AI workflows for B2B wholesale distribution teams
Koya places trained AI automation developers into businesses full-time to build internal tools, automate manual workflows, and help your team move faster without adding more headcount.
Our developers build around your actual tools, team, and workflows. The examples below show the kinds of projects they could take on.
Examples of systems our AI automation developers could build
These are example builds for wholesale distribution teams. Your developer would scope the real version around the tools, data, and approval steps you already use.
Customer orders turned into ERP-ready drafts from any channel
This system reads customer orders from messy channels, turns them into clean line items, checks them against your catalog, then prepares the order for ERP entry or human approval. It is built for teams getting orders through email, PDFs, spreadsheets, WhatsApp, reps, and EDI instead of one clean portal.
- 01 The workflow picks up incoming orders from inboxes, attachments, forms, WhatsApp exports, or EDI files.
- 02 The system extracts customer name, SKU, quantity, unit of measure, requested ship date, and delivery notes.
- 03 It matches customer part numbers, aliases, UPCs, and pack sizes against the internal catalog.
- 04 It checks stock and customer-specific pricing before the order reaches the order desk.
- 05 It prepares clean orders for ERP entry, while unclear items go into an exception queue with the missing context flagged.
The order desk gets a clean approval queue instead of manually retyping orders. Straightforward orders move from "someone has to key this in later" to "ready for review in minutes," while messy orders are flagged before they create stock, pricing, or fulfillment mistakes.
Same-day wholesale quotes with stock, pricing, and catalog checks built in
This system helps reps turn inbound quote requests into accurate draft quotes. It reads the buyer's request, identifies the right products, checks stock, applies customer pricing rules, and prepares a quote the rep can review.
- 01 A buyer sends a request by email, form, spreadsheet, or rep note.
- 02 The system reads the request and maps plain-language descriptions to matching products.
- 03 It checks available stock, customer terms, volume breaks, minimum order quantities, and recent pricing.
- 04 It flags missing specs, unclear items, or margin-risk discounts before the rep sends the quote.
- 05 The rep receives a formatted draft quote plus the reason behind any suggested substitution or price.
Reps spend less time digging through catalogs, price lists, and inventory screens. Quote turnaround moves from "we'll get back to you" to same-day review, with fewer missed items and fewer margin mistakes.
Stock risks, slow movers, and supplier delays surfaced before they hit customers
This system watches order history, stock levels, open purchase orders, supplier lead times, and fast-moving SKUs to flag inventory risk before it becomes a customer issue. It is useful for distributors where someone still checks spreadsheets or ERP screens to decide what needs attention.
- 01 The workflow pulls stock, sales velocity, open orders, pending POs, and supplier lead times into one view.
- 02 It compares each SKU against recent demand, seasonality, committed orders, and reorder rules.
- 03 The system flags fast-moving items, slow movers tying up cash, supplier delays, and stock that may not cover current demand.
- 04 It ranks priority issues by customer impact, margin, or dollars at risk.
- 05 The team gets a weekly or daily replenishment brief with the items that need a decision.
Inventory review moves from manual spot-checking to a focused exception list. The team sees stock risk while there is still time to reorder, substitute, split shipments, or warn customers.
Short-pays and retailer deductions turned into dispute-ready cases
This system is for distributors and brands selling into large retailers or marketplaces. It reads short-pays, chargebacks, deduction files, and remittance notes, then classifies each issue and prepares the evidence needed to dispute it.
- 01 The workflow pulls retailer remittance files, EDI 820s, portal exports, or deduction reports into one place.
- 02 It classifies each short-pay by type: shortage, pricing, promotion, compliance, freight, or unknown.
- 03 The system links the deduction to invoices, POs, BOLs, PODs, promo approvals, shipment data, or warehouse notes.
- 04 It routes disputable items into a queue with the evidence attached.
- 05 The team gets a ranked list of deductions to file before the retailer's dispute window closes.
AR gets a dispute-ready queue instead of researching each deduction by hand. Retailer deductions move from "we'll look at it when we can" to a structured recovery process with fewer missed deadlines.
What clients say about Koya developers
Joshua quickly became a key part of our team. He handles complex automation tasks across several client projects, freeing us up to focus on strategy. The process was smooth, and Joshua's skills and communication have been spot on. We're excited to bring on more developers like him as the business grows.
Koya made the process easy to get started. We were paired with an AI automation developer whose experience and past projects we reviewed in his portfolio. He has now been on our team for 9 months, and I'd definitely recommend Koya to any business looking to improve its operations.
Start with one workflow, built on the house
You see the work before any commitment. We handle recruiting, payroll, compliance, and coaching.
- 01 You pick a workflow, or we help choose one on the call
- 02 We scope the first build around your tools and process
- 03 A Koya developer builds that workflow on the house
- 04 If you want to bring them on full-time to build more, the placement starts with a 30-day trial window
- 05 If it's a fit, the developer continues as full-time automation capacity for your team
Ready to see what this could look like inside your business?
On the call we pick one workflow, scope it around your tools, and a Koya developer builds it for free. You decide what happens next.