02 / MANUFACTURING / SALES AUTOMATION

An AI agent that reads incoming material requests, checks them against the ERP, and drafts the quotation before a person opens the email.

Client: Mumbai-based tools manufacturing conglomerate

Tags: Manufacturing · Email Automation · ERP Validation · Document Generation · OCR

// Context

Customer material requests arrived by email — sometimes typed, sometimes a photographed handwritten list, sometimes a scanned PDF or spreadsheet — and every one required someone to read it, manually check whether each material existed in the ERP, work out which of the company's locations could fulfil it, and type up a quotation by hand. A single multi-item order could take a sales coordinator the better part of a day, and mixed orders — some items valid, some not — had no clean handling path.

// Our Solution

An AI agent that reads, checks, and drafts. It merges the email body with OCR'd images/PDFs and parsed Office attachments into one document, classifies the inquiry, and extracts every material number requested. Each material is validated live against the ERP; inquiries end up correctly labelled standard, mixed, or non-standard based on what's actually fulfillable — not just what was asked for. Valid materials are grouped by fulfilment location and turned into one quotation document per location, attached to an auto-drafted reply.

// Technical Details

• Multi-format ingestion: AI OCR for images and scanned PDFs (rendered at 300 DPI per page), document parsing for Word/PPT/XLS
• LLM classification (standard / mixed / non-standard) with automatic chunking and result-merging for long threads
• Live ERP validation per material line over a secured database connection
• Automatic reclassification when an inquiry contains both valid and invalid materials
• Location resolution mapping native material codes to fulfilment-location codes
• Multi-location quotation splitting — one document generated per fulfilment location
• Thread-aware processing: skips stale messages, cleans up duplicate drafts, auto-labels processed mail