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// SOLUTION

Order management system for distributors

Orders arriving via WhatsApp, web, phone or sales reps become one structured order, connected to real inventory, price lists and billing, with exceptions in plain sight.

AI for omnichannel orders and inventoryConceptual diagram: Order, Store, Warehouse, Supplier, Delivery.OrderStoreWarehouseSupplierDelivery
// SOLUTION ARCHITECTURE
CONNECT WHAT ALREADY WORKS · ADD THE INTELLIGENCE THAT IS MISSING DATAOPERATIONSSYSTEMS ORVIXLABS LAYERINTEGRATE · COORDINATEAUTOMATE · TRACEwithout replacing systems that still work ANALYZEAUTOMATEHUMAN measure → learn → adjust
// USE CASES
01Multi-channel orders
02Automated validation
03Real-time inventory
04Substitutions and shortages
05Exception escalation

WhatsApp orders without losing control of inventory

Distributors, wholesalers, retailers and manufacturers receive orders on WhatsApp, on the web, by phone and through sales reps. A connected order management system turns each of those messages into a structured order, checks available stock, applies the customer’s price list and sends it to fulfilment and billing without retyping it. AI interprets orders written any which way, such as “send me 3 boxes of the usual and 2 of the new one”, and asks for what is missing before confirming. It integrates with the existing business system or ERP; see also API and systems integration.

One operation behind multiple channels

Web, WhatsApp, phone, marketplaces, sales staff and branches can originate orders in different formats. The coordination layer transforms those inputs into normalized state before affecting inventory, billing or fulfillment.

Explicit inventory source of truth

If the ERP or inventory system is authoritative, it remains so. The AI layer reads and executes through authorized interfaces; it does not create a parallel stock record that can silently diverge.

Exceptions are part of the model

Shortages, substitutions, variable quantities, weighted products, delivery windows, returns and rejected payments are not peripheral cases. Each exception has state, policy and a resolution or escalation path.

Customer and operator share the same state

A substitution accepted on WhatsApp must appear in the order the operator fulfills. A shortage found during preparation must return to the correct channel. The goal is to eliminate contradictory versions of the same order.

Automation with action limits

The system can validate, propose alternatives, reserve or update when permissions allow. Economic changes, unauthorized substitutions and out-of-policy exceptions require human intervention.

Traceability for error correction

When an order fails, reviewers should reconstruct which input arrived, which rule executed, which system confirmed inventory and which person intervened. This evidence supports process improvement and dispute resolution without relying on memory.

Operational metrics

Fulfillment errors, substitutions, cancellations, resolution time, inventory divergence and manual work per order measure the actual impact of multichannel coordination.

// RELATED SERVICESWhatsApp AI chatbotThe customer conversation before the order.→API and systems integrationOrders connected with ERP, online store and billing.→Inventory management systemStock by warehouse, minimums and channel sync.→Mercado Libre integrationMarketplace orders in the same system.→
// FAQ

Frequently asked questions

Does it replace the ERP?+

Not by default. The layer can query and update existing systems when an authorized integration exists.

Can it handle weighted products or substitutions?+

Yes, when those cases are explicitly modeled in domain logic and available inventory sources are reliable.

Does OrvixLabs sell one fixed product for this use case?+

No. These pages describe capabilities and architecture patterns. The final system is designed around each organization’s operations, integrations, data and limits.

Can we start with only one part?+

Yes. We prefer introducing one concrete capability, measuring it against a baseline and expanding only after value is demonstrated.

How is the final architecture defined?+

After reviewing the real process, existing systems, data, risks and available integrations. Engines are components, not the starting point.

What is an order management system?+

It is software that receives orders from every channel, checks inventory and pricing, and moves each order through fulfilment, billing and delivery with a single, consistent status.

What should an order management system include?+

Order capture from every channel, price and availability checks, order status, picking and delivery coordination, invoicing hand-off, customer notifications and clear handling of exceptions such as substitutions or missing stock.

// ORVIXLABS

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