Reduce Manual Work Between Customer Orders and Your Existing Systems
Arbor builds human-reviewed AI workflows that capture orders and RFQs from email, WhatsApp, PDFs, and spreadsheets, check them against your rules, and update the systems you already use. Your ERP, accounting, and inventory software stay as they are.
WhatsApp UsThe Daily Reality
If several of these sound familiar, the workflow below is usually the right first pilot.
Orders and RFQs arrive in inconsistent formats across email, WhatsApp, PDFs, and spreadsheets.
Staff re-key customer, SKU, quantity, pricing, and delivery details into another system by hand.
Missing or unusual details surface late, after repeated clarification messages and delays.
Sales, operations, and finance keep separate trackers and hand off manually.
Customers wait for quotations and confirmations while the team checks information internally.
Handling more orders means hiring more admin staff, and admin hiring in Singapore is slow and costly.
How the Workflow Runs
Every order passes through the same reviewed pipeline, from capture to confirmation.
Capture
Receive the RFQ, purchase order, or customer enquiry from email, WhatsApp, PDF, or spreadsheet into one intake.
Extract
Customer, SKU, quantity, delivery, and pricing references become structured data.
Validate
Orders are checked against your business rules: missing information, unusual quantities, and unmatched products are flagged.
Human Review
A quote or order draft is prepared for your team's approval. Nothing sends or commits itself.
Update
Approved orders update your CRM, spreadsheet, ERP import file, or existing order system.
Confirm & Report
Customer acknowledgement is prepared, and pending or blocked orders stay visible in an exception report.
Example run with sample data: an illustration of the workflow, not a client case study.
What Changes for Your Team
Faster quotation and order response
Less manual re-keying and fewer entry mistakes
Fewer missed enquiries and follow-ups
Handle more orders without adding admin headcount
A clearer view of pending and blocked orders
The Pilot Stays Contained
- One order channel (for example, email or 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 an ERP, inventory, warehouse, or accounting replacement
- No pricing, credit, or order decisions made without human approval
- No rip-and-replace: the workflow fits around the software you already use
A Good Fit When
We would rather tell you early if this does not fit. It usually does when:
- Recurring B2B orders arriving across multiple channels: email, WhatsApp, PDF, or Excel
- Roughly 10–80 staff, with a visible founder, operations, or sales leader
- Several systems that don't fully connect, bridged by copy-paste
- No large internal engineering team. You want a delivery partner, not a platform to manage
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.