Midnight Flow
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Wholesale distributors

Every purchase order entered and price-checked before it ships.

Purchase orders that arrive by email are read line by line, matched to your items, checked against your price list, entered as sales orders, and any price difference over your limit is texted to you to accept or correct.

One-time build
From $7,500
Live in
3 weeks*
Your time
About 3.5 hours
After launch
We keep it running
Runs on FlowRunner
$45/month**
Book a call See what you get

* The timeline may need to be adjusted depending on the requirements we receive.

** FlowRunner pricing varies with the volume of calls and messages.

See it in action, step by step

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.

How it runs

One real example, start to finish.

  • Runs on its own
  • A person on your team decides

  1. Order arrives

    A customer emails a purchase order at 6:40 p.m., and it is read line by line.

  2. Matched to your items

    Each of the customer's part numbers is matched to your item numbers.

  3. Prices checked

    Copper pipe is $38 on the order and $44 on your list. Your limit is $5.

  4. Your team decides

    A person decidesYour customer service lead sees the line, both prices, and the total.

  5. Entered and confirmed

    The sales order is entered at $44, and the buyer gets a confirmation.

What changes for your team

Your customer service team stops typing purchase orders into the ERP line by line, and stops looking up customer part numbers one at a time.

They still see every price difference that matters, laid out with both prices, and their job is to decide, not to type.

Orders sent overnight are entered by morning, buyers get a confirmation without calling, and last year's prices get caught before the order ships.

You stay in charge.

The routine runs on its own. At these moments it stops, asks a person, and waits for the answer.

  • A line's price differs from your list by more than your limit.

    Text or Slack to your customer service lead, with the line, the customer's price, and your price

  • A customer's part number appears for the first time.

    Text or Slack to your customer service lead, with the best matching item to confirm

  • A quantity is far outside what the customer usually orders.

    Text or Slack to the account's sales rep

You set the rules, and can change them any time

  • How far a price can differ from your list before you are asked, for every customer or tighter for your largest accounts.
  • Who approves what, by customer, product line, or order size.
  • What counts as an unusual quantity for each customer.
  • Whether entered orders release to the warehouse right away or wait for a final look.
  • What the buyer's confirmation says, and who it comes from.
  • What counts as a duplicate, and who is told.

Your part is small.

3.5 hours

of your team's time

3 weeks*

to live

* The timeline may need to be adjusted depending on the requirements we receive.

We build, connect, and testMidnight Flow
Order inbox loginCustomer service lead, 15 min Week 1, day 1
ERP accessOperations or IT manager, 30 min Week 1, day 1
Accounts setup callOwner or controller, 45 min Week 1, day 1
Your limits and past ordersCustomer service lead, 1 hour Week 1, day 3
Test run reviewCustomer service lead or owner, 1 hour Week 3, day 15

Project start

Monday, November 2

Going live

Monday, November 23*

An estimate, if we start next Monday.

Want to start Monday, November 2?

Book a call
What can move the date
  • An ERP we have not connected to before.
  • Customers who order through EDI or a portal instead of email.
  • Customer-specific price lists or contract pricing that live outside your ERP.
  • Your team's time to review the test run and approve go-live.

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.

80%

less time processing 125+ emails a day in different formats, with no added staff, at a transportation provider.

Read the case study

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

The details

Included

  • Every purchase order picked up as it arrives in your order inbox, as a PDF, a spreadsheet, a photo, or lines typed into an email.
  • Each order read line by line, including the customer, PO number, ship-to address, requested date, and every line's part number, description, quantity, and price.
  • The customer's part numbers matched to your items, with any part number seen for the first time sent to your team to confirm and remembered after that.
  • Every price checked against the customer's price in your ERP, and every quantity against what the customer usually orders.
  • Orders that match drafted as sales orders in your ERP, with differences within your limits accepted.
  • Price differences over your limits, new part numbers, and unusual quantities sent to your customer service lead by text or Slack with the order laid out, to accept or correct.
  • An order confirmation emailed to the buyer once the order is entered, with any corrected price shown.
  • Duplicate POs, sent twice or to two people, held and flagged.
  • A daily summary of orders entered, held, and corrected, with the price differences caught.
  • A test run on past orders from your biggest customers before go-live, and a walkthrough for your team.

Not included

  • EDI setup and trading-partner onboarding.
  • Building or changing price lists and contract pricing in your ERP.
  • Inventory allocation, picking, and shipping.
  • Credit holds and collections.
  • Changes to your ERP setup beyond reading items and prices and entering sales orders.
  • Your FlowRunner subscription and AI model usage, which are billed separately.
  • Ongoing changes after launch, which are covered by the care plan or priced per change.

After launch, we keep it running.

On our care plan

We monitor it, fix it, and make your changes, with a named contact. Your team does nothing.

$300 a month, unlimited changes, cancel any month

Or run it yourselves

We hand it over and train your team on what it does and what to do if something looks off.

Changes later: $75 an hour

It keeps running. Your automation lives in a FlowRunner account in your business's name, so it never depends on us, and we hand everything over to you or whoever you choose.

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

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. ** FlowRunner pricing varies with the volume of calls and messages.

Book a call

Frequently asked questions

Does any order go into the ERP without someone checking it?

Orders where every part number is known and every price is within your limits are entered automatically, the way your team would enter them. Everything else waits for your customer service lead. You decide whether entered orders release to the warehouse right away or wait for a final look.

Do customers need to change how they send orders?

No. They email orders the way they do today, in their own formats. If customers send to several people, we can watch each of those inboxes.

Can different customers have different limits?

Yes. You can set one limit for every customer or tighter ones for your largest accounts, and different approvers by customer, product line, or order size. You change them on the care plan whenever you like.

Ready to scope this for your office?

Book a call to confirm the scope and the start date, or send a fit check and we will reply with next steps.

Book a call Take the fit check