--- title: "Automations for wholesale distributors" description: "Fixed-price automations for wholesale distributors. Purchase orders that arrive by email, PDF, or spreadsheet read and entered as sales orders in your ERP, every line checked against your price list and item numbers, differences over your limit sent to you by text, and the buyer confirmed." url: https://midnightflow.ai/for/wholesale-distributors date_modified: 2026-10-27T15:15:30-07:00 --- # Every purchase order entered and price-checked before it ships. Purchase orders arrive in every customer's format, sometimes at last year's price. The automation reads each one, matches every line to your items, checks every price against your list, enters the sales order, and texts you about any difference over your limit. We set it all up, connected to your ERP. One-time build From $7,500 Live in 3 weeks\* After launch We keep it running Runs on FlowRunner $45/month\*\* [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=wholesale-distributors&utm_content=emailed-po-to-sales-order.showcase-hero) See how it works \* The timeline may need to be adjusted depending on the requirements we receive. \*\* FlowRunner pricing varies with the volume of calls and messages. Distributors report 20% to 40% of several customer service reps' time going to re-keying emailed orders (2016). [Source: Distribution Strategy](https://distributionstrategy.com/2016/10/the-electronic-postman-always-rings-much-more-than-twice/) Live demo Try it on your own phone. Play the customer service lead at a distributor. Set your limit for price differences, send a purchase order, and the text comes to your phone. 1. Set your limit for price differences 2. Add your mobile number 3. Send the order, and watch your phone About two minutes. Have your phone handy. ## A purchase order arrives at 6:40 p.m. Here's what happens next. ### Without automation $240 lost on one line The order shipped at last year's price. 1. 6:40 PM The PO lands in the order inbox after everyone has gone home. 2. Next morning Someone types in all 4 lines and copies the customer's prices. 3. Next week The order ships at $38 a unit instead of $44. ### With automation 3 minutes to enter and check the whole order You caught the price before it shipped. 1. 6:40 PM The PO is read line by line. 2. 6:41 PM Every line is matched to your items and checked against your price list. 3. 6:42 PM One line is $6 under your list, over your $5 limit. 4. 7:52 AM Your customer service lead texts back to send the current price. 5. 7:53 AM The order is entered at $44 and the buyer gets a confirmation. ## 80% less time processing 125+ emails a day in different formats, with no added staff, at a transportation provider. [Read the case study](https://midnightflow.ai/portfolio/email-intake-automation) > It's working fantastically. Of all the things we've built, this is the one that I've been told, 'We'll be upset if you take this away from us now.' James Hereford, CTO ## You decide on every price difference over your limit. 1. ### 42 purchase orders arrived overnight. PDFs, spreadsheets, and lines typed into emails, every customer in their own format. 2. ### Every order read and matched to your items. Orders where every item and price matches are entered and confirmed. A new part number was sent to confirm, and a duplicate was held. 3. ### 1 order has a price under your list. Brazos Mechanical ordered copper pipe at $38, and your list price is $44. 4. ### You decide from your phone. Your customer service lead sees the line, their price, and yours, then accepts it or sends the current price. It always asks before: - Price differences over your limit - Part numbers seen for the first time - Quantities far outside the usual Purchase orders this morning From your order inbox Showing 5 of 42 orders Reading and entering are automated Waiting for your customer service lead Waiting for your customer service lead - Gulf Coast Electric PO 3318, 12 lines, all prices match $4,812 New Entered - Brazos Mechanical PO 7710, 1 line at last year's price $2,960 New Read Your OK - Hill Country Builders PO 0921, 6 lines, all prices match $1,145 New Entered - Pecos Plumbing PO 4402, 1 new part number $688 New Part to confirm - Red River HVAC PO 2210, sent twice $2,075 New Held, duplicate Your customer service lead's phone Lakeside Supply order alerts Automated texts 1. 7:52 AM Automated PO 7710, Brazos Mechanical Copper pipe, 3/4 in, 40 pcs Their price: $38 Your list: $44 Brazos Mechanical's PO 7710 is drafted as an order. One line is $6 a unit under your price list. Accept $38 Send current price 2. 