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Wholesale and purchasing automation
Wholesale company automation: orders, purchasing and prices without manual spreadsheets
The digital administrator takes customer orders, sends requests to suppliers, collects replies into a summary table and prepares reports for management.
- 46 suppliers contacted in one day in our project
- Summary table of prices with delivery instead of dozens of emails
- Report to management every evening
What the digital administrator takes over in a wholesale company
In a wholesale company, managers spend most of the day on repetitive correspondence: take an order, check stock, request prices from suppliers, copy replies into a spreadsheet. Copying mistakes cost money.
The digital administrator takes over this routine, and managers focus on negotiations and key clients. Purchasing and discount decisions stay with your staff.
Order intake
Parses the customer's order, checks items and stock, clarifies what is missing and passes the order on for processing.
Supplier requests
Finds suppliers and sends each a separate request, including in English and Chinese.
Summary price table
Collects prices, lead times and delivery terms from the replies into one table for comparison.
Price list updates
Brings price lists from different suppliers to one format and spots price changes.
Stock and lead time answers
Answers about stock and delivery times, passes complex questions to a manager.
Reports to management
Orders, purchases, price deviations. On the phone or in the dashboard.
What it looks like in practice
An example of a real conversation and what the owner sees.
Purchasing from suppliers
You write what you need to buy. The system finds suppliers, corresponds with them in their language and brings back a ready summary.
- 09:00Finds suppliers
On Alibaba, 1688, Made-in-China and in your contact base. Filters out those with less than 3 years on the market or bad reviews.
- 09:12Sends requests
A separate email or message to each, in English or Chinese: items, quantity, delivery to your city.
- 11:47Handles correspondence
Translates replies, accepts price lists in Excel and PDF, clarifies minimum order, lead times and payment.
- 12:31Compares
Unit price with delivery to your warehouse, lead time and payment terms in one table.
- 12:32Reports to the buyer
Sends the best offer and a summary to your messenger. You make the purchase decision.
| Supplier | Price, $ | Delivery to Vladivostok | Lead time | Payment | Total for 40 pcs. |
|---|---|---|---|---|---|
| Qingzhou Auto Parts best | 18,50 | $140 | 12-15 days | 30 % prepayment | $880 |
| Shiyan Truck Parts | 19,90 | $95 | 10-12 days | 50 % prepayment | $891 |
| Jinan Heavy Parts | 17,20 | $210 | 20-25 days | 100 % prepayment | $898 |
| Hebei Brake Co. | 16,80 | $120 | 15 days | 30 % prepayment | minimum 100 pcs. |
Owner report: on your phone and computer
No need to call employees and collect numbers. Important things arrive instantly, the day's results come in one evening message, details are in the dashboard.
- 14:02Reports what is new
A new request or a large order arrives in Telegram or MAX the same minute.
- 16:35Warns about problems
An unhappy customer, an unanswered question, a no-show: with the message text and who it was passed to.
- 21:00Sends the day's results
Requests, bookings, no-shows, booked revenue and workload in one message.
- alwaysShows everything in the dashboard
On the computer: daily charts, every conversation in full, which employee did what, Excel export.
Andrey, Prado 150Oil change, booked for Fri 10:00
Olga, Honda FitTire fitting R15, booked for Sat 12:30
Viktor, Camry 70Asked the price of a timing belt, thinking
Sergey, Mazda CX-5Complaint, passed to the administrator
Operator or digital administrator
The digital administrator takes over the first line. Complex cases go to an employee.
| What we compare | Operator | Digital administratorBetter value |
|---|---|---|
| Monthly cost | from 50,000 ₽ + taxes | from 2,900 ₽ |
| Works at night and on weekends | ||
| Reply to customer | when free | in a minute |
| Handles many chats at once | ||
| Understands voice messages | listens when there is time | |
| Vacation and sick leave | yes | no |
Pricing
The exact price is set after a free review of your processes.
| Format | Setup | Support |
|---|---|---|
| One processfor example, handling requests | from 24,700 ₽+ from 2,900 ₽ per month | from 2,900 ₽/mo |
| Packagerequests, sales, reporting | from 58,400 ₽+ from 8,700 ₽ per month | from 8,700 ₽/mo |
| Custom projectpurchasing, 1C, CRM | on estimate | on estimate |
Support includes servers, maintenance and improvements within your plan.
Frequently asked questions
How much does wholesale company automation cost?
One process, such as order intake, from 24,700 ₽ and from 2,900 ₽ per month. Purchasing with supplier search and 1C integration are on estimate.
Can it correspond with foreign suppliers?
Yes. In our project, requests went to 46 suppliers in China in one day, with correspondence in English and Chinese.
Does it make purchasing decisions?
No. It collects offers and prepares a summary, your employee makes the decision.
Does it work with 1C?
Yes, connecting to 1C is a separate project on estimate.
Where is the data stored?
On servers in Russia, in compliance with Federal Law 152-FZ.
Get in touch
We will contact you within one business day, review your processes for free and suggest where to start.
- Prepare 2-3 examples of typical customer requests
- Invite the employee who does this work now
- The review is free and with no obligation