MITHANDIRIndustry · Distributors
Your distributor’s WhatsApp orders, entered without retyping.
To automate a distributor’s WhatsApp orders, the system reads each salesperson’s message, turns it into an order against your catalog and your customers, and a person confirms it before it is recorded in your management system. Salespeople keep writing on WhatsApp as always; what changes is that nobody retypes anything.
- 6 fernet 750→Fernet 750 ml · 6 pcs
- 3 cases of cola 1500→Cola 1.5 L · 36 pcs
- 2 fernet→750 ml or 1 L?
The real sales channel is a chat.
At most distributors, the official sales system is the management system, but the real one is WhatsApp. The salesperson sends a text, a pasted list or a photo of a spreadsheet, and someone in administration reads it and retypes it, line by line.
Reading the message is the easy part. The hard part is everything the message does not say: “fernet” does not say whether it is the 750 ml or the one-liter, “Boulevard” could be any of three accounts, and “3 cases” are not three units. Each of those doubts is a phone call, a delay or an error that shows up when the truck reaches the store.
The cost does not appear in any report: it is hours of an administration person who could be doing something else, orders entered late and corrections after delivery.
What does not need to change.
- The channel
Salespeople keep using WhatsApp. No new app or form: the system sits behind the usual chat.
- Your management system
The order ends up recorded in the system you already use. What is new is the way in, not what is behind it.
- Who decides
A person confirms each order before it is recorded. The system proposes; your team approves whatever moves money.
How it works, from message to order.
The path of a real order, with sample data. These are the same steps a beverage distributor’s panel in Rosario runs today.
- The message arrives
The salesperson writes as always: text, list or photo, in the same chat.
message · 8:12 · 3 lines - The system reads it
It recognizes the customer, the items and the quantities against your catalog, and converts cases into units.
2 of 3 lines resolved - If unsure, it asks
If “fernet” could be two items, it offers both options to the salesperson. The answer is saved for that customer.
750 ml or 1 L? → 01 - A person confirms
The order waits in an inbox with everything else that came in. Administration reviews and confirms it.
order · confirmed - It is recorded
It is issued in your management system, once. If something fails, the system alerts.
order · issued · S61042
What changed at two distributors in Rosario.
Vinesco distributes beverages and the other distributes frozen food. The figures come from the records of their panels: what the system proposed, what a person corrected and what was recorded.
- 7.5 min
- median from message to issued order, at VinescoAugust 7 to 26, 2026.
- 908 of 908
- confirmed documents were recorded at VinescoBetween August 7 and September 1, each one confirmed by a person.
- 59%
- of the frozen-food distributor’s order lines went through without anyone touching themSeptember 1 to 9, 2026.
- 4 → 1
- document types in a single inboxOrders, payments, stock transfers between warehouses and quotes, on the same screen.
What using it taught us.
- Ask instead of guessing
If the system picks the most likely option, the error shows up at delivery. So when it is not sure, it asks, and the same question is never asked twice.
- One alert, not a hundred
One morning there was a recording error that was only discovered at noon. Since that day, every 15 minutes the system checks what was confirmed and alerts once, with everything together.
- The second installation starts closer
At Vinesco, nine months passed from the start to the panel in production; the frozen-food distributor, building on what was learned, took four. What repeated in both is now a product: Mithandir Core.
Who it is for.
- YesDistributors and wholesalers that receive orders from salespeople or customers on WhatsApp.
- YesCompanies where someone in administration re-enters by hand what arrives in writing.
- YesTeams that want to keep their management system and add a new way in.
- NoIf your salespeople already enter orders directly into the system and it works, you do not need this: the problem we solve is double entry.
Cases in production.
Mithandir Core: software for wholesale distributors
Mithandir Core: a distributor’s orders, payments, suppliers and agreements in a single inbox. In production at 3 distributors in Rosario; errors at 0.01%.
- ½ a 1full-time employee a month, saved by each module
- 0,01 %entry errors; before, 2 to 5%
- 1inbox for orders, payments, suppliers and agreements
Distributor sell-out visibility: which stores the product reaches
Distributor sell-out visibility: we designed how a brand can see which stores its product reaches, the next day, without touching anyone's system.
Frequently asked questions.
Do salespeople have to use a new app?
No. They keep sending orders on WhatsApp, as always. The system sits behind the chat: it reads the message, builds the order and leaves it in an inbox for administration to confirm.
Does it understand voice notes, photos and pasted lists?
Yes. The distributors we work with receive orders as text, as lists, as photos of a handwritten list and as voice notes, and the system interprets them against the catalog. If something is ambiguous, like a product with two sizes, it asks before entering it.
Does it connect to my management system?
In most cases, yes: the order ends up recorded in the system you already use, once. The two distributors in the case run different systems and the method was the same. When the system is in production, we first read it without writing, and write only when a person confirms.
What if the system gets it wrong?
Nothing goes out on its own: a person confirms each order before it is recorded, and when the system is unsure it asks instead of choosing. Also, every 15 minutes it checks that everything confirmed was recorded and, if something failed, it alerts in a single message. At Vinesco, 908 of 908 confirmed documents were recorded.
How long until it is up and running?
A first version to try can be ready in weeks; getting it to work in production takes longer. At the first distributor, nine months passed between the start and the panel in production; the second, building on what was learned, took four. Today we start from Mithandir Core, the product that came out of those two.
How much does it cost to automate WhatsApp orders?
It depends on three things we look at in the first meeting: which document types come in besides orders (payments, stock transfers, quotes), which management system we need to connect to, and the state of the catalog and the customer list. With that, we send you a proposal with a fixed scope and price.
Do I need the official WhatsApp API?
It depends on how orders reach you today and what the system has to answer. If it has to read and reply on WhatsApp from a company number, there is a business and number verification process with Meta, which is what can take the longest. We look at it at the start and guide you through each step.
Related services.
- AI agents for WhatsAppAI agents for WhatsApp that serve customers, take orders, book appointments and record everything in your systems. With a person alongside when needed.
- AI solutionsAI agents that read orders, invoices and PDFs, decide with your business rules and act in your systems. With a person who confirms.
- Forward Deployed EngineeringAn engineering team inside your operation: it learns how you work, builds software and AI on your real systems and tunes it with use.
Further reading.
- Forward Deployed Engineering: what it is and how an FDE worksWhat Forward Deployed Engineering is, what an FDE does, the skills it takes and how it differs from a consultancy or a software shop. With a real case.
- Invoicing with ARCA without leaving your systemElectronic invoicing is usually a separate step that someone does by hand at the end of the day. What it takes to build it into the system your team already works in.
Does the same happen at your distributor?
Tell us how orders reach you today and who enters them. We’ll tell you what a system can solve, and what it can’t.