About the company

Our Client is a multi‑supplier manufacturing and distribution business known for fast‑moving operations and tight working‑capital cycles. The team partners with a broad vendor network and runs make‑to‑order as well as replenishment workflows. To maintain margin and delivery reliability, Our Client prioritizes accurate P2P visibility, on‑time supplier coordination, and lightweight tools that field teams and vendors can actually use.

The problem

The Operations and MIS manager carried a heavy manual workload across the procure‑to‑pay (P2P) cycle:

• Raising purchase orders (POs), tracking supplier confirmations, and recording ETDs/ETAs.

• Monitoring dispatches and deliveries and following up for proof of shipment.

• Updating Excel trackers for quantities, GRNs, and invoice status.

There was no centralized, real‑time system for status tracking or analytics, leading to avoidable delays, missed reminders, and error‑prone reconciliation.

The solution

We built an AI agent that bridges WhatsApp and ERPNext so suppliers and the internal team can update the P2P record directly in chat, while the system maintains the source‑of‑truth in ERPNext.

What the agent enables

• Vendor self‑service over WhatsApp: Confirm POs, share dispatch dates, upload AWB numbers, and mark deliveries.

• Two‑way ERPNext updates: Structured messages map to specific DocTypes/fields (e.g., Purchase Order, Purchase Receipt, Delivery Note, Invoice).

• Smart reminders: A reminder algorithm nudges stakeholders at each stage (confirmation due, dispatch due, GRN pending, invoice pending) with SLA‑aware timing.

• Status snapshots: Instant summaries of PO lines, quantities due, and exceptions for the Ops/MIS team.

How it fits the stack

• Secure webhook integration with ERPNext for create/update events.

• Message templates with validation to prevent bad writes and ensure data completeness.

• Audit logs for every chat‑driven change with user, timestamp, and before/after values.

Success metrics

• 30% reduction in P2P cycle time driven by timely, automated reminders and in‑chat updates.

• Lighter MIS workload with fewer manual Excel updates and faster reconciliations.

• Higher data accuracy due to structured inputs and field validations at source.

Business impact: Faster throughput from PO to payment, improved supplier accountability, and clearer working‑capital visibility.