Flagship caseBuilt by 10XDistribution & Wholesale
Regional AI Automation
Company profile — A regional distribution and wholesale operation in Southeast Asia, moving physical goods through marketplace and direct B2B orders. A lean operations team and no in-house software engineering.
Operational context
Order intake, supplier follow-up and reporting all ran through email, WhatsApp and individual memory. Two or three people were the system — when they were busy or away, orders stalled and nothing had a single status.
System architecture
- An order-intake layer that consolidated orders from multiple channels into one queue
- A purchase-order engine that drafted POs from intake data against supplier records
- An AI-assisted triage step that classified and routed incoming messages
- A supplier-notification flow with confirm/flag responses tracked back to the order
- A single order-status view replacing scattered inboxes
Workflow sequence
- 01Order or enquiry arrives across channels
- 02AI triage classifies it and routes to the right queue
- 03System matches it against supplier records and drafts the purchase order
- 04A buyer reviews the draft and approves, adjusts or rejects it
- 05Approved PO and supplier notification are sent
- 06Supplier confirmation is captured and tracked against the order
| Order | Source | Stage | Status |
|---|---|---|---|
| ORD-4021 | Channel A | Drafted PO | Awaiting approval |
| ORD-4022 | Channel B | Triaged | Matched to supplier |
| ORD-4023 | Channel A | PO sent | Confirmed |
| ORD-4024 | Direct B2B | New | In triage |
Constraints
No new headcount could be added, and the tooling had to be something the existing team could keep running without a dedicated engineer.
Human decision gate
Buyers approve every purchase order and supplier notification before it goes out — the agent drafts, it does not send.
Access & confidentiality
Access was scoped to the order-intake, purchase-order and supplier-messaging systems only, and revocable at any time.
What stayed under human control
Buyers retained sign-off on every purchase order and supplier notification. The agent and automation prepared and routed work; no commercial decision was sent without a person approving it.
Implementation approach
Processes were mapped and simplified before anything was automated — unnecessary steps were removed first. The build used proven workflow tooling the existing team could operate without a dedicated engineer, with human checkpoints designed in at every commercial decision.
Before
A regional distributor ran order intake, supplier follow-up and reporting through email, WhatsApp and memory. Every process routed through two or three specific people.
After
Reduced manual coordination, created a single order queue, and removed dependence on individual inboxes.
What the client owned afterward
The automation logic, the workflow configuration and the documentation were delivered to the business, built to be maintained by the existing team rather than creating a permanent dependence on 10X.
Outcome type
Efficiency & risk reduction