Suppliers and distributors: stop retyping every order.
Orders come in by email, PDF, phone and web form, and someone keys each one into your system by hand. I build AI tools that enter the orders, draft the quotes and draft replies to the “where’s my order” emails. Your team approves everything.
30 minutes on a video call. There’s nothing to pay or sign.
Where the week goes at a supplier
In a supply or distribution business with 5 to 25 people, the office work runs the same loop every day.
- A customer emails a purchase order as a PDF. Someone opens it, reads the part numbers and types every line into your order system.
- A builder asks for a price on 30 items. Someone pulls up the price list, checks the account terms and rebuilds the quote in a spreadsheet.
- “Is it in stock?” and “When will it ship?” arrive all day. Each answer means looking in two places and writing back.
- Quotes go out and nobody follows up, because the person who sent them is busy entering the next batch of orders.
None of it is hard. It just never stops, and it lands on the owner and the one or two people who should be selling.
What I’d take off the desk first
- Orders from email, PDFs and web forms go straight into your system, once your team has checked them
- Quotes priced from your own price list, ready for someone to check and send
- Stock and delivery questions get a reply drafted from the records your team shares, sent once your team has checked it
- Quotes that go quiet get flagged with a follow-up ready to send
Which ones come first depends on where your hours go. I work that out with you on the free call.
For example: a normal Tuesday, before and after
A made-up day to show the idea. Your week will look different, and I map the real one with you on the call.
Before
- Six purchase orders sit in the inbox as PDFs. Your office manager types them in, line by line, until mid-morning.
- A builder wants a price on a materials list. The quote gets rebuilt from the price list and goes out after lunch.
- Three customers ask where their order is. Each one means a call to the warehouse.
- Nobody has chased last week’s quotes. They wait until Friday, or get forgotten.
After
- The six orders are already drafted in your system. Your office manager checks them and approves.
- The builder’s quote is drafted from your price list. Someone checks the numbers and sends it.
- The three order questions have replies drafted from the records your team shares, waiting for a yes.
- Quotes with no answer show up on the dashboard with a follow-up ready.
How the InboundOS Install works for a supplier
A four-week build, done with you. Your business keeps running the old way while I set it up. More about me.
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Week 1
A dashboard built for your business
It starts with a free 30-minute call where you walk me through how an order moves from your inbox to the loading dock. In week 1 I build your custom dashboard. It's the one screen where your team sees the work coming in and approves what the system drafts.
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Weeks 2 to 4
Six automations, two a week
Each week I add two automations, six in total, aimed at the jobs that eat the most hours. They run on your own accounts and connect to the software you already use. Your old way of working keeps running until you've checked everything.
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After
Your team owns it
Your team gets a walkthrough video for each tool. You own all of it, and it keeps running if you ever stop working with me. You can keep me on month to month to watch the system and change it as you grow. Cancel anytime.
Questions supplier owners ask
Do we have to change our order system?
No. I connect to the software you already use. If you want to switch to something new, I’ll help you move over, and your old setup keeps running until you’ve checked everything.
Will orders go into our system without anyone checking?
Not unless you choose that. Each order is drafted for your team to check first. You decide if any kind of order can go through on its own.
What happens to the person who enters our orders now?
They stay. They stop retyping and chasing, so the same team can handle more orders.
More answers on the main FAQ.
See where your team’s hours go.
Book a free 30-minute call. I’ll go through your quotes, orders, follow-ups and reports and show you which parts a machine can handle.
Pick a time that suits you. Times show in your own time zone.