Orders are scattered
WhatsApp messages, email threads, PDFs, spreadsheets, screenshots and salespeople all feed the same order process.
AI operations for distributors
From Purchase Order
From Purchase Order
to Sales Order.
Automatically.
Nantara reads customer orders from WhatsApp, email, PDF and Excel. The Order Agent checks SKUs, prices, stock and business rules, then prepares a clean sales order in your existing system. Your team steps in only when something needs a decision.
Built for high-volume B2B order desks. Works around your existing ERP and approval rules. WhatsApp is one input, not the whole solution.
The operational bottleneck
Your ERP is not the problem. The work before it is.
Orders arrive in different formats and channels. Someone still has to read them, check the details and type them into the system. That work slows down the order desk and makes mistakes easy to miss.
Checks depend on memory
Admins verify customers, SKUs, quantities, price lists, stock, credit status and approvals one order at a time.
The same data is typed again
A purchase order becomes another spreadsheet row, another ERP entry and another follow-up. Delays and duplicate work compound as volume grows.
The opportunity is not to replace your ERP. It is to remove the repetitive work between receiving a purchase order and creating a reliable sales order.
Nantara Order Agent
An order desk that does the first pass for your team.
The agent turns unstructured customer purchase orders into structured sales orders. It reads each line, matches your catalogue and customer terms, checks the rules you set, and prepares the transaction for your existing workflow.
The agent handles routine steps. Your team retains authority over exceptions and approvals.
Order workspaceILLUSTRATIVE WORKFLOW
PT Sinar Jaya · Purchase OrderEmail attachment · PDF · 18 line items
Toko Harapan · ReorderWhatsApp · awaiting review
CV Sentosa · New orderExcel · received today
PO → Sales order draft
Customer matchedReady
16 SKU lines validatedReady
1 price differs from agreed termsReview
1 item needs stock confirmationReview
ERP posting waits for approvalHeld
The team resolves 2 exceptions before the order is posted.
Illustrative example, not a customer result or live product screenshot.
How the order moves
One workflow, from incoming PO to approved sales order.
Each implementation is mapped to your order rules and systems. The core process stays simple to follow.
01Receive the orderFrom WhatsApp, email, PDF, Excel or another agreed channel.
02Read and structure itIdentify the customer, products, quantities and delivery details.
03Validate the detailsCheck SKUs, pricing, stock, credit and the rules your team uses.
04Flag exceptionsUnclear or conflicting details go to the right person.
05Get human approvalYour team decides where judgment or authorization is needed.
06Create the sales orderSend clean data to the agreed ERP or accounting workflow.
07Update the customerConfirm the next step when your process allows it.
Human control by design
Routine work moves. Exceptions stop for review.
Automation should not turn an unclear PO into a wrong order. Nantara separates work that can proceed from work that requires a decision, using the rules agreed for your operation.
AutoA clear order passes the required checks and follows the approved path.
ReviewA price mismatch, unclear SKU or stock issue goes to your team.
BlockA transaction cannot move forward until the required approval is recorded.
Rules, permissions and integration scope are defined during implementation.
What changes
Less retyping. More control over every order.
The value comes from removing repetitive steps while keeping the checks your business depends on. We establish the baseline and measure results with you during a pilot.
Before
The admin team carries every order
Staff read mixed-format POs, look up the right customer terms, reconcile mismatches, re-enter lines and chase approvals across chat and spreadsheets.
With Nantara
The team focuses on exceptions
The Order Agent prepares and checks the order. Clear cases move through the agreed process; uncertain cases are routed for a human decision.
Faster handling
Less time spent moving the same order between channels and systems.
Fewer avoidable errors
SKU, price and quantity checks happen before posting, with exceptions made visible.
Better visibility
See where orders are waiting and why, instead of searching across conversations.
A useful starting calculation: monthly orders × minutes of manual work avoided per order. A pilot tells us what that number actually is for your team.
