Halcyon FoodsActive
- Pays at 60 days; credit limit $25,000, using $19,800.Account
- Deliveries before 9:00 only, at the rear dock.Email, Sep 12
CRPASales and customer service
AI agents for distributors and wholesalers
Every order confirmed. Every invoice collected.
Stuck orders, delivery dates, stock questions, quotes, supplier reorders and overdue invoices, handled every day by agents that know each customer's prices, terms and habits. Your team keeps the relationships and the deals.
Sample data
Orders and returns · Halcyon Foods · 8:20
Halcyon Foods' order in your B2B store has been stuck for 2 days: 2 products are out of stock until Tuesday. The message with the new date is ready. Send it?
Sent. The order is tagged with the new date.60+
Overdue invoices
NR
Northwind Retail
PostgreSQLGoogle SheetsSharePoint and OneDriveMicrosoft OutlookGmailMicrosoft TeamsHoldedXeroa3a3innuvaHubSpotShopifyWooCommerceSlackGoogle Drive
Where a distributor's week really goes.
Not into customers and suppliers. Into chasing stuck orders, answering “when does it arrive?” and chasing the same overdue invoices. Switch the week to see who does it with Brainstack.
27.5 hours a weekAbout 3 hours of review
Done by your teamDone by an agent, you review
The team your business would hire next.
Each agent knows every customer's prices, credit and delivery rules. Start with the one that eats most of your back office.
Orders this week142
138 delivered on time4 late: customers toldOperations
Orders and returnsFollows every order until it is delivered, flags late or incomplete ones and prepares returns and credit notes for your yes.
See this agentDo you have 40 cases of item 2210?Yes, 112 in stock. Delivery Thursday.
Customers
Customer serviceAnswers “when does it arrive?” and “do you have it?” from live stock and delivery data.
See this agentQuote · Bluebird CoFor review
Total$12,640
Sales
Quote writerBuilds quotes from your price tiers and the customer's terms, ready for the rep to send.
See this agentBelow safety stock5
Item 2210 · boxes6 days
Operations
Suppliers and purchasingSpots products below safety stock and drafts the purchase order to each supplier.
See this agent Past 60 days7
Outstanding$38,400
Admin and finance
Billing and collectionsChases overdue invoices by due date and tells sales when an account passes its credit limit.
See this agentMissed their usual order9
Northwind Retail5 weeks
Sales
Follow-up repNotices when a regular customer misses their usual order and reminds them, with their last order to repeat.
See this agent New in your area18
Sales
Lead finderFinds shops, restaurants or workshops in your territory that match your best customers.
See this agentWeek 43 · margin24.6%
Admin and finance
Financial reportingSends sales by customer, rep and product family every Friday, with margin.
See this agentA day in your business.
While your reps are on the road and the warehouse is loading, orders, questions and invoices keep moving.
Orders and returns
Checks 142 open orders in your Shopify B2B store. 3 have stopped moving; 2 are waiting on out-of-stock products.
Orders and returns
The message to Halcyon Foods is ready with the new date for 2 out-of-stock products.
Needs your yesCustomer service
Answers 17 delivery and stock questions from the stock sheet and today's routes.
Quote writer
A restaurant group asks for a quote: built from your volume tiers and their 30-day terms.
Needs your yesSuppliers and purchasing
5 products are below safety stock. Purchase orders drafted for 2 suppliers.
Needs your yesBilling and collections
Sends 7 reminders for invoices past 60 days. Northwind is over its credit limit: their rep is told.
Follow-up rep
9 customers who order every Thursday haven't yet. Each gets a reminder with their last order ready to repeat.
Financial reporting
Weekly sales by customer, rep and product family posted in Teams, with margin.
Brain
Updates 240 customer files with today's orders, payments and incidents, each fact with its source.
Every account, with its own terms.
Prices, credit, delivery rules and buying habits live in one file per customer and supplier, each fact with its source. Agents read it before they confirm, quote or chase.
