
See productWin back the basket they almost abandoned.
Multi-step recovery sequences timed, personalised, and channel-appropriate.
See productStop talking to everyone the same way.
Behavioural segmentation fed into email + ads + CRM.
See productShadow Ops · 7 for Wholesale & Distribution
Show all 7 HideQuiet, ongoing back-office automation that runs while your team works. Click to browse the full set →
Accounts payable on autopilot.
AI extracts and posts invoices straight into your accounting platform.
See productShared-inbox triage on autopilot.
AI sorts, routes, and drafts replies for shared inboxes.
See productHR admin on autopilot.
Leave, onboarding, HR FAQ, compliance reminders.
See productManagement reports on autopilot.
Data pulled, analysis written, charts generated. In plain English.
See productDocument generation on autopilot.
Proposals, contracts, policies, letters — all from a short brief.
See productProcurement without the email chain.
POs extracted, matched, approved, posted to your ERP automatically.
See productReal-time stock, real-time decisions.
Continuous stock monitoring, reorder triggers, slow-mover flags.
See productSeven questions. Five minutes. A costed roadmap in your inbox. No call required.
Your experience helps other businesses make the right decision.
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