Built around your stack
Keep the systems your business already uses.
Nantara sits between incoming purchase orders and the systems where sales orders are recorded. We map the available integrations, data fields and approval points during discovery. Scope depends on access and the capabilities of each system.
InputsWhatsApp, email, PDF, Excel, sales team submissions and other agreed sources.
ChecksCustomer master data, SKU catalogue, price lists, stock, credit status and approvals.
OutputsSales order draft or approved transaction in your ERP, accounting tool or existing workflow.
A practical scenario
A purchase order arrives with 18 line items.
The Order Agent matches the customer and checks each item against the agreed catalogue and rules. Sixteen lines are clear. One price differs from the agreed terms, and one item needs a stock check. Those two issues go to an admin. The sales order waits until they are resolved.
This is an illustrative workflow, not a claim about a deployed customer account.
Implementation
Start with one order workflow. Prove it. Then expand.
We begin with your actual POs, business rules and existing tools. Scope and timeline are agreed after discovery, not promised before we understand the process.
01
Map the workflow
Document channels, order variants, data fields, approval rules and current handoffs.
02
Pilot with real examples
Configure the agent, test known edge cases and review its decisions with your team.
03
Measure and expand
Track handling effort, exceptions and errors. Broaden the rollout only when the workflow is dependable.
Who this is for
Built for teams processing repeat B2B orders.
A strong fit
Distributors, wholesalers, importers and trading companies with recurring purchase orders, product catalogues, customer-specific terms and an admin team handling order entry.
Not every workflow needs an agent
If order volume is low, every order is entirely bespoke, or there is no consistent way to validate order details, we will say so during discovery.
Working together
A scoped pilot before a wider rollout.
There is no one-size-fits-all price because order formats, rules, system access and volumes differ. After discovery, you receive a written scope covering implementation, ongoing operation and any third-party usage costs.
01
Discovery
Review real purchase orders, current handling time, exceptions and integration constraints.
02
Pilot proposal
Agree on one workflow, success measures, responsibilities, access and a clear price before work begins.
03
Operate and improve
Review the results together and decide whether to expand to more channels, customers or processes.
Where this can go
Order processing is the starting point.
The same operational approach may later extend to receivables, purchasing, inventory or management reporting. These are areas to explore with customers, not promises that every capability is available today.
FAQ
Questions before we look at your workflow.
Is this a WhatsApp chatbot?
No. WhatsApp can be one source of purchase orders. The Order Agent is built around reading, validating and processing orders across the agreed channels and systems.
Does Nantara replace our ERP?
No. The aim is to reduce the manual work before a sales order reaches your existing ERP or accounting workflow. Integration scope depends on your system.
What happens when a price or SKU is wrong?
The agent flags the mismatch under the rules we agree with your team. A person reviews or approves the exception before the order proceeds.
Can it handle PDFs, spreadsheets and email?
Those are common starting formats. During discovery we review your real samples, file quality and channel access to define what the pilot can support.
Will it post orders without approval?
Only if your approved workflow allows that for a clearly defined case. You decide which actions run automatically and which require review.
How long does setup take?
It depends on the number of order formats, rules, integrations and approvals. We scope a pilot and timeline after reviewing your process.
What does pricing include?
Pricing is scoped to the implementation, ongoing operation and any third-party usage. We provide a written proposal after understanding the workflow and integration requirements.
How do we know it is working?
We agree on a baseline and review measures such as handling time, manual touches, exceptions and avoidable order errors during the pilot.
What about data access and security?
We define access, permissions, data handling and the systems involved for each implementation. Ask us to review your requirements before any integration is connected.
Start with your process
Find the workflow your team should stop doing manually.
Tell us how orders arrive, where they are entered and what slows the team down. We will discuss whether an Order Agent is the right fit.
A better order desk starts here
Let us look at one real purchase order together.
We will show where work can be automated, where your team should stay in control and what a sensible first pilot would cover.