AgentsExample from technical wholesale

From email to completed task.

A customer wants 40 brackets by the end of the month. The agent checks the stock, asks the supplier, knows the customer's history and drafts the reply. And where it is not sure, it asks instead of promising something.

Arrange a call Where the agent stops

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Sales inbox

40 wall brackets by the end of the month?

LBL. Brunner · Muster Transport AGtoday, 08:12

Hello

We would need 40 HX-220 stainless steel wall brackets, delivered to Chur by the end of the month.

How much is shipping?

And please be on time this time: the last delivery was almost a week late.

Kind regards
L. Brunner

RecognisedItem and quantityDeadlineShipping questionComplaint

The agent checks

StockHX-220: 18 in stock22 short

SupplierRestock in 12 working daystight

Customer recordsCustomer since 2014 · last delivery 6 days lateconfirmed

Shipping schedulequerying …no response · trying againChur: CHF 24.50, ships at month end2nd attempt ok

This is where the agent stops

Delivery date cannot be promised safely. 40 ordered, 18 in stock, restock tight. A query to purchasing has been created. The customer is not promised a date.

Draft reply to L. Brunner

Dear Ms Brunner

Thank you for your enquiry, and please accept our apologies for the delay last time.

We can deliver 18 HX-220 right away; shipping to Chur costs CHF 24.50. For the remaining 22 we are clarifying the date with our supplier and will get back to you by tomorrow.

Kind regards

18 units: matches the stock
CHF 24.50: matches the shipping table
No delivery date promised

Query to purchasing is ready Send✓ Sent

Anonymised data

Check the stock.Call the supplier.Find the customer file.Type the reply.

The agent has already done that.

You read the draft, see what it checked, and send it. If something is unclear, the query to the right person is already prepared.

Rule: delivery dates

Iforder quantity greater than stock level

Andrestock not reliably before the deadline

Thenpromise no datequery to purchasing

This rule applies every time, even when a customer pushes in the email or writes "please confirm immediately".

It knows when to ask.

An agent is only as good as its limits. You set them, in your own words: what it may do, where it stops and whom it asks then.

Your rulesCommitments, discounts, dates: anything sensitive goes to the right person.
Checked before sendingEvery figure in the draft is matched against your systems. If something is off, you see it.
Nothing goes out without youThe agent prepares. Sending, ordering and committing are up to your team.

The same customer email, two ways

What actually changes for your team. Both ways start at the same time.

Today

Seven steps, four systems, one phone call.

1Read and understand the email
2Check stock in the ERP
3Ask the supplier
4Search the customer file
5Look up shipping costs
6Write the reply
7Double-check the figures

Answered. The next email is waiting.

With AI

Two steps. The rest is prepared.

Look up, draft, check figuresdone by the agent
1Read the draft and the query
2Send

Answered, without a false promise.The query to purchasing is already on its way.

Example: the same customer email, both ways at once

Your
AI solution

Outlook Inbox Business Central Abacus Bexio Stock & suppliers Your system with an API

Fits what you already have.

The agent works with the systems you already have today. It reads where your data lives and puts drafts and tasks where your team sees them.

Tailored to your needsYour processes, your rules, your approval paths.
Hosted where you wantIn your own environment or with a provider of your choice.
Your team approvesNothing is sent or ordered until someone on your side has agreed.

Why Kallysoft

The agent checks prices and dates against your systems and shows how sure it is. Where it is unsure, it stops and asks. Nothing is sent until you approve.

Which emails does your team answer the same way every day?

Tell us about them. In a short conversation, we look at where an agent could take work off your hands and where it had better ask. No obligation, of course.

Send an email

+41 (0)61 544 05 00

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