From fax to AI. How Bewital rethought its order processing.
Around 1,000 B2B orders per week, many arriving as fax or image, and an inside sales team at its limit. Together with Aviando, Bewital built an AI-powered process that replaces manual entry and noticeably relieves the team.
Orders arrived daily, by email, as images, as faxes. Every single one had to be read, checked and typed into the system by hand.
At around 1,000 orders per week, that was no side issue. The inside sales team worked under constant pressure, overtime became routine and the error rate climbed.
The goal was clear: digitalise the process so unstructured input is handled automatically, without forcing customers to change how they order.
Time saved
80 %
less effort per order
Industry
Pet food
specialist retail B2B
Technology
Salesforce
+ Agentforce
Bewital: quality for pets and specialist retail
Bewital is an established manufacturer of high-quality pet food, supplying specialist retailers with a broad product range. The company stands for quality and reliability and sets high standards for its own ability to deliver. With growing order volumes and a diverse customer base, scalable digital order processing was the logical next step.
"Experienced agency? Great track record & trust but low agility.
Young agency? Small track record & risk of them dying.
Aviando? Perfect mix of super experienced team filled with A-players yet customized service mentality."
Jan Phillip Petershagen Managing Director, Bewital The problem: high volumes, manual processes, too little time
Bewital processes around 1,000 B2B orders per week. Many arrived unstandardised, as fax, image or email, in different formats, with deviating article numbers and no consistent structure. Every order had to be read, interpreted and entered into the system manually. That cost time, produced errors and strained the team.
High manual effort
Every order was captured by hand, regardless of format or volume.
Mixed inbound formats
Fax, image, email: no single channel, no structure that could be automated.
Inside sales at its limit
Rising volumes led to overtime, stress and delays in delivery.
What we built together
The approach was clear: digitalise the process, not the customers. Instead of introducing a B2B shop that would not have worked for many customers, we built an intelligent processing pipeline that handles the input customers already provide today.
AI-powered interpretation
Agentforce reads and understands incoming orders, regardless of format, layout or channel.
Intelligent data mapping
External article numbers are automatically matched to internal master data, even in deviating formats.
Seamless system integration
The processed order lands directly in Salesforce, prepared for approval and ERP handover.
Our approach: process first, then the tool
We did not start with technology but with the question: where does the team lose the most time? What can be automated without giving up control? From those answers we developed a clear workflow and delivered it step by step.
- 01
Analysis of the order processes and identification of the biggest time sinks
- 02
Building the technical foundation in Salesforce and Agentforce
- 03
Developing the AI logic for interpretation and data mapping
- 04
Iterative optimisation in close exchange with the business team
What changed through the project
In less than three months, a manual bottleneck became a scalable, AI-powered process. Inside sales works more efficiently, the team is relieved and retailers receive their goods faster.
80 %
less effort: the manual work per order was reduced drastically.
< 3 months
to go-live: from idea to a working solution in under three months.
1,000
orders per week: the process scales reliably, even at high volume.
2 workdays
faster: quicker processing means quicker delivery for retailers.
Presented live: our masterclass at OMR
We presented this use case together with Bewital in a masterclass at OMR, showing how an everyday manual problem becomes an intelligent, AI-powered process and what other companies can take away from it. You can watch the session recording here.
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