WhatsApp Orders,Straight Into Your ERP
Text and voice orders from WhatsApp read into structured line items, matched against your product master, checked against price and credit limit — and confirmed by a person before anything reaches the ERP.
Counted, not claimed
8
ERP & commerce targets
3
Languages transcribed
4
Checks before an order commits
Confirmation step on every order
CHALLENGE & APPROACH
The problem, and how we solve it
In Malaysia and Singapore a large share of B2B ordering happens on WhatsApp, in whatever form the customer feels like sending — a paragraph of text, a voice note in three languages at once, a photo. Someone on your side reads each one and types it into the ERP. Orders get missed in a busy thread, quantities get transposed, and nobody can tell you what was ordered without scrolling back through a chat.
- Orders buried in busy WhatsApp threads across several phones
- Voice notes replayed three times to get the quantities right
- Customer shorthand for products that only one long-serving rep understands
- No record connecting what was agreed in chat to what was entered in the ERP
Messages arrive through the WhatsApp Business Cloud API, get grouped into a thread, and the sender's number is matched to your customer master. Text and voice notes are read into structured line items, which are matched against your product catalogue by alias and by similarity — so a customer's usual shorthand resolves to a real SKU. Price and credit limit are checked, then a person confirms before it reaches the ERP. It never auto-commits an order.
- Customers keep ordering the way they already do — nothing to install, no portal to learn
- Voice notes transcribed in Bahasa Malaysia, English and Mandarin
- Fuzzy SKU matching handles customer shorthand, not just exact product codes
- Price and credit-limit checks run before the order can be committed
- A person confirms every order — the system never writes to your ERP on its own
- Distributors and wholesalers taking B2B orders over WhatsApp all day
- FMCG suppliers whose trade customers order by voice note
- Businesses running several WhatsApp numbers across a sales team
- Sales admin teams re-typing chat messages into the ERP
- Hybrid sellers who also run a WooCommerce or Shopify storefront
KEY FEATURES
What WhatsApp Order Capture does
WhatsApp Business integration
- Official Meta WhatsApp Business Cloud API, not an unofficial bridge
- Multiple numbers supported across a sales team
- Built around Meta's template rules and 24-hour session window
Customer identification
- Sender's number matched to your customer master
- Messages grouped into threads per customer
- Unrecognised numbers routed for a human to assign
Voice note transcription
- Bahasa Malaysia, English and Mandarin
- Handles mixed-language notes, which is how people actually speak
- Transcript kept alongside the parsed order for checking
Order parsing
- Free text and transcribed voice turned into structured line items
- SKU, quantity, unit and price extracted per line
- Ambiguous lines flagged rather than guessed at
Fuzzy SKU matching
- Matches against your product master by alias table and by similarity
- Learns the shorthand each customer actually uses
- Low-confidence matches go to review, never straight through
Price & credit checks
- Pricing validated against the customer's agreed terms
- Credit limit checked before the order can be committed
- Breaches surfaced to the rep, not silently accepted
Review & confirm
- Rep or admin sees the original message beside the parsed order
- Confirm, edit or reject, then push to the ERP in one click
- Order confirmation sent back to the customer on WhatsApp
Clarifications & status
- Auto-replies with a clarifying question when an order is ambiguous
- Answers 'where is my order' from live ERP data
- Falls back to a human whenever the answer is not certain
- Image order capture — a photo of a handwritten order sheet
- Reorder suggestions drawn from purchase history
- Catalogue browsing inside WhatsApp with list and carousel messages
HOW IT WORKS
How it works
Message arrives
A customer sends a text or voice note to your WhatsApp Business number. Nothing changes for them — no app, no portal, no new process.
Identify & transcribe
The number is matched to your customer master and the thread is grouped. Voice notes are transcribed in Bahasa Malaysia, English or Mandarin.
Parse & match
The message is read into structured line items and each one matched against your product master by alias and similarity. Anything ambiguous is flagged or a clarifying question is sent.
Check
Pricing is validated against the customer's terms and the credit limit is checked. Breaches go to the rep rather than through.
Confirm & push
A person reviews the parsed order beside the original message, confirms it, and it is pushed to the ERP — then the customer gets a confirmation back on WhatsApp.
INTEGRATIONS
Connects to what you already run
Accounting & ERP
- SQL Accounting
- AutoCount
- Xero
- QNE
- MYOB
- MS Dynamics BC
E-commerce
- WooCommerce
- Shopify
For hybrid sellers running trade and online from one catalogue.
Messaging
- WhatsApp Business Cloud API (Meta)
Running something that isn't listed? Tell us what it is — anything with an API or a read-only database view can usually be connected.
TRUST & CONTROLS
Built for the audit, not just the demo
Never auto-commits an order
Every order passes through a human confirmation step before it reaches your ERP. There is no configuration that turns this off — an AI misreading a quantity should cost a moment's review, not a delivery.
Your SKU master gets cleaned first
Fuzzy matching cannot rescue a product master full of duplicates and dead codes. We assess it during discovery and scope the cleanup as explicit work before build, rather than discovering it in production.
Built around Meta's rules
Template approval and the 24-hour customer service window shape what can be sent and when. We design around them from the start instead of hitting them after launch.
Data residency
Malaysia, Australia or Singapore — set per tenant. No cross-region data movement, ever.
Audit log
Every read and write of your data is logged, exportable, and retained to your policy.
Human approval gate
Nothing writes to your system of record without someone approving it. That is a product rule, not a setting.
PII handling
No personal data in logs. Prompts are redacted before they are stored, and credentials are isolated per tenant.
WHERE IT FITS
Who runs this, and why
Building materials & hardware
Contractors sending part lists as text from site, where a transposed quantity means a wasted delivery.
Food service suppliers
Daily standing orders from restaurants placed in a chat thread, needing to reach the ERP before the morning cut-off.
HOW WE DELIVER
What happens after you get in touch
- 01
Discovery
A paid diagnostic that maps your systems, takes a real data sample, and captures the baseline metric. Without a baseline measured before go-live, no one can prove what changed afterwards.
- 02
Configure
Connectors, field mappings, validation rules and templates set up against your systems — configured for how you actually work, not rebuilt from scratch.
- 03
UAT & parallel run
The system runs alongside your existing process for two to four weeks. You see the delta on your own data before anything is switched over.
- 04
Handover
Training, a runbook and documentation — plus the admin UI, so your team can change mappings and rules without coming back to us.
We'll come back to you within 48 hours.
Start Your Project
Let's work together,
get started.
Tell us about your project. We'll respond with a tailored proposal within 48 hours — no templates, no salesperson.
- No commitment required
- Response within 48 hours
- Signed NDA on request
Ready to take your business to the next level? Send us a message and see how we can help.