Intelifinity · Wholesale distribution · the whole-business journey
Turn your phone sideways for the best view of the journey.
One wholesaler, start to finish, run by a team of AI agents.
Three acts: Sell, Serve, Settle. One fictional business, "Banksia Trade Supplies". Every name, number and address is invented; the agent portraits are Intelifinity's own AI agent personas.
Act 1 of 3Sell. From a website visit to a paid opening order.Banksia Trade Supplies · a fictional wholesaler
01 · The front door
banksiatrade.example · wholesale gifts & apparel
Australian-made gifts, wholesale, delivered in days.
Wholesale gifts, homewares and apparel for retailers across NSW. Trade pricing, repeat orders in one click, dispatched within 24 hours.
Name
Mobile
Send enquiry
AI agentJack · Sales ManageronlineGift shop in Bowral, tourists mostly. Tea towels, mugs, cards.
Open accountSend catalogueCall me
Open the account, please. The Corner Store, Bowral.
Type a message… · or call the AI phone line
Three ways in, one front door.The contact form, the website chat and the phone line all lead to the same sales agent. It knows the range and the terms, and opens the account on the spot.
02 · A lead, not a message
KW
K. Walsh0400 000 000 · The Corner Store, Bowral NSW · new stockist
LeadNewQualifiedQuotedFirst orderShippedInvoiced
Details
SourceWebsite chatRangeTea towels, mugs, cardsExpected$1,200 / monthOnboardingThu 10:00 · TessOwnerJack → Tess
Timeline
Stockist created from website chatAI agent Jack · 9:12 am
Qualified : shop type, range, ABN checkedAI agent Jack · 9:13 am
Onboarding call booked Thu 10:00, TessAI agent James · 9:13 am
Catalogue & terms sent to the stockistAI agent Olivia · 9:14 am
Reminder the evening beforeAI agent Olivia · scheduled
AI agentJack · Sales Manager
AI agentJames · Dispatch Manager
AI agentOlivia · Customer Follow-up
Mon
Tue
Wed
Thu
Fri
10:00
Norwest NewsagentTess · range review
Kellyville GiftsTess · visit
K. Walsh · onboarding callTess
The CRM fills itself.The chat becomes a stockist with a stage, an owner and a timeline. Every agent step is written down, so anyone in the office can see where the account is.
03 · The opening order, priced and approved
Banksia Trade Supplies
Opening order Q-3101The Corner Store · Bowral · valid 14 days
| Item | Qty | Amount |
|---|---|---|
| Tea towels, native prints | 24 | $264.00 |
| Ceramic mugs, native prints | 36 | $378.00 |
| Canvas tote bags | 24 | $312.00 |
| Greeting cards, assorted | 120 | $246.00 |
Total incl. GST$1,200.00
Trade pricing from the stockist's price list · stock checked · ships in 24 hours
AI agentGrace · Pricing Specialist
Send this order?
Order Q-3101 for $1,200 — built from Tess's call notes at trade pricing.
Send by email with an online accept button.
Follow up in 3 days if there's no reply.
Approve & sendEdit pricesAsk the agents
Your Banksia opening order — $1,200To K. Walsh · sent 11:42 am by Olivia
Hi Kate, thanks for your time with Tess this morning. Your opening order at trade pricing is attached — accept online and it ships tomorrow.
Accept order online✓Sent · emailOlivia · follow-up in 3 days
Nothing goes out unapproved.Grace prices the order from the stockist price list and the stock on hand. The owner reads it, taps once, and Olivia sends it with an accept button.
04 · Ordered — and the invoice is already out
banksiatrade.example/order/Q-3101
Order Q-3101 · $1,200
Opening order, 204 items. Valid until 13 Nov.
Kate Walsh · The Corner Store
✓ I accept this order and the trade terms
Accept & payCRM · K. Walsh
NewQualifiedQuotedFirst orderShippedInvoiced
First order · $1,200 · accepted online 2:05 pm
SENT
Banksia Trade Supplies
Invoice INV-3101Opening order · due on receipt
| Description | Amount | |
|---|---|---|
| Opening order — 204 items at trade pricing (Q-3101) | $1,200.00 |
Total incl. GST$1,200.00
Created in Xero by Daniel from the order · 14-day terms after the first order
AI agentDaniel · Bookkeeper
Invoice INV-3101 — $1,200To K. Walsh · sent 2:06 pm
Thanks Kate — your opening order is confirmed. Here's the invoice; once it's paid the cartons are picked and on their way.
