AI Order Desk
For HVAC/R, plumbing, electrical, chemical and industrial distributors. Clear the sales inbox with quotes and orders drafted for your team to approve.
Starts on your own data, at no cost
Among the Companies Using UpBrains
Each RFQ is read and a quote is drafted for your team.
Each customer PO becomes a sales order, with lines and prices checked.
Approved quotes go out, and accepted ones become orders.
Ask AI to find or change orders in your ERP or UpBrains Records.
UpBrains Records stores your quotes and orders, so the desk runs with no ERP.
Each order line is matched to the right item in your catalog, even when the customer writes it their own way.
Typos, abbreviations and partial descriptions still find the right SKU.
Customer part numbers, manufacturer codes and old product names map to your SKU.
A mapping confirmed for a product applies on every order for that product.
Each customer’s own codes and names are remembered for that customer.
Your team confirms each new mapping, and the next order uses it.
A line with no confident match waits for a person instead of a guess.
2–5%
of manually entered orders carry an error
78%
of B2B buyers choose the vendor who responds first
Point the desk at the mailbox where orders arrive.
Each quote and order waits for a person to approve.
Approved quotes go out, and approved orders are filed.
AI Order Desk runs on UpBrains Records with no ERP at all, and ERP connectors are on paid plans.
Challenge: Processing orders manually took up to 48 hours and led to errors and delays.
Solution: Agents read any order format and create the order in the ERP, with the team reviewing only exceptions.
| >90% | of orders need no touch |
|---|---|
| <1 min | processing time per order |
| 85% | staff effort reduction |
| 3 months | to ROI |
Challenge: A busy customer service inbox, and customer POs whose lines ship from different warehouses, so one PO can become several sales orders.
Solution: AI Order Desk works the customer service inbox and turns each incoming PO into one or more sales orders, split by the warehouse that holds each item.
| >90% | of purchase orders need no touch |
|---|---|
| <2 min | from PO to sales orders ready to review |
| >90% | line-level match accuracy |
Challenge: One sales support inbox carrying requests for quote, purchase orders and customer questions, against a third-party ERP for its sector.
Solution: AI agents classify each incoming message, answer RFQs with quotes, process purchase orders, convert accepted quotes into orders, match every line to the catalog, and send confirmations and drafted replies.
| >90% | of quotes, orders and conversions need no touch |
|---|---|
| <2 min | from RFQ or PO to a record ready to review |
| >90% | line-level catalog match accuracy |
Point us at your order inbox, read-only, and compare our filings to yours.
Lines and prices are checked before an order is filed.
Answer an RFQ while the customer is still waiting.
Customers get the right items and a clear answer.
Your team checks drafts and stops typing orders by hand.
Customer orders a month, 0 to 1,000,000
Minutes of handling, 0 to 600
In your currency, 0 to 1,000
Share of customer orders a person still reviews, 0 to 100
An estimate from your inputs, not a quote
The free offer runs on UpBrains Records, with quotes and orders over your Outlook mailbox. ERP connectors are on paid plans.
Sign up with your work email and name your company.
Setup opens with customer orders on UpBrains Records pre-selected, and you can change it.
Send your own RFQs and customer orders and review what comes back.
It reads the RFQs and customer orders that arrive by email. It drafts a quote for each RFQ and a sales order for each order, and your team approves them.
Yes. Quotes and orders are worked from one inbox. When a customer accepts a quote, the order is linked to it.
Yes. Every draft waits for a person to approve it. Your team can edit a line before it is sent or filed.
You can try it at no cost with UpBrains Records and your own mailbox. Paid plans add ERP connectors and are priced on the quotes and orders you handle.
Create your account and run your own transactions, or book a walkthrough with our team first.