Thousands of orders. Thin margins. No room for keying.
Distributors live on volume: EDI, emailed orders, short pays and rebates. We put agents on the keying and connect the ERP to your trading partners, so the margin isn't eaten by the back office.
The Distribution Strategy Group's 2026 survey found email order automation is the most adopted AI use case among distributors.
Orders
Email and PDF orders
When
A customer emails a PO or a reorder
Then
Draft order with customer part numbers, price and stock checked
CSR approves exceptions
Pricing
Quotes and margin
When
A quote request arrives
Then
Contract or matrix price applied; below-floor margin flagged
Pricing manager approves
Rebates
Ship-and-debit claims
When
Invoiced sales match a supplier agreement
Then
Claim built and supplier responses chased
Rebate analyst approves
Cash
Deductions
When
A customer short-pays
Then
Proof of delivery and pricing pulled; dispute drafted
AR approves
Cash
Collections
When
Invoices pass due
Then
Reminders drafted per account
Collector sends
Rebate paperwork
The EDI documents behind ship-and-debit.
Document
What it carries
Who sends it
X12 845
Price authorisation: the special pricing agreement
Supplier to distributor
X12 867
Product transfer and resale report
Distributor to supplier
X12 844
Product transfer account adjustment: the claim
Distributor to supplier
X12 849
Response to the claim
Supplier to distributor
From X12 transaction set definitions. Unclaimed or late rebates are a common margin leak; vendor estimates vary.
Platforms
ERPs distributors run.
ERP
Epicor Prophet 21SYSPRODynamics 365 Business CentralMicrosoft Dynamics GPSage 100NetSuite
FAQ
Questions from distributors.
Can an agent take orders from email?
Yes. It reads the email or PDF, matches customer part numbers to your items, checks price, stock and credit, and drafts the order for a CSR to approve.
How do we stop margin leaking on quotes?
Apply contract and matrix pricing automatically, flag anything below the floor, and route exceptions to a pricing manager. The agent never changes price lists.
How do distributors manage supplier rebates?
Match invoiced sales to agreements, report resales (867), file claims (844) and chase responses (849), then reconcile. An agent can do the matching and chasing; an analyst approves claims.
Which ERPs do distributors run?
Commonly Epicor Prophet 21 or Eclipse, Business Central, SYSPRO, Acumatica and NetSuite. We work through each one's supported APIs.
QServices Inc. undertakes every project with a high degree of professionalism. Their communication style is unmatched and they are always available to resolve issues or just discuss the project.
Turn the Microsoft Licenses
You Already Own Into an AI Workplace
Join our live webinar on Sept 24 and see five ways to automate meetings, approvals, and
