Real Use Case:

How The System Works:

This bot auto-reads incoming emails from clients or vendors, detects the intent (e.g., RFQ, payment status, shipment delay), and sends a smart WhatsApp reply — either as a draft or auto-approved message.

A client sends an email asking for their shipment ETA. The bot reads it, identifies it as a status request, pulls the ETA from the TMS, and sends a WhatsApp update: ‘Hi Sarah, your shipment will reach destination warehouse by August 10, 3 PM.’

Key Advantages:

• Saves 3–5 hours of manual email checking per day
• Improves response time to clients by up to 60%
• Ensures no inquiry is missed during weekends or holidays

Real Use Case:

How The System Works:

Captures potential leads from multiple channels, automatically qualifies them using intelligent questions, and categorizes them by priority and service type before pushing qualified data to your CRM.

When someone messages: ‘Need freight rates for international route’, the bot asks smart follow-up questions about cargo type, weight, and timeline, then creates a qualified lead in your CRM tagged as ‘Express Freight – High Priority’.

Key Advantages:

• Increases lead conversion by 40% through instant response
• Eliminates manual lead entry and qualification time
• Ensures hot leads are never lost in your inbox

Real Use Case:

How The System Works:

Monitors your Excel sheets for changes and automatically triggers workflows like payment reminders, shipment follow-ups, or vendor communications whenever you update status or add new entries.

When a user marks a vendor payment as “Due” in Excel, the system automatically sends a professional payment reminder via WhatsApp message to the vendor and schedules a follow-up for next week.

Key Advantages:

• Eliminates manual follow-up task management
• Ensures no vendor payment or shipment follow-up is missed
• Saves team 1–2 hours daily on routine communications

Real Use Case:

How The System Works:

Automatically processes incoming invoices and Bills of Lading, extracts key information like amounts, dates, and shipment details, then inputs the data directly into your management systems.

A vendor emails a scanned invoice. The AI reads it, extracts the amount, service details, and due date, then automatically creates an entry in your ERP with all the correct information.

Key Advantages:

• Reduces data entry time by 85%
• Eliminates human errors in invoice processing
• Speeds up billing cycles and payment processing

Real Use Case:

How The System Works:

Automatically generates and delivers aging reports showing overdue payments, upcoming due dates, and collection priorities directly to your WhatsApp, with actionable insights and recommendations.

Every Monday morning: ‘Aging Report: $ 125K overdue (3 clients). Priority: ABC Trading owes $ 85K (45 days overdue). Action: Call today. XYZ Corp payment due Friday – send reminder Wednesday.’

Key Advantages:

• Never miss a collection opportunity
• Prioritizes efforts on highest-value overdue accounts
• Improves cash flow by 25% through timely follow-ups

Real Use Case:

How The System Works:

Monitors payment due dates and automatically creates personalized, professional payment reminders that match your tone and relationship with each client, escalating appropriately based on overdue duration.

For a 7-day overdue payment: ‘Hi Joe, Hope you’re doing well. Just a friendly reminder that invoice #12345 ($ 25,000) was due last Tuesday. Could you please confirm the payment status? Thanks for your continued partnership.’

Key Advantages:

• Reduces overdue payments by 40%
• Maintains professional relationships through courteous reminders
• Frees up CFO time from writing payment messages

Real Use Case:

How The System Works:

Monitors tracking sheets and automatically sends accurate ETA updates to clients when shipments reach key milestones or when delivery schedules change, keeping everyone informed in real-time.

When a Dubai-bound shipment reaches Jebel Ali Port: ‘Update: Your shipment AWB456 has arrived at Jebel Ali Port. Customs clearance in progress. Expected delivery to your warehouse: Tomorrow between 10 AM – 2 PM.’

Key Advantages:

• Reduces client calls asking for status updates by 80%
• Builds trust through proactive communication
• Improves customer satisfaction scores significantly

Real Use Case:

How The System Works:

When delays occur, automatically generates professional explanations based on the specific reason (weather, customs, traffic) and sends appropriately worded messages to affected clients with realistic new timelines.

During a sandstorm delay: ‘Important update: Your shipment may be delayed by 4–6 hours due to severe weather conditions affecting the Dubai-Abu Dhabi route. Safety is our priority. New ETA: 6–8 PM today. We apologize for the inconvenience.’

Key Advantages:

• Maintains transparency during challenging situations
• Saves operations team time during crisis management
• Preserves customer relationships through honest communication

Real Use Case:

How The System Works:

Transforms traditional approval processes into simple WhatsApp conversations, allowing managers to approve purchase orders, payments, and pricing decisions directly from their phone with proper audit trails.

CFO receives: ‘Approval needed: PO #2345 for new trucks ($250K) from Al Futtaim Motors. Budget approved, vendor verified. One-click approval from anywhere.’

Key Advantages:

• Speeds up approval processes by 70%
• Enables approvals from anywhere, anytime
• Maintains complete audit trail for compliance

Real Use Case:

How The System Works:

Monitors document deadlines and automatically sends progressive reminders to employees and vendors when documents remain outstanding close to deadlines.

5 days before deadline: “Reminder: Your trade license renewal documents are due Friday. Please submit ASAP.” 1 day before: “URGENT: Documents due tomorrow. Please submit immediately or contact admin for extension.”

Key Advantages:

• Ensures 95% on-time document submission
• Prevents compliance issues and penalties
• Reduces admin workload by automating follow-ups