Pay $1,200✓Paid · 2:31 pmCard · reconciled in Xero
Accept, invoice, paid.The stockist accepts online. The order moves to First order, Daniel raises the invoice in Xero and sends it, and the payment reconciles itself when it lands.
05 · Picked, packed, dispatched
AI agentNoah · Stock & Purchasing
Consignment · DF-88211
Cartons3 · 14.2 kgCarrierDirect Freight · BowralStatus
PickedPackedDispatchedDelivered
Stock · after picking
Tea towels118 on handMugs, native prints42 · reorder raisedTote bags76 on handGreeting cards980 on hand
SMS · to K. WalshOlivia · Tue 4:10 pm
Hi Kate, your opening order is on its way — 3 cartons with Direct Freight, arriving Wednesday. Tracking link below.
Mon
Tue
Wed
Thu
Fri
9:00
Pick · 6 ordersBen
Pick · 8 ordersBen + Marco
Stocktake · aisle BMarco
Pick · 5 ordersBen
Pick · 9 ordersBen + Marco
12:00
The Corner Store · 3 cartonsBen · DF-88211 · opening order
Harbour Gifts · 3 cartonsBen · DF pickup
15:00
Direct Freight pickup12 cartons
Direct Freight pickup15 cartons
Local run · HillsMarco · 4 drops
Direct Freight pickup9 cartons
Direct Freight pickup18 cartons
AI agentJames · Dispatch Manager · booked
Picked and dispatched. Noah picks the order the moment the invoice is paid, packs it, books the Direct Freight consignment and updates stock on hand. James puts the pickup on the dispatch calendar. Olivia tells the stockist by SMS.
Act 2 of 3Serve. A repeat order and a damaged carton, handled end to end.From an email at 7:40 to a shipped order
06 · Every channel
@Email · 7:40 am
Order: 24 mugs, 12 tea towels, 36 cardsSame as last month please. Harbour Gifts.WWhatsApp · 8:02 am
A carton arrived damaged 😬Photos attached. 6 mugs broken.SSMS · 8:15 am
Can you add 10 totes to today's order?Harbour Gifts.WWebsite · 8:31 am
Enquiry formNew stockist, Orange NSW.☎Missed call · 8:40 am
VoicemailTranscribed and logged.Intake · today
Repeat order — Harbour GiftsEmail · $612 at their prices
Damaged carton — claimWhatsApp · urgent
Add 10 totes — todaySMS · Harbour Gifts
New stockist — OrangeWebsite · enquiry
Missed callTranscript ready
One front door, every channel.Email, WhatsApp, SMS, website, phone — every message becomes one intake item, read and priced the moment it arrives. An order in an email is an order, not a to-do.
07 · The agents arrive — and talk
Intake · today
Repeat order — Harbour GiftsEmail · $612 at their prices
AI agentLeo · Intake Coordinator
AI agentLeo · Intake CoordinatorDamaged carton — claimWhatsApp · urgent
AI agentRuby · Records & Claims
AI agentRuby · Records & ClaimsAdd 10 totes — todaySMS · Harbour GiftsAI agentGrace · Pricing Specialist
AI agentGrace · Pricing SpecialistNew stockist — OrangeWebsite · enquiryAI agentJack · Sales Manager
AI agentJack · Sales ManagerMissed callTranscript readyAI agentOlivia · Customer Follow-up
AI agentOlivia · Customer Follow-upHarbour Gifts · the agents talk
AI agent · Leo · Intake Coordinator
AI agent · James · Dispatch Manager
AI agent · Grace · Pricing Specialist
AI agent · Olivia · Customer Follow-up
A team, not a chatbot. Each specialist owns one part of the day. You can read their reasoning like a chat — who said what, and why.
08 · The human gate
Confirm this plan?
Pack & book Harbour Gifts' order on today's 15:00 Direct Freight pickup.
Send the confirmation and the apology with the replacement.
Create the Xero invoice and the freight claim.
Approve allChangeAsk the agents
Nothing happens until a person says so.The agents prepare; you decide. One tap approves the whole chain or sends it back with a note.
