An electrical wholesaler running 14 branches and 2,200 orders a day, where order confirmations went out the next business morning because pricing and stock rechecks held up the first-response email. We rebuilt the confirmation path: LlamaParse on the intake, Azure AI Document Intelligence for scanned POs, Epicor Eclipse as the system of record, stock sub-rules that resolve backorder before the confirmation email sends.
| Order # | Customer | Branch | Lines | Match | Promised | Status |
|---|---|---|---|---|---|---|
| SO-418302 | Buckeye Electric Supply | CMH-03 | 14 | 14 / 14 | 04/30 | confirmed |
| SO-418303 | Tri-State Conduit Co. | CMH-01 | 9 | 9 / 9 | 04/30 | confirmed |
| SO-418304 | Riverbend Contractors | CMH-02 | 22 | 21 / 22 | 05/02 | date push |
| SO-418305 | Northpoint Utility Svcs. | CMH-04 | 6 | 6 / 6 | 04/30 | posted |
| SO-418306 | Maple Ridge Electric | CMH-01 | 11 | 11 / 11 | 05/01 | confirmed |
| SO-418307 | Ironbridge Mechanical | CMH-03 | 17 | 16 / 17 | 05/03 | price tier |
| SO-418308 | Cardinal Power Group | CMH-02 | 5 | 5 / 5 | 04/30 | confirmed |
| SO-418309 | Westbrook Industrial | CMH-04 | 13 | 12 / 13 | 05/02 | partial qty |
| SO-418310 | Highland Datacomm | CMH-01 | 8 | 8 / 8 | 04/30 | posted |
At a glance
One order desk shared across 14 branches, one system of record, one confirmation customers actually read. The backorder sub-rules were the implementation work.
The engagement
The stack
ISO 27001 · ISO 9001 · DPA and NDA signed at kickoff.
Before, the confirmation desk
The desk confirmed orders. It confirmed them the following morning, because every step happened in order and nothing could be automated safely without breaking stock accuracy. These were the patterns we found in discovery.
An order came in at 10 a.m., the desk had it keyed by 1 p.m., and the branch counter confirmed stock by end of day. The confirmation email batched out overnight. Contractors on job sites learned whether their material was coming the next morning, which for time-sensitive trades was half a day too late.
Pre-build baseline: approximately 82% of orders confirmed next business day.
Eclipse stock moved across the day. What was on the shelf at 10 a.m. might be committed to a counter sale by noon. The desk confirmed the second time to protect the customer from a promise-and-miss, which doubled the work and pushed the confirmation later into the cycle.
Pre-build baseline: 4 to 6 minutes per order spent on the second stock check.
When stock was short, the confirmation flagged it, and the next morning a branch rep called the customer to propose a substitute or an earlier partial. Two phone calls, a callback, and often a re-cut of the order. The customer's morning was spoken for.
Pre-build baseline: approximately 14% of orders required a backorder phone conversation the morning after confirmation.
What we built
The pipeline follows the same five stages we run on every distribution engagement. The stock sub-rules and the branch-scoped confirmation template are the parts we tuned specifically for this client.
Order mailbox polled on a 2-minute cadence. Contractor portals polled on a 10-minute cadence. EDI feed for utility accounts consumed continuously. Every inbound assigned a single order ID before any Eclipse action.
Document type tagged on ingest. New POs, customer replies to prior confirmations, and backorder acknowledgements routed separately. Counter tickets handled by the branch interface, not the central pipeline.
Customer account, ship-to branch, requested date, and line-level part and quantity. Branch is the scope for stock checks, so it comes out of extraction before any Eclipse call.
Real-time stock check against the ship-to branch. Pricing verified against contract or list. Short lines run the branch sub-rules: propose a substitute, split across branches, or flag for desk review. Stock is verified once per order.
Clean orders posted to Eclipse. Confirmation email sent over SMTP inside business hours with the resolved backorder decision in plain English. Exceptions routed to a named branch queue with the flag on top.
After, the numbers the desk signs off
Same desk, same 14 branches, same customers. The pipeline resolved stock and backorder before the email sent, and the contractor on the job site got a useful answer the same afternoon.
The desk still owns the flagged orders. They still sign off any split that crosses three branches or any substitute above a cost threshold. The difference is that confirmations now land while the contractor is still at the counter, not the next morning on the way to the job. The branch operations team runs the pipeline today, with Hexaa on call for a fixed retention period.
Related cases
Each links to a named client, a named document, and the system the clean data lands in. We publish only what the client signed off to publish.
Emailed POs classified, extracted, and posted same business day to Prophet 21. 3,400 POs per month, line-level error rate under 1%.
→Distribution · 2026Industrial distributor · Fax-to-ERP, multi-entityFaxed POs routed across three operating entities, keyed into Infor SX.e with entity resolution at capture. Built on LlamaParse and LandingAI.
→Distribution · 2024Food service distributor · Contract pricing verified pre-postContract pricing checked against the customer's schedule before the order posts. 1,100 contract customers, credit-memo queue down 82%.
→Free 30-minute call
You'll leave with a clear next step.
The PO asks for 48 of part MCB-420. The ship-to branch has 30 in stock, the nearest branch has 40, the product master lists MCB-420-R as an approved substitute. The pipeline proposes the split, applies the sub-rule, and sends the confirmation. The desk sees the decision, not a phone call to make.
