At a mid-market manufacturer or distributor, customer service and accounts payable (AP) re-key orders and invoices into an ERP that has run the business for years. Webaroo builds agents that read them, check them against your prices, stock, and POs, and post them to the same ERP after a person approves.
01/03
Orders that do not come in by EDI arrive as emails and PDFs with line items, part numbers, quantities, and ship-to addresses. Customer service keys each line into the ERP, so more orders mean more reps to hire, and the mistakes come back as wrong shipments and credit memos.
02/03
Price, availability, and lead time sit in the ERP, a price file, and a spreadsheet. Quotes go out late while someone checks all three, the accepted quote is keyed in again as an order, and reorders go out after a part has run short.
03/03
AP matches each supplier invoice to its PO and receipt line by line. Price and quantity differences get paid, or get found weeks later.
Customer PO / Order rules / Fourteen lines read / Customer service
Reads customer POs, quote requests, and supplier invoices from email and PDF into lines, part numbers, quantities, and prices, each with a confidence score, and puts every record in a review queue.
See Document IntakeContract price list / Stock by warehouse / Two lines flagged
Checks orders against your prices, item master, and stock, and supplier invoices against the PO and receipt. Routes exceptions to customer service or AP, drafts reorders for a buyer to approve, and posts to the ERP only after a person says yes.
See Workflow AgentYour team / The pod / Production
A pod of forward-deployed engineers, a pod lead and engineers who work inside your business, connects both to the ERP you already run, without replacing it and without an AI team of your own. The first workflow is measured at the production checkpoint.
See how a forward-deployed pod worksOne customer order at a mid-market industrial distributor, from the PO in the inbox to the order in the ERP.
Illustrative / Example data / No live actions
At 6:50 a customer emails a PDF purchase order for fourteen lines and asks for ship dates today. Document Intake reads it into lines, part numbers, quantities, prices, and the requested date, each with a confidence score.
Document IntakeCustomer PO, 06:50 / Order rules / Fourteen lines read / Customer service
The Workflow Agent matches each customer part number to the item master and checks the line against the customer's contract price list and stock by warehouse. Twelve lines match. One price differs from the contract, and one part is discontinued with a listed substitute.
Workflow AgentContract price list / Stock by warehouse / Two lines flagged
The Workflow Agent drafts the sales order with the twelve clean lines and holds the two exceptions, each with its reason and the source page. Nothing posts to the ERP and nothing goes to the customer until customer service decides.
Workflow AgentCustomer PO / Contract prices / Two lines held / Sales order drafted
At 8:40 the customer service rep accepts the substitute and keeps the contract price. The order posts to the ERP, ship dates are set, and the confirmation goes to the customer, with every decision logged.
Workflow AgentHeld lines / Substitute and price / Customer service rep / Order in the ERP
Done 1 hour 20 minutes before the same-day ship cutoff.
Illustrative
A mid-market industrial distributor whose orders arrive as PDFs and emails and are keyed into an ERP that has run the business for years. Document Intake reads the orders, the Workflow Agent checks and routes them, and an FDE Pod connects both to the ERP.
In ten days, the assessment maps the top 3 workflows with today's numbers, such as order entry or supplier invoices. You get an AI inventory, risk tiers, and a 90-day plan. A single build or an FDE Pod then takes the first workflow to production on the systems you already run, measured against the number from the assessment. A pod is measured at its production checkpoint.
Pricing exceptions, substitutions, credit holds, and supplier payments stay with your people. Every agent is governed by rules your team approves in writing: it reads, checks, and drafts, and anything the rules do not cover goes to a named person.
Three products fit: Document Intake, the Workflow Agent, and an FDE Pod. Start with Document Intake when orders and invoices are typed in by hand. The Workflow Agent checks them against your prices, stock, and POs, routes the exceptions, and drafts reorders for a buyer to approve. An FDE Pod connects both to your ERP and takes the next workflows.
No. Webaroo is your AI integrator and operator: we build and run AI inside mid-market companies. Ask Roo, Webaroo's AI, for a straight answer first, or book 15 minutes with Connor Murphy, our Founder and CEO. If there is a fit, the paid 10-day AI readiness assessment picks the top 3 workflows with today's numbers.
AI consultant vs AI integrator vs AI operatorNo. There is no rip-and-replace: the agents work on top of the ERP you already run. Your IT team grants each connection. Nothing writes until your rulebook, the written rules your team approves for each agent, allows it, and by default a named person approves each record before it posts.
AI integration with your ERP and CRMOnly if your team allows it in writing. By default, each record waits in a review queue with the source page, the fields, and a confidence score until a named person approves it, and every post to the ERP is logged. If your team sets a confidence threshold in writing, Document Intake records above it can post on their own and are logged the same way. The Workflow Agent writes to the ERP only after a named person approves.
The line is held, not guessed. The Workflow Agent flags the reason, such as a price that differs from the contract, a discontinued part, or a quantity above available stock, and sends it to customer service with the source page. A PO layout Document Intake cannot read goes to a person the same way, with the reason attached. After go-live we check field accuracy and update the extraction when a customer changes its PO layout.
We deploy and operate directly within your existing security perimeter, implementing NIST AI RMF and SOC 2-aligned controls. Network security, IAM and endpoint security remain the exclusive responsibility of your team or your MSSP. An MSSP is a managed security service provider. We work only through access your team grants in your SSO and IAM, scoped per person and agent, and your team can cut off our access in one step. Every action an agent takes is logged where your team can read it.
How we handle your dataThe written plan from the 10-day assessment sets the timeline before any build starts, and an FDE Pod's checkpoint is at day 90 for a small pod or day 120 for a large pod.
At Webaroo, a single-workflow build is a fixed fee for a defined scope, quoted on a call. An FDE Pod is a monthly fee on a 12-month term, with a production checkpoint at day 90 for a small pod or day 120 for a large pod. Half the assessment fee is credited, only toward a 12-month contract.
The first paid step is your AI strategy, a 10-day AI readiness assessment: AI inventory, risk tiers, the top 3 workflows with today's numbers and a 90-day plan.
Book 15 minutes with Connor