Wed
Thu · today
Fri
9:00
Stocktake · aisle BMarco
Pick · 5 ordersBen
Pick · 9 ordersBen + Marco
12:00
Harbour Gifts · 3 cartonsBen · pack by 14:00 · DF-88240 · + 6 replacement mugs
15:00
Local run · HillsMarco · 4 drops
Direct Freight pickup9 cartons
Direct Freight pickup18 cartons
AI agentJames · Dispatch Manager · booked
✓Stockist replied toEmail · 8:06 am
✓Order createdORD-2231 · Ben · 3 cartons
✓Draft invoice in XeroINV-2302 · $692 · 14-day terms
09 · The warehouse phone — a new pick, and what to do about it
8:06Thursday 30 October
BBanksia Trade Supplies · now
New pick · by 14:00 todayHarbour Gifts, 3 cartons: 24 mugs, 12 tea towels, 36 cards, 10 totes + 6 replacement mugs. Direct Freight pickup 15:00.Xero · Invoice INV-3088 paid · $980
Next · pack by 14:00 · ORD-2231Harbour Gifts · Manly · Direct Freight DF-88240
Pick list · 5 lines · 3 cartonsCartons 2 × B3, 1 × A2. Fragile label on the mugs. Freight label prints at packing.
Mugs × 30 · aisle B3 · bubble wrap
Tea towels × 12 · aisle A1
Cards × 36 · aisle C2
Totes × 10 · aisle A4
Start pickPrint labels
AI agentJames · Dispatch Manager
The warehouse knows before they ask.The moment the plan is approved, Ben's phone shows the pick: what to pull, where it sits, how to pack it and when the driver comes. Tap Start pick and go.
✓Pickup booked around the orderJames · Direct Freight 15:00 held
✓Items and bins listed from the orderMugs confirmed at 42 on hand
✓Stockist told the order ships todayEmail · 8:08 am · tracking link
10 · Pick, pack, ship
ORD-2231 · Harbour GiftsManly · Direct Freight · pack by 14:00
✓Picked · 13:20
✓Packed · 3 cartons · 14.2 kg
✓Labels printed · DF-88240
✓Handed to driver · 15:05
✓Proof of pickup
Mark shipped
Wednesday · The Corner StoreBowral · opening order · delivered
✓Delivered · 10:12 · signed
✓Stock on hand updated
✓Repeat-order list created
✓Trade terms · 14 days active
✓Welcome pack sent
Proof of delivery, the freight claim and the stock movements filed by Ruby, the records agent.
AI agentDaniel · Bookkeeper
AI agentRuby · Records & Claims
The order closes on the phone.Pick, pack, labels and the driver's proof of pickup are captured as they happen. The moment "Mark shipped" is tapped, Daniel authorises the invoice in Xero and Ruby files the claim. Two orders shown: today's repeat order and the opening order from Act 1, delivered.
✓Stock on hand updated in Xero automaticallyMugs 42 → 12 · reorder raised
✓Freight claim lodged and filedRuby · DF-88211 · 6 mugs · attached to the record
11 · The record — order shipped
AN
A. Nguyen0400 000 001 · Harbour Gifts, Manly NSW · stockist since 2023 · 28 orders
In progressShippedOrder ORD-2231
Items30 mugs · 12 tea towels · 36 cards · 10 totesPicked byBen · 3 cartonsShipped15:05 · DF-88240InvoiceINV-2302 · $692 · sentClaimDF-88211 · 6 mugs · lodgedTerms14 days
Buying pattern
Repeat ordermonthly · $610 averageNextChristmas range offer · reminder set
Timeline
Email received "Order: 24 mugs, 12 tea towels, 36 cards"7:40 am
Read as an order , priced at trade, claim flaggedLeo + Grace · 7:41 am
Plan approved by Sarah (owner)8:05 am
Stockist confirmed "Thanks, see you Wednesday"Email · 8:09 am
Shipped , 3 cartons, proof of pickupBen · 3:05 pm
Invoice authorised and sent · $692Daniel · 3:06 pm
Survey to send the day after deliveryOlivia · scheduled
One record, the whole story.Who asked, who decided, who did the work, what it cost and what happens next. The owner can read it like a story. No one has to remember anything.