Northwind RetailGone quiet
- Usually orders every Thursday; last order 5 weeks ago.ERP database
- Complained about a late delivery on September 18.Email, Sep 18
CRTheir rep only
Brightline PackagingPrice change
- New price list from December 1: boxes up 4%.Price list PDF
- Lead time 10 days; minimum order 20 pallets.Supplier sheet
JUPurchasing only
Sample dataHow the company brain works
Credit and prices stay your call.
Agents confirm, answer and chase within the rules you set. Discounts, credit and purchases always reach a person first.
Your rules
Confirm an order at list priceAlone
Discount off the price listAlways asks
Order over credit limitTo sales, with history
Change data in your ERPNever: read-only
- Prices and discounts
Anything off your price list or a customer's agreed terms waits for a yes.
- Credit limits
Orders that pass a customer's limit are held and sent to their rep with the payment history.
- Purchase orders to suppliers
Reorders are drafted with stock and sales behind them, never sent on their own.
- Your ERP stays untouched
Agents read your ERP's database in read-only mode. They prepare order lines; your team enters them.
- Your own server in the EU
Your brain runs on its own machine in the US or Europe, with encrypted backups every 6 hours.
Works with your ERP and your inbox.
Agents read orders in your store and supplier mail where they already arrive, check them against your data and leave the work where your team expects it.
PostgreSQL
Reads your ERP's database, read-only: stock, prices, orders.
Google Sheets
Reads stock and route sheets and keeps the returns log.
SharePoint and OneDrive
Reads price lists, exports and supplier files.
Outlook
Reads supplier confirmations, delivery notes and invoices from your shared mailbox.
Gmail
Answers “where is my order?” and sends approved replies from your address.
Microsoft Teams
Posts reports and alerts to the channels you choose.
Holded
Issues invoices, reads contacts and reconciles payments.
Xero
Reads invoices and contacts to chase late payments.
a3a3innuva
Reads companies, chart of accounts and balances.
HubSpot
Logs rep visits, quotes and next steps.
Shopify
Reads orders and inventory from your B2B store.
WooCommerce
Reads orders and products from your online shop.
Priced like a tool. Works like a hire.
Pick the plan for the size of your office team, not your order volume. Use the Claude, ChatGPT or Gemini plan you already pay for.
Your first 3 agents: orders, questions and collections.
Starter$99 /mo
10 agents across orders, sales and admin.
Growth$499 /mo
25 agents and dashboards for every area.
Scale$999 /mo
We build it with you and agree a price.
Custom
Distributor questions, answered.
Our ERP isn't on the list. Does it work?
Yes, in most cases. Agents can read your ERP's database in read-only mode, or work from the exports it saves to SharePoint, OneDrive or Drive. Tell us which ERP you use: requests decide what we connect next.
Where do agents read customer orders?
In your Shopify or WooCommerce B2B store: they follow each order until it is delivered and answer “where is my order?” by email. Supplier confirmations and delivery notes that arrive by email are read by Suppliers and purchasing; invoice PDFs, by Expenses and receipts. Orders that customers email as a PDF are not read yet.
Will agents change prices or extend credit?
No. Discounts, credit decisions and purchase orders always wait for a person. Agents work within the price lists and limits you already have.
Our reps live on the road. How do they use it?
Agents post alerts and summaries to Teams, Slack, Telegram or email, so a rep sees a quiet account or a credit issue on their phone. Anything that needs a yes is approved in Brainstack, Telegram, Slack, Discord or email.
Where is our data kept?
Your company brain runs on its own server in the US or Europe, with encrypted backups every 6 hours. The AI model you choose processes each request under its provider's terms.
Which plan fits a distributor?
Up to 3 people starts on Starter ($99/month). Up to 10 people fits Growth ($499/month), up to 30 people Scale ($999/month). Groups of companies talk to us about Custom. Your AI plan is paid directly to the provider.