AI specialist engineers

We automate purchasing, stock, invoicing and accounts

From supplier offer to paid invoice, inside the ERP you already run. Designed, built and kept running by AI specialist engineers.

Book a systems review See how we work
Purchase to payment, automated
Offers, purchase orders, goods receipt, three-way match and payment as one chain
One group, one ERP
Every company in a multi-company food wholesale group on a single ERP we run
Invoices file themselves
Customer invoices generated and filed by customer, year and month, untouched
Application to first order, automated
Trade applicants verified against the companies register, approved, priced and ordering online
The operating chain

One chain from supplier offer to paid invoice

Most businesses run this chain by hand: re-keying, chasing and checking. We automate each stage inside your ERP and connect them. A purchase order raised on Monday ends as a recorded payment with nobody copying data.

  1. 01
    Purchasing
    Offers become approved purchase orders
  2. 02
    Goods in
    Receipt matched to PO and invoice
  3. 03
    Stock
    Live quantities and product data
  4. 04
    Allocation
    Orders allocated at the right tier
  5. 05
    Goods out
    Pick, despatch, photo and signature
  6. 06
    Invoices
    Generated and filed automatically
  7. 07
    Accounts
    Payments and VAT returns posted
Services

Eight things we automate and run for you

Purchasing and purchase orders
01

Purchasing and purchase orders

The problem

Offers arrive by message, POs are raised from memory, and nobody checks the invoice against what was actually delivered.

What we do
  • Supplier offers captured and turned into purchase orders
  • PO approval by role, using the access rights we set up
  • Three-way match: purchase order, goods received, supplier invoice
  • A supplier portal for invoices with attachments and new product proposals
  • Approved submissions become draft supplier invoices and product records
The result

For a multi-company food wholesale group, offers, purchase orders, goods receipt, three-way match and payment run as one chain. The supplier portal is live for more than one company.

Goods in and goods out
02

Goods in and goods out

The problem

Receiving is a clipboard, picking is memory, and proof of delivery is a phone call the next day.

What we do
  • Goods receipt against the purchase order, with discrepancies flagged
  • Picking on single-purpose screens for warehouse devices
  • Despatch and delivery on driver devices, locked to one app
  • Photo and signature required before a job can close
  • Goods-in, put-away, barcode and labelling standards written into the blueprint
The result

Picking, despatch and delivery captured on device with photographs and signatures on completion. Every receipt is tied to its purchase order for the three-way match.

Stock and allocation
03

Stock and allocation

The problem

Stock lives in three places, orders promise what is not there, and customers get different prices by accident.

What we do
  • One stock record per product across every company on the ERP
  • Orders allocated from live stock, not from a spreadsheet
  • Pricelist tiers assigned automatically when an account is approved
  • Catalogue, categories, descriptions, images and supplier data maintained
  • Product photos captured on a phone straight into the catalogue
The result

One catalogue and one set of product records across a multi-company group on a single ERP. Approved customers land on the right pricelist tier without anyone touching it.

Invoices, payments and accounts
04

Invoices, payments and accounts

The problem

Invoices are raised late, filed by hand and chased by phone, and the VAT return is a quarterly panic.

What we do
  • Customer invoices generated from confirmed orders and deliveries
  • Filed automatically by customer, year and month in your document system
  • Card payment and trade credit integrations, tested in sandbox then live
  • Per-customer payment terms and account-based payment
  • VAT return generation corrected and accounting periods configured
The result

Invoices file themselves by customer, year and month. VAT returns generate correctly across every company in the group. Card and trade credit payments proven live.

Customer onboarding and online ordering
05

Customer onboarding and online ordering

The problem

New trade accounts wait days for a check, and orders come in by phone and message to be re-keyed.

What we do
  • Trade application forms that land as leads in the right company
  • Applicant companies verified against the companies register automatically
  • Approval, pricing tier and account creation in one flow
  • Online trade ordering: catalogue, basket, order straight into the ERP
  • Business messaging and telephony connected, with automated replies for the routine
The result

Application to first order automated end to end. Orders land in the ERP with no re-keying, and every enquiry becomes a tracked lead in the correct company.

ERP implementation and integration
06

ERP implementation and integration

The problem

Several companies, several spreadsheets, and no single view of stock, customers or money.

What we do
  • Implement and configure your ERP across every company in the group
  • Per-company branding on invoices, portal and outbound email
  • CRM, sales teams, pricelists and access rights set up for how you trade
  • Robots, WMS and other systems connected to the ERP when you need them
  • Source control to staging to production, so changes ship safely
The result

One ERP across every company in a multi-company food wholesale group. Each has its own branding, sales team and pricelists. Changes ship through a controlled route with rollback.

Custom business software
07

Custom business software

The problem

Your ERP nearly does what you need. The gaps are where the manual work still lives.

What we do
  • Modules built inside your ERP, not bolted on beside it
  • Portals: supplier invoice submission, product proposals, approval flows
  • Payment modules: card acceptance, trade credit, account-based terms
  • Device apps for picking, despatch and product photo capture
  • Authentication and access fixes where the platform falls short
The result

Supplier portal, payment modules, warehouse device app and photo collector all built and deployed for one group, with separation between its companies.

AI specialist engineers, ongoing
08

AI specialist engineers, ongoing

The problem

The go-live was fine. Twelve months later nobody owns the platform and the process drifts back to paper.

What we do
  • A named team of AI specialist engineers who design, build and run your automation
  • An operations blueprint: operating loop, failure paths, access by role, daily tasks
  • Users, roles, catalogue and documentation kept current with every change
  • Registered particulars, disclosures and data protection settings checked
  • An agreed work plan for what is covered, change control for the rest
The result

One team accountable after launch. The group's operating loop from purchase order to payment is documented, and process maps are updated in the same change as the code.

How we work

From first survey to a platform somebody owns

  1. 01

    Map

    We walk your purchasing, goods in, stock, goods out, invoicing and accounts as they run today. We mark every point where a person re-keys or chases.

  2. 02

    Design

    We decide which steps your ERP handles, which need a module, and which need a connection. Written down and agreed before anything is coded.

  3. 03

    Build and connect

    Modules, portals, device apps and integrations built and tested in staging, then released through a controlled route with rollback.

  4. 04

    Run

    Our AI specialist engineers stay on: users, changes, faults, documentation and the next stage of automation, under an agreed work plan.

Start with the chain you run every day.

Tell us how purchasing, stock and invoicing work today. We will show you what can be automated and what it takes.

Book a systems review

Frequently asked questions - services

FlyWei automates the operating chain of a business. That means purchasing and purchase orders, goods in and goods out, stock and allocation, invoices, payments and accounts, and customer onboarding and online ordering. It all runs inside the ERP you already use, built and run by AI specialist engineers.