Every agent step is loggedbeside the human approvals, so the business can always answer "why did that happen?"
Act 3 of 3Settle. Paid, reviewed, remembered.The money, the records and the relationship, closed out
12 · Invoiced, sent, paid
AI agentDaniel · Bookkeeper
PAID
Banksia Trade Supplies
Invoice INV-2302Harbour Gifts · 14-day terms
| Description | Qty | Amount |
|---|---|---|
| Ceramic mugs, native prints (+6 replacements n/c) | 24 | $252.00 |
| Tea towels × 12, cards × 36, totes × 10 | 58 | $440.00 |
Total incl. GST$692.00
Xero · created from the order · paid 11:32 am by transfer · reconciled
Invoice INV-2302 — $692 · Banksia Trade SuppliesTo Harbour Gifts · sent 3:06 pm
Hi Alex, your order shipped this afternoon with the 6 replacement mugs at no charge. Invoice attached, 14-day terms. Thanks for the order.
Pay $692Xero · bank feed
11:32 amCard payment · $692.00Matched toINV-2302 · A. NguyenStatusReconciled · no action needed
Aged receivables
Current$18,90030+ days$0Chasing2 reminders scheduled · Olivia
Money in, books right.The invoice is created from the order, authorised the minute it ships, and matched to the payment when it lands. Statements and polite reminders go out without anyone remembering to chase.
13 · The survey — and the nice words
AI agentOlivia · Customer Follow-up · WhatsApp9:50 am5 — Ordered Thursday, here Friday, and the broken carton was sorted without a fuss. Thanks!
Leave a reviewMaybe later
Done 👍
Google review · posted 10:04 am
★★★★★
"Ordered Thursday, delivered Friday, and when a carton arrived damaged they replaced it without a fuss. Easiest wholesaler we deal with."
Alex N. · Harbour Gifts, ManlyCRM · A. Nguyen
Survey sent , the day after deliveryOlivia · 9:50 am
Rated 5/5 : "sorted without a fuss…"9:53 am
Google review posted · 5 stars10:04 am
Thank-you note to Ben · added to his monthly summaryOlivia · 10:05 am
0.0Google rating
0%surveys answered
0reviews this quarter
Asked, answered, remembered.Two hours after the delivery, Olivia asks how it went. A good answer becomes a review request; a bad one becomes a task for the owner before it becomes a review. Either way, it is on the record.
Then the next saleJack schedules the Christmas range offer for next month, because a stockist who reorders every month is the best lead for a bigger order.
14 · Front office, back office, done
$0orders this week42 orders · 3 new stockists
0orders shippedall within 24 hours
$0invoiced & paid$0 overdue
0.0 ★stockist rating4 new reviews
What the agents did today
AI agent Jack · Sales Manager · 6 website chats, 3 accounts opened, 1 range review booked
AI agent Leo · Intake Coordinator · 31 emails and messages read, 19 turned into orders
AI agent James · Dispatch Manager · 42 pickups and 4 local runs placed, 2 reshuffled
AI agent Grace · Pricing Specialist · 19 orders priced at trade, 2 special orders raised
AI agent Daniel · Bookkeeper · 38 invoices authorised, 29 payments reconciled, 3 statements
AI agent Olivia · Customer Follow-up · 22 surveys, 17 answered, 4 reviews requested
AI agent Ruby · Records & Claims · 2 freight claims lodged, 38 proofs of delivery filed
Waiting for you · 3
Approve new stockist The Corner Store · Orange · ABN checkedReview
Approve credit $84 · damaged carton · DF-88211Review
Unhappy survey 2/5 · M. Okafor · "wrong mug colour"Call
Everything else today was handled by the team and logged. These three need a person.
Front office, back office, done. Accounts, orders, pricing, picking, freight, invoicing, claims and reviews in one system, worked by a team of specialist agents, with a person approving anything that matters.
Secured with Microsoft Entra IDRuns on Azure in AustraliaYour data never trains public modelsEvery action human-approved and logged
Why it works
Built around how your business already runs.
Not another ready-to-use tool. We design the system on your real process, with all its complexity — which is why it works in practice.
Book a demohello@intelifinity.com.au · intelifinity.com.au
See the Wholesale distribution platform running on your own process.A demo takes half an hour and uses a working system, not slides.
Book a demo