7:53 AM Done. Entered at $44, and Brazos Mechanical was sent a confirmation showing the current price. Example: the text your customer service lead gets about a price difference. ## What you get - ### Every order read PDFs, spreadsheets, and emails, in each customer's own format. - ### Matched to your items Customer part numbers matched to yours, and remembered once confirmed. - ### Prices checked Every line checked against your price list, with differences over your limit sent to you. - ### Entered in your ERP Sales orders drafted with the right items, quantities, and prices. - ### Buyer confirmed An order confirmation goes out as soon as the order is entered. - ### Duplicates held The same PO sent twice is caught before it ships twice. - ### Kept running for you On the care plan, we monitor it, fix it, and make your changes. - ### Tested before launch We run it on your past orders and walk your team through it. ## Works with what you already use - Gmail - Outlook - Your ERP - NetSuite - Epicor Prophet 21 - Epicor Eclipse - Acumatica - QuickBooks Online - Text messages - Slack Product names and logos are trademarks of their owners. Midnight Flow is not affiliated with or endorsed by them. ## From $7,500 One-time build. Live in 3 weeks\*. We keep it running. \* The timeline may need to be adjusted depending on the requirements we receive. Our price covers the build: setup in your accounts, tuning on your own past data, and training your team. FlowRunner runs it from there. [How we work](https://midnightflow.ai/how-it-works) Extras that apply: your FlowRunner subscription, $45/month\*\*, billed by FlowRunner, and your AI model usage, billed by your AI provider. Neither is included in our price. We set both accounts up for you. See [FlowRunner pricing](https://flowrunner.ai/pricing). \*\* FlowRunner pricing varies with the volume of calls and messages. [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=wholesale-distributors&utm_content=emailed-po-to-sales-order.showcase-price) [Every detail of this package](https://midnightflow.ai/packages/emailed-po-to-sales-order) Live demo ## Try it as the order desk. Texting your phone Preview: these texts are simulated on this page. The live demo sends them to your phone. Lakeside Supply order alerts 1. Alerts from your order desk automation ### What's happening ### That was the automation. The purchase order was read, matched to your items, checked against your price list, and entered, and you were asked only when a price needed you. Your version reads your customers' orders and works in your ERP. We set it up in about three weeks. [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=wholesale-distributors&utm_content=emailed-po-to-sales-order.live-demo) ### Check your phone! The order is being checked now. Your text arrives in about 10 seconds, and this page shows each check as it happens. ## More for wholesale distributors Each runs on its own, and they share connections when you add more. ### [A process we do not list yet, scoped after one call](https://midnightflow.ai/packages/custom) If your process is not on the menu, we scope it on a call and quote a fixed price before any work starts. Price Quoted after one call Live in Set in the quote ## Proof - [Invoice Processing Automation Case Study](https://midnightflow.ai/portfolio/automate-invoice-processing) - [Automate Email Intake Case Study](https://midnightflow.ai/portfolio/email-intake-automation) ## Frequently asked questions ### Why not just use ChatGPT or Claude for this? A chat assistant reads a purchase order when you paste it in. The order still has to be typed into your ERP, line by line, with the right item numbers and prices. This runs on its own when a PO lands at 6:40 p.m. It reads every line, matches the customer's part numbers to yours, checks every price against your list, enters the sales order, and texts you only about the lines that need a decision. ### Our customers all send different formats. Will it cope? Yes. It reads PDFs, spreadsheets, and orders typed into the body of an email, in each customer's own layout. Before go-live we run it on your past orders from your biggest customers, so the formats you see most are tested first. ### What happens with part numbers it has not seen before? The first time a customer's part number appears, it is matched to your item and sent to your team to confirm. Once confirmed, it is remembered, so the next order with that part goes straight through. ### Who looks after it once it is live? We can. On the care plan, we monitor it, fix it, and make your changes, so your team does nothing. If you would rather run it yourselves, we hand it over. Either way it lives in a FlowRunner account in your company's name, so it never depends on us. ### We run NetSuite, Prophet 21, Eclipse, or Acumatica. Will this work with it? Yes. We connect to the ERP you already use, along with your order inbox and your team's phones or Slack. Your team keeps working in the screens they know. ### What else will I pay for besides your fee? Two extras apply to every package. Your FlowRunner subscription is billed monthly by FlowRunner, and your AI model usage is billed by your AI provider. We set both accounts up as part of the build. See [FlowRunner pricing](https://flowrunner.ai/pricing). ## Fit check Tell us about your office and the process you would hand off first. We tell you whether it fits, what it would cost, and how soon it could be live. - About two minutes to fill in - Pick a call time the moment you send it - A fixed price before any work starts Rather talk it through? [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=general&utm_content=fit-check-success) ### Thanks. We have your answers. A copy is on its way to your inbox. Pick a time for a 30-minute call, and we will have read your answers before we talk. [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=general&utm_content=fit-check-success) --- Markdown version of https://midnightflow.ai/for/wholesale-distributors. Site index: https://midnightflow.ai/llms.txt