The Hypatos AI Agent for Sales Order Processing: supporting a stellar customer experience from the first touch point

Who is it for?

We built the Sales Order Processing AI Agent for Global Business Services (GBS) teams, and teams at Shared Services Centers, who all face the immense back-office challenge of processing sales orders efficiently and proving their value as a trustworthy revenue center. Perfectly timed, understood, routed and booked sales orders are the first step – and a no-brainer factor – towards exceeding your clients’ customer experience (CX) standards.

What can the Sales Order Processing AI Agent do for you?

1. Increase the autonomous to manual processing ratio

The AI Agent handles sales orders arriving via any channel – from an email, scan to a manual upload, in any format, and in any of the 200+ languages that Hypatos supports.

It immediately captures and comprehends new documents, matching them to relevant information within the Enterprise Resource Planning (ERP) system. For example, it predicts and assigns sales representatives and matches sales requests to the latest catalogue.

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2. Value the precious time, skills and expectations of your team

Thanks to the Sales Order Processing AI Agent, your operators are looped in the document handling tasks only when necessary. They can dedicate their attention where it counts and decrease the backlog noise proportionally to the number of autonomously processed sales orders. With that being said, some documents won’t follow a ‘touchless’ journey for multiple reasons, among which:

• Not meeting sales criteria: your client wants to purchase smaller quantities than your minimum required, a requested product is no longer part of your current sales catalogue, etc.

• Inconsistent ERP data: the agent encounters conflicting ERP data and cannot decide on the correct action independently. Example: data assigned to similar documents prescribe multiple sales reps, when only one is required to advance the process‍

_{Rejecting a sales order in Studio}

Orders requiring manual oversight are handled through Hypatos Studio – our Human-in-the-Loop (HITL) interface. It provides visibility into the processing stages and facilitates easy corrections, rejections or communication with the client. You can also opt-out of doing this through Studio and stay within your usual document processing tool that the Hypatos AI Agent is deployed to.

3. Bring the real no code revolution to your back-office

The AI Agent’s behavior can be customized using a user-friendly prompting interface where users describe the business logic and processes in plain text, without any coding. Users can define how the agent distinguishes between data fields on your document (shipping vs billing addresses), classifies clients (wholesale vs retail, by product, by industry, by geography, etc.), and handles sales order rejections based on specific criteria.

_{Writing instructions for the AI Agent via the prompting service}

This flexibility makes the AI Agent a fantastic sidekick that adapts quickly to any dynamic business environment whether it changes internally or responds to external developments.

Key highlights

1. Data Mastery: The AI Agent predicts and activates process-critical business data to move the document downstream matching it to the correct ERP data and assigning owners and next steps autonomously

2. Contextual Decision-Making: It makes intelligent decisions based on the context provided within the document

3. Scalability and Efficiency: By automating the processing of sales orders, the AI Agent enables organizations to handle higher volumes of orders with greater speed and accuracy, reducing administrative costs and increasing processing efficiency.

Many sales orders can get processed autonomously even though human operators are still required to clock in and handle them manually. Implementing the Hypatos Agent for Sales Order Processing is the fastest way to achieve the ‘touchless’ treatment you and your customers deserve in 2024 and beyond.

You asked – we answered

Viewers who joined us live for the webinar Unveiling the Hypatos AI Agent for Sales Order Processing, asked some interesting questions that we’d like to share with you:

1. Does your AI validate against old material codes in our catalogue?

Answer: Yes, our agent is flexible in matching any data related to product catalogues. The pre-requisite is simply that you have this data available on your side. After that, it’s just about providing the data to Hypatos (usually through our REST APIs) and the agent does the rest.

2. Is there a limit on the number of documents that can be processed in a day?

Answer: No. It is fully scalable for all sizes of organizations, with no limitation on processing capabilities.

3. Does it work with third-party solutions such as Boomi integration?

Answer: Yes. Our system is built for integrating into existing solution stacks on top of which Hypatos provides the automation. With regards to integrations, using middleware solutions like Boomi is a common pattern for integrating with our REST APIs. Boomi and Hypatos are officially partners and we offer a Hypatos Boomi Connector.

Hypatos also offers ready-to-use SAP S/4 Hana connector, as well as integrations to Workday and Coupa.

4. Can the rejection feature be embedded into a workflow option? I wouldn't always want to reject an order back to the client, but rather would have my CSR reach out to the client to discuss options.

Answer: Yes, instead of sending the email we could also route the order into a specific project inside our application. Through our APIs documents and their related data in such projects can be collected by any process that then e.g. creates a service ticket

If you want to see the Hypatos AI Agent in action, check out this webinar or schedule an individual demo with our friendly team!

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