“Nothing becomes a confirmed order until someone on your team confirms it. The AI does not confirm, cancel, change a price or message a customer on its own. That is a rule written into the product, not a setting somebody can switch off.”
6 things.
And what each one is for.
One list, from every channel
Orders from WhatsApp and from purchase orders sit in the same list with the same statuses: needs review, needs clarification, confirmed, in progress, fulfilled and cancelled. Nobody has to check three places to know what is waiting.
Benefit What is waiting, and for whom, is visible at a glance.
Covers: One list · fixed statuses · filters by customer and status
Source and draft side by side
The draft sits next to the message or file it came from. Every missing or unmatched field is named, and an incomplete draft cannot be confirmed until it is fixed.
Benefit Checking an order is reading, not detective work.
Covers: Side by side · missing fields named · incomplete drafts blocked
Ask the customer, keep the thread
When something is unclear, send the customer a question. The order waits as needs clarification, and a reply that arrives within seven days is linked to it, so the question and the answer stay together.
Benefit The answer is attached to the order, not buried in a chat.
Covers: Clarification · seven day reply window · reply linked to the order
Confirm, amend or cancel, on the record
Confirming records who confirmed it and when, and freezes the lines and prices at that moment. Changing a confirmed order creates a new version that goes back for review, so the original is never overwritten. A fulfilled order cannot be cancelled.
Benefit When a customer disputes an order, you can show exactly what was agreed.
Covers: Who and when · frozen versions · reason on cancellation
A price change needs a second person
Anyone can ask for a price override on a line, with a reason. Somebody else, with permission to approve prices, has to approve it. The person who asked can never approve their own request, even an owner.
Benefit A discount is a decision two people made, not a slip.
Covers: Request · reason · different approver · recorded
Every conversation, linked to its order
From an order you can open the message or file it came from, in the full conversation. From a conversation you can open each order it produced. Conversations with no order in them are kept too.
Benefit When the customer says "that is not what I asked for", the answer is one click away.
Covers: Order to message · message to order · full conversation history
Four steps, in this order, every time.
- 01
Review
Read the draft beside the original and fix what is off.
- 02
Clarify
Ask the customer when something is unclear.
- 03
Confirm
A person confirms, and the order is frozen as agreed.
- 04
Process
Move it to in progress and fulfilled as the work happens.
Thirty minutes, and you leave with three answers.
Whether a pilot fits the way your orders arrive, what we would set up, and what it would cost. Written down, so you can put it in front of a partner or a board.
Bring three things
- A few real orders, as they arrive today.
- Your product and price list, in whatever form it is in.
- Who takes and confirms orders now.
Leave with three answers
- Whether the pilot fits.
- What we would set up, and how.
- What it would cost, written down.