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Warehousing & Distribution

AI-powered operations for warehousing & distribution.

From order intake to receiving and fulfillment, Copilot builds custom software and AI agents that run your warehouse — cutting manual entry, catching costly errors, and keeping stock, units, and dispatch in sync.

Free scoping call — no commitment.

Selling — the order desk

An agent-gated order desk, built around how you sell.

An order desk where the agent reviews every order

The whole desk runs from one screen: live money and workload at the top — open order value, orders awaiting agent review, what's picking now, what shipped but hasn't moved — and a worklist that only surfaces the orders that actually need a human. Every order is reviewed by the AI agent on draft, and again any time it's edited mid-flow, so nothing reaches the floor unchecked.

  • Live KPIs: open $, in review, picking, shipped
  • Agent reviews every order on draft and on edit
  • Worklist shows only orders needing a decision
  • Rebuilds for any catalog — model your order lifecycle, gate it with an agent
Mira order desk dashboard with KPI tiles for open orders, awaiting agent review, picking now and shipped-not-moved, above a sales-order worklist flagged 'Edit rejected'

It starts as a draft — pricing, margin and history checked first

Every order begins as a draft. Before it can ever become a pick, it goes to the agent, which checks every line for pricing and margin and compares quantities against that customer's purchase history. Orders carry real warehouse structure — SKUs, cases and eaches, line totals, payment terms and PO numbers — so the agent is reasoning over the same units your team sells in, not a simplified copy.

  • Per-line pricing and margin checks
  • Quantities compared to the customer's history
  • Native units of measure — cases and eaches
  • Rebuilds for any SKU catalog with pricing and margin rules
Draft sales order for Vapor Lounge LLC listing SKUs with case/each quantities, unit prices and line totals, with a 'Submit for agent review' action that checks pricing and history

Then AI catches the order that doesn't fit the pattern

Once an order moves toward picking, the agent keeps watching. When a line jumps outside a customer's normal behavior, it stops the order instead of letting it pick. Here a quantity jumped to 220 units — 3.7× this account's 90-day average of 60, with no prior order above 80 — so picking stays paused until someone edits the flagged line or overrides. Every override is logged against the user's name, so the exception is a record, not a guess.

  • Flags quantities against real purchase history
  • Pauses picking until resolved or overridden
  • Every override logged to a named user
  • Rebuilds anywhere — feed customer history, agent flags the outliers
Order detail in the picking stage showing the agent rejecting a VOOPOO DRAG X2 line at 220 units versus a 60-unit average, with picking paused and an override-logged action

Software that adapts to how your warehouse actually runs — not the other way around.

Buying — procurement & receiving

Then receiving that lands every cost to the unit.

Procurement, tracked from commitment to receipt

The buy side runs from the same kind of desk. Open commitment, what's arriving this week, dollars at risk behind open exceptions, and what's been received in the last 30 days are all live at the top, with every purchase order grouped by where it is — receiving, awaiting, received, or draft. The agent surfaces the handful of exceptions that need a buyer before they turn into cost problems.

  • Live KPIs: on order, arriving, at risk, received
  • POs grouped by stage with a per-order receive action
  • Agent flags the exceptions that need a buyer
  • Rebuilds for any supplier base and ordering cadence
Mira purchase orders desk with KPI tiles for on-order commitment, arriving this week, at-risk dollars and received, above a worklist of POs in the receiving stage

Receiving that reconciles PO, invoice and goods automatically

When stock arrives, the agent runs a three-way match on every line — what was ordered, what was invoiced, and what actually showed up. Clean lines clear themselves; only the exceptions stop for a person. Here it caught a $1.00/unit price increase ($200 over PO) and a short shipment of 5 units, queued a credit request, and held both for buyer approval before they could flow into cost.

  • PO vs invoice vs goods receipt on every line
  • Clean lines auto-clear; exceptions stop for review
  • Catches price variances and short shipments
  • Rebuilds for any receiving dock and supplier invoice
Three-way match step reconciling PO ordered, invoiced and received quantities, with most lines matched and two exceptions flagged for price variance and short shipment

Freight, duty and fees spread across every line

Inbound costs rarely sit on one product. The agent takes the shipment's landed-cost charges — freight, import duty, insurance — and spreads them across the lines by value, quantity, or weight, recommending the most defensible basis for the mix. Each SKU absorbs its real share instead of being guessed at or buried in a single overhead bucket.

  • Freight, duty and fees captured per shipment
  • Spread by value, quantity, or weight
  • Agent recommends the most defensible basis
  • Rebuilds for any inbound shipment with overhead costs
Allocate fees step listing inbound freight, import duty and insurance charges with a by-value/quantity/weight basis and fees spread proportionally across each product line

True landed cost, posted straight to inventory

The flow closes by rolling allocated charges into a real per-unit landed cost — here $28K of goods plus $2,270 of charges becomes $30,270, with each SKU's landed unit cost and its delta to the PO price shown line by line. It's ready to post to inventory valuation, with the agent-resolved exceptions attached to the receipt so margin is calculated on what the goods actually cost.

  • Allocated charges rolled into per-unit cost
  • Landed unit vs PO unit shown line by line
  • Posts to inventory valuation with exceptions attached
  • Rebuilds for any inventory that needs true-cost margin
Landed cost summary showing goods received, allocated charges and total landed cost, with per-SKU landed unit cost and delta versus PO ready to post to inventory

Capabilities

Built around your operation.

Order intake & quoting

Capture orders from email, text, or scan and turn them into clean sales orders.

Receiving & three-way match

Reconcile invoices, POs, and shipments automatically before anything is approved.

Inventory & units of measure

Keep stock, eaches, and cases accurate across every transaction.

Pick, pack & dispatch

Move orders from confirmed to out-the-door with clear, trackable steps.

Procurement & POs

Raise, chase, and close purchase orders with agents handling the follow-up.

Real-time reporting

One live view of orders, stock, and receiving across the whole operation.

Why it matters

What it changes for your business.

Margin

Recover lost margin

Catch pricing errors, short shipments, and freight overcharges before they quietly eat your margin — the three-way match does it on every receipt.

Speed

Move orders faster

Cut order entry and receiving from hours of keying to minutes, so your team handles more volume without adding headcount.

Accuracy

Kill manual entry

AI reads orders and invoices, so people stop re-typing data between email, spreadsheets, and your system — and stop making the errors that come with it.

Visibility

See everything live

Replace status phone calls and stale spreadsheets with one real-time view of orders, stock, and receiving.

Put AI to work in your warehouse.

Tell us where the manual work lives — order entry, receiving, inventory. We'll scope what to automate first and what it's worth.

Or email hello@copilotconsulting.org