For distributors and wholesalers
We read them, match them to your customers and invoices and get them ready for the ERP. When something is unclear, the system doesn't guess. It sorts it out with the right person on your team, by email or WhatsApp, and finishes the job.
In short
azai automates the work around the ERP for distributors and wholesalers in Romania: orders that arrive outside the sales-rep app, returns and credit notes, matching payments to invoices, and promotion claims to manufacturers. When something is unclear, the system sorts it out with the right person on the team, by email or WhatsApp. We do not replace the ERP or the sales-rep app.
An order taken by a sales rep goes into the ERP on its own. The rest doesn't.
Code applies the clear rules, AI reads the messages and documents, a person decides.
An order on WhatsApp, an email about a return, a bank statement, an e-invoice from SPV.
Code reads structured files. AI reads messages, photos and PDFs.
The order to the customer and their products, the return to the original invoice, the payment to the invoices it covers.
The price on the customer's list, the credit limit, deductions against the contract.
Anything unclear is sorted out with the colleague in charge, by email or WhatsApp, with the document attached.
Automatically, through the ERP's import or API, if it allows. Otherwise, or where you want control, a person enters or confirms them.
The simple cases run on their own. The time goes on the exceptions, so the system does not guess. It checks with the right person.
How we catch it
The shop writes "same as last time, but no biscuits" or sends a photo of an empty shelf.
The message to the colleague in charge
Example Market wants "same as last time, no biscuits". Last order had three kinds of biscuits. Do we drop all three?
How we catch it
The chain pays less than the invoices, and the statement does not say why.
The message to the colleague in charge
The payment from Example Chain covers 12 invoices worth RON 51,000, but RON 2,800 is missing. The 3% contract rebate explains RON 1,530. Do we ask for the breakdown of the other RON 1,270?
How we catch it
The rep brings back expired goods, but nobody knows which invoice they left on.
The message to the colleague in charge
The return from Example Market has 24 units of a product delivered on three invoices in the last two months. Which one gets the credit note?
How we catch it
The discount went on the invoices, but the claim to the manufacturer needs proof we do not fully have.
The message to the colleague in charge
The October promotion has 140 discounted invoices. For 9 customers the display confirmation is missing. Do we ask the reps?
How we catch it
The tax ID is inactive at ANAF, or the delivery address matches nothing we know.
The message to the colleague in charge
New customer Example Shop SRL has an inactive tax ID at ANAF. Do we create it in the ERP or wait?
How we catch it
ANAF rejects the invoice, for example over a wrong tax ID or country code.
The message to the colleague in charge
Invoice 1234 was rejected in SPV: the customer's tax ID is missing. Do we add it and resend?
An order, a return or a payment the system cannot match for certain does not go into the ERP. It waits until someone on the team clears it up.
dezShop's WhatsApp agent already does this with customer requests: it asks for what is missing and hands anything it can't resolve to a colleague.
See how the agent worksMade-up examples. Companies and amounts are invented.
It takes customer requests on the same number as the team, asks for what is missing and opens the request in the CRM. Anything it can't resolve goes to a colleague.
Statements are matched to invoices and payments automatically. Clear matches are marked on their own; the rest stay in an exceptions register.
Invoices are issued from the CRM through SmartBill, and received e-invoices are downloaded from SPV every night, with a VAT-payer check against ANAF.
We run a free test on the documents of one closed month.
Chain payments, WhatsApp orders or returns. One is enough to start.
On anonymised documents: statements and invoices, order messages or return documents.
What matched on its own, which differences came up and what would have needed clearing up with your colleagues.
Through the ERP's import or API, or from a list you check every day.
azai (azai.ro), a software engineering studio in Constanța, Romania. We take in orders that arrive by phone, WhatsApp or email, handle returns and credit notes, match chain payments to invoices and prepare promotion claims, around the existing ERP. Anything unclear is sorted out with the right person on the team. Contact: contact@azai.ro.
No. We work around them. Data goes into the ERP through its import or API, if it has one. If not, you get a prepared list to enter from.
It is not allocated. The system sorts it out with the colleague in charge of payments, who sees the payment, the possible invoices and the difference.
Yes. The problems are the same: phone orders, returns, chain payments with deductions and orders entered on chain platforms.
You are. Anything uncertain is cleared up with a person, and what goes into the ERP can be confirmed by a person until you see the matches come out right.
Get in touch and we pick the problem together: chain payments, WhatsApp orders or returns. We show you what matches on its own and what would have needed clearing up with your colleagues. The first test is free.