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Zero‑touch order to cash: automating home‑goods distribution

Zero‑touch order to cash: automating home‑goods distribution

  • Industry: Home‑goods distribution and logistics

  • Challenge: Manual order entry, inventory updates and invoice processing across multiple vendor platforms

  • Solution: HachiAI’s AI agents – Jax, Luna, Mason and Finley

Discover how a leading home‑goods distribution company—one that connects brands with retailers through effective logistics and support—used HachiAI to eliminate manual data entry, achieve real‑time inventory accuracy and accelerate its order‑to‑cash cycle.

Background

As order volumes grew across channels such as Wayfair and Amazon, this distributor’s small team was bogged down by manual data entry in SAP and vendor portals. Weekly inventory updates involved exporting data, updating vendor‑specific spreadsheets and uploading them to platforms like Rithum and Radial. Invoice creation and shipment tracking required switching between SAP and Rithum to reconcile tracking numbers and invoice IDs. These disconnected, time‑intensive processes limited capacity, delayed shipments and hindered visibility for both suppliers and customers.

Major challenges

  • High‑volume order entry: EDI orders from multiple retailers had to be re‑entered into SAP and matched against available stock.
  • Multi‑system coordination: Staff juggled SAP, Rithum/Dsco, Radial, vendor portals and Excel files, increasing the risk of errors.
  • Manual inventory updates: Weekly stock data exports and uploads consumed hours and still left vendors guessing on real‑time availability.
  • Slow invoicing and tracking: Extracting tracking numbers from Rithum and updating SAP invoices delayed billing and cash collection.

Traditional workflow

Before automation, the team had to:

  • Download daily orders from vendor platforms and re‑key them into SAP.
  • Check item availability across several warehouses and adjust orders manually.
  • Generate sales orders in SAP and download packing slips from each portal.
  • Export SAP inventory, populate vendor‑specific Excel templates and upload them to Rithum/Dsco and Radial.
  • Retrieve open deliveries in SAP, convert them to A/R invoices and search Rithum for tracking and invoice numbers.
  • Update invoices in SAP with tracking information, refresh the SAP lists and email invoices to customers.

HachiAI's solution

HachiAI deployed four AI agents—Jax, Luna, Mason and Finley—to automate the end‑to‑end order‑to‑cash workflow across SAP, Rithum/Dsco, Radial and various vendor portals. Working together, these agents now perform all of the previously manual tasks:

  • Order ingestion and sales‑order creation: Jax logs into each vendor portal, downloads EDI orders and parses them. Mason checks stock levels across warehouses, updates quantities and creates the sales order in SAP. Jax then downloads and files packing slips.
  • Real‑time inventory updates: Jax extracts weekly inventory data from SAP. Luna populates vendor‑specific templates, uploads them to Rithum/Dsco and Radial, verifies successful uploads and notifies vendors of updated quantities.
  • Invoice generation and reconciliation: Finley accesses open deliveries in SAP, converts them to A/R invoices and adds tax or freight charges as needed. Jax retrieves tracking numbers and invoice IDs from Rithum and passes them to Finley, who updates SAP invoices, refreshes the billing queue and emails finalized invoices to customers.
  • Exception handling: Any discrepancies—such as missing data or mismatched quantities—are automatically flagged and escalated for human review.

By embedding these AI agents into the existing systems, HachiAI eliminated the need for custom integrations while ensuring accurate and seamless data flow across platforms.

Results achieved

  • 90%+ reduction in manual workload – freeing staff to focus on customer relationships.
  • 3× faster order processing – orders move from portal to SAP in minutes instead of hours.
  • 100% inventory accuracy – vendors see real‑time stock levels, preventing oversells.
  • 70% faster invoice cycle – tracking numbers and invoices are matched automatically, accelerating cash collection.
  • Scalable capacity – automated workflows handle spikes in order volumes without additional headcount.

Key capabilities used

  • Multi‑system login and navigation across SAP, Rithum/Dsco, Radial and vendor portals.
  • Data extraction, transformation and validation from EDI files and SAP.
  • Automated spreadsheet population and file uploads.
  • Invoice creation, reconciliation and email distribution.
  • Exception detection and escalation to human staff.

Why HachiAI?

HachiAI’s locally hosted, custom‑trained AI agents integrate seamlessly into existing systems, bringing reliability, security and scalability without disruptive software overhauls. By replicating human actions across disparate platforms, HachiAI delivered rapid ROI and enabled this distributor to provide faster, more accurate service to its home‑goods clients.

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