Orders arrive in 12 different formats. None of them go straight into the ERP.
Distributors and channel partners send orders over WhatsApp in whatever format works for them — a voice note, a photo of a handwritten list, a Hindi-English mix message with shorthand SKU names and informal quantities. Each message requires a person to read it, interpret it, and manually key it into the ERP.
That person is usually a sales coordinator managing 40–80 distributors. Orders arrive across shifts, through the night, and in parallel. Errors happen. Orders get missed. By the time a sales order is created in the ERP, the order is already late — and the distributor has no acknowledgement that it was received.
A WhatsApp message is a structured order waiting to be read correctly. HublerX connects directly to the business WhatsApp number, extracts order intent from unstructured messages — regardless of language, format, or shorthand — validates each line against live ERP stock, pricing, and credit data, and creates the sales order automatically. The distributor receives an instant acknowledgement. Exceptions are routed to the right person, not lost in a chat thread.
Live workflow view
The step-by-step sequence
- 1
WhatsApp message received and parsed
HublerX monitors the business WhatsApp number. When an order message arrives, it extracts SKUs, quantities, and delivery instructions — handling informal language, abbreviations, and Hindi-English mix without templates or rigid formats.
On message receipt · real time - 2
Order validated against live ERP data
Each order line is checked against current stock availability, the distributor's approved price list, and their credit limit — all pulled live from SAP, Oracle, or D365. Lines that pass move forward automatically.
Immediately after parse - 3
Exceptions routed for resolution
If a line fails validation — out of stock, wrong SKU, credit limit breach — HublerX flags it to the responsible coordinator with context and a suggested resolution. Clean lines are not held waiting for exceptions to clear.
When validation flags an exception - 4
ERP-ready sales order created
Validated lines are written directly into the ERP as a confirmed sales order — with the correct distributor master, pricing scheme, and delivery schedule. No manual keying required.
Typically within minutes of message receipt - 5
Distributor acknowledgement sent
The distributor receives an instant WhatsApp reply with their order number, confirmed lines, and estimated dispatch date. No follow-up call needed to confirm receipt.
Immediately after order creation
Results are directional. Outcomes vary by ERP configuration, distributor volume, and integration setup.
See how WhatsApp order capture works in your operation
30 minutes. Your ERP. Your distributor network.