An AI back office for technical distributors

Independent distributors lose hours to the same loop: a customer sends a list in whatever form suits them, someone retypes it, checks what is in stock, chases two or three suppliers for the rest, and rebuilds a quote in a spreadsheet. The back office runs that loop as a pipeline and asks a person to approve each step.

Intake

E-mail, PDF, spreadsheet, chat or a photo becomes one structured record. Untrusted text stays data; it is never treated as instructions.

Extraction

One line per requested item with quantity, unit, part number and an evidence span from the source. Ungrounded fields are dropped and counted.

Catalog match

Rules match first. The model only re-ranks what rules could not place, and abstains below the threshold you set. Every match carries its rule and confidence.

Sourcing

Off-catalog lines go to your own suppliers. Replies come back through the same intake and become offers with landed cost and margin.

Quote draft

Approved lines and terms become a quotation in your format, ready to send.

Review gate

Nothing is written until a person approves, corrects or rejects the proposal.

A back office is only useful if it does not cost you the relationship. Three rules hold, and they are enforced in the database, not just promised here: your customers and their requests are visible to your tenant alone; your costs, quotes and prices are never visible to another tenant or reused without consent; and no model can send, price or write a business record.

Every model call is on the ledger with prompt hash, model, tokens, cost, confidence and injection flags, per tenant and per call, so an AI back office stays something you can audit rather than something you trust.

You can give your own customers a buyer workspace with you as their supplier. Their lists, their reorder history and their documents live in your instance, and the platform never suggests an alternative supplier to them — the only way a line reaches anyone else is if that buyer explicitly opens it, one line at a time, and approves who is asked.

Nor do agents haggle with each other. A buyer can instruct one structured request for better terms on a line; a person on your side approves the answer. There is no automated negotiation loop running against your margin.

Multi-brand, quote-first distributors of technical supplies: laboratory and scientific instruments and consumables, medical and diagnostics, chemicals and reagents, industrial MRO, safety and cleanroom. Typically five to fifty people, running on QuickBooks, spreadsheets and e-mail, quoting dozens of requests a week, with documents that matter — certificates of analysis by lot, calibration certificates by serial, safety data sheets.

Pilots are sales-assisted and start with your real requests: we import a month of quotes, run the pipeline beside your current process, and compare the drafts with what your team actually sent. North America and Southeast Asia first.