Turn Email and WhatsApp Orders Into Cleaner Production Handoffs
Arbor builds human-reviewed AI workflows that capture orders from WhatsApp, email, PDF, and Excel, check them against your order rules, and hand clean summaries to production. The systems you already use stay exactly as they are.
WhatsApp UsThe Daily Reality
If several of these sound familiar, the workflow below is usually the right first pilot.
Orders arrive as WhatsApp messages, emails, PDFs, and spreadsheets, all in different formats.
Staff copy product, quantity, pack size, delivery dates, and special instructions into the order sheet by hand.
Missing or unusual details are caught late, sometimes after production is already planned.
Sales, production, and packing keep separate trackers and depend on manual handoffs.
Customers wait for order confirmations while the team checks details internally.
Festive peaks multiply order volume, and the same few people absorb it by working longer hours.
How the Workflow Runs
Every order passes through the same reviewed pipeline, from capture to confirmation.
Capture
Orders from WhatsApp, email, PDF, or Excel land in one intake instead of scattered inboxes and chats.
Extract
Product, quantity, pack size, delivery date, and customer instructions become structured data.
Validate
Orders are checked against your order rules: missing or unusual details are flagged early, not after planning.
Human Review
The order goes to your team for approval before anything moves. Nothing commits itself.
Update
Approved orders update your order sheet or existing system.
Hand Off & Report
Production and packing summaries are prepared, customer confirmation is drafted, and exceptions stay visible.
Example run with sample data: an illustration of the workflow, not a client case study.
What Changes for Your Team
Less copying from WhatsApp and email
Better order accuracy and faster confirmation
Cleaner handoff to production and packing
Fewer missed delivery requirements
Handle festive-peak volume without extra admin hires
The Pilot Stays Contained
- One order channel (for example, WhatsApp)
- One document or message format family
- One approval workflow
- One destination system or order sheet
- Basic exception report and handover documentation included
Documentation, training, and handover are part of every pilot.
What This Is Not
- Not production-planning, inventory, food-safety, or quality software
- No order, pricing, or production decisions made without human approval
- No ERP replacement: the workflow fits around what you already use
A Good Fit When
We would rather tell you early if this does not fit. It usually does when:
- Recurring wholesale orders with mixed WhatsApp, email, and Excel intake
- Roughly 15–100 staff, with an owner, GM, or operations lead visibly involved
- Orders re-entered between systems that don't fully connect
- No internal product or engineering team. You want delivery, not another platform
Frequently Asked Questions
Start with one contained pilot
One channel, one approval workflow, one destination system. Tell us how orders reach your team today, and we will tell you honestly whether this workflow fits.