Manufacturing & distribution

Keep orders, stock and production in step.

AI agents that turn paper challans into Tally entries, check customer POs against quotes and warn planners before a shortage stops a job. They work inside Tally, your ERP, Excel and WhatsApp.

Book a discovery call See where it helps

Isometric drawing of a planner at a board labelled PLAN holding two alternative cards for a flagged order, beside a MATERIAL rack with one empty bin.

A customer PO arrives at last month’s price. A supplier bills for more than the gate received. Steel runs short on Tuesday and planning hears on Thursday. Each mistake is small on its own. The cost is the hours sales, stores, purchase and accounts spend finding and fixing them.

Connects to the tools you already use

Tally
SAP
Odoo
Zoho Inventory
Zoho Books
Excel
Google Sheets
Gmail
Outlook
WhatsApp

Anything else connects through its API or exports.

Where the hours go

Six desks where an agent earns its place.

Each is a routine your team repeats every day. The agent does the checking and the chasing. Your people make the call.

Isometric pen-and-pencil drawing of a stores worker photographing a challan, sent as a chat photo to a document filed in a TALLY drawer beside a ledger, with a carton trolley at the gate.

Stores and gate

Paper on the counter, filed from a photo.

Today: Delivery challans, supplier bills and handwritten gate entries pile up at the stores counter. Someone keys them into Tally at the end of the day, or the end of the week.
With an agent: Whoever receives the paper takes a photo and sends it on WhatsApp. The agent reads it, works out what it is, matches it to the right PO or supplier and drafts the entry. A blurred or incomplete photo is sent back with what is missing.
Who decides: Accounts approves each entry before it posts. The original photo stays attached to the record.

Works inWhatsAppTallyZoho BooksGoogle Drive

Overhead drawing of a quotation labelled QUOTE and a purchase order labelled PO linked line by line, two rows flagged, beside a clipboard labelled ERP DRAFT and an approval stamp.

Order desk

Check every PO against its quote.

Today: Someone opens the quote and the PO side by side and compares them line by line before keying the order into Tally or the ERP.
With an agent: Each PO is read as it lands in the inbox and matched to its quote. Changed quantities, prices, delivery dates and terms are flagged, and the sales order is drafted with only the matching lines.
Who decides: Sales coordination approves the order or sends the differences back to the customer.

Works inGmailOutlookTallySAP

Overhead drawing of three supplier offers labelled OFFER A, OFFER B and OFFER C with valve samples, threaded to one comparison sheet, with an alternate item clipped aside.

Purchase and accounts

Compare supplier offers, then match the bill.

Today: Purchase lines up offers by hand while every supplier names items and terms differently. Later, accounts checks each supplier bill against the PO and the GRN.
With an agent: Offers sit side by side, each linked to the original, with alternate items and missing terms marked. When the bill arrives, by email or as a photo, it is matched to the PO and the goods received, and only the mismatches reach accounts.
Who decides: The buyer picks the supplier. Accounts clears each mismatch before payment.

Works inExcelGmailTallyZoho Books

A planner at a schedule board with a dispatch colleague beside a trolley of packed boxes.

Planning and dispatch

Hear about a shortage while there is still time.

Today: When material runs short or a machine goes down, the planner works out by hand which jobs and dispatches are affected, often after the date has slipped.
With an agent: Stock, job progress and machine capacity are watched together. The planner gets an alert on WhatsApp, email or SMS with the affected jobs, their promised dates and the schedule changes that would protect them.
Who decides: The planner chooses the new schedule. Dispatch and sales see it as soon as it is approved.

Works inSAPOdooZoho InventoryExcelWhatsApp

Isometric drawing of a support terminal printing a case card that travels to a person in a headset, with the account record and attempted steps attached, into a HANDOFF tray.

Dealers and customers

Answer “where is my order?” without a phone chain.

Today: A dealer messages sales on WhatsApp, sales asks stores, stores asks dispatch, and the answer goes back hours later.
With an agent: Routine order status, dispatch and product questions are answered on WhatsApp from your order and dispatch records. Complaints, price requests and anything unusual go to the right person with the account attached.
Who decides: Your team sets what the agent may answer and owns every exception.

Works inWhatsAppTallyGmail

Isometric drawing of a service engineer reading a part's revision plate beside a drafted answer that cites a manual tabbed REV B, reviewed by a senior specialist.

Shop floor and service

Work from the current drawing, not last year’s.

Today: Operators and service engineers search shared drives and old prints for the current work instruction, drawing revision or service procedure, and sometimes work from an outdated one.
With an agent: Ask in plain words, on WhatsApp or a screen on the floor, and get the answer from the latest approved version, with the document and revision shown. Older versions are marked as superseded.
Who decides: Quality or engineering decides which documents count as current and who can see each one.

Works inGoogle DriveSharePointExcelWhatsApp

A sample run

One PO, checked before it reaches Tally.

PO 4471 · Sample Engineering Worksagainst Quote Q-2291

Line	Quoted	On the PO	Check
MS flange 2" PN16	500 at 186.00	500 at 186.00	Matches
CNAF gasket 2"	1,000 at 14.50	1,200 at 14.50	Quantity changed
Hex bolt M16 × 70	2,000 at 9.80	2,000 at 11.20	Price differs
Delivery	21 days	14 days	Earlier than quoted

PO 4471 arrives as a PDF in the orders inbox.
The agent finds quote Q-2291 for the same customer and compares the two line by line.
Three differences are found: 200 more gaskets, a bolt price of 11.20 against 9.80 quoted, and delivery in 14 days against 21.
A sales order is drafted in Tally with the matching lines. The three differences are held back.

The sales coordinator gets a WhatsApp summary, accepts the extra gaskets, sends the price and date back to the customer, and approves the order for posting.

Sample data. Names and figures are illustrative, not from a client.

How you will know

Four numbers that show whether it worked.

We record these before building anything, so the difference is measured against your own numbers, not a promise.

Orders corrected after entry.
Sales orders edited after posting, and the reason for each.
Paperwork waiting to be entered.
Challans, bills and gate entries not yet in Tally, and how old they are.
Warning before a shortage.
Hours between stock running short and the planner acting on it.
Time spent checking.
Reviewer time per order and per bill, so the checking does not become the new cost.

Before we begin

What manufacturers ask first.

Do we have to replace Tally or our ERP?

No. The agent reads from and drafts into the systems you already use. Tally, SAP, Odoo or Zoho stay the record for orders, stock and accounts, and nothing posts without the approvals you set.

Our stores and gate staff are not computer people.

They do not need to be. They take a photo and send it on WhatsApp, as they already do. The agent does the reading, matching and filing.

Half our process lives in Excel, email and WhatsApp. Is that a problem?

That is the usual starting point. The agent reads attachments, sheets and messages as they arrive. Where a record is missing or out of date, it says so instead of guessing.

Our customers and suppliers describe the same item differently.

Matching rules for item codes, drawing revisions and approved substitutes are agreed with your team first. Anything outside those rules goes to a person.

What happens when the agent is not sure?

It stops and asks. The item goes to its owner in sales, purchase or planning with the documents and the difference attached.

Can our data stay on our own servers?

Access follows the permissions your team already has. Private and on-premise deployment are options if your data needs to stay with you.

Go deeper

The solutions behind these jobs.

Each one explains how the work changes and where your team stays in charge.

Start with the context

Bring one order that needed fixing.

A PO that did not match its quote, a stack of challans waiting for entry or a schedule that slipped. Bring the documents and the person who signs off, and we will work out together what an agent could take off their desk.

or email us directly athello@calquity.com