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Functional Beverage

Automated B2B ordering and
invoicing for MatchaSi

Automated B2B order intake and invoicing for a fast-growing matcha brand — boosting manager productivity by 70% and freeing time for sales and partnerships.

Challenge

A fast-growing local matcha brand was seeing increasing B2B demand from cafes, studios, and retail partners.

Each new wholesale order required the manager to:

Respond to inbound requests via email or WhatsApp;

Manually generate custom invoices based on partner-specific terms and tax requirements;

Enter all order details into Shopify for fulfillment;

Keep track of each partner’s data across spreadsheets and messages.

As the number of partners grew, this repetitive workload began eating into the manager’s time, limiting focus on sales, partnerships, and business development.

Instead of hiring another team member, they needed a smarter way to scale the process.

Solution

We mapped the entire B2B order journey and identified three critical bottlenecks. Our approach focused on creating a unified system across all communication channels:

1. Smart Inbox Categorization

Orders came through various channels with inconsistent formats. We implemented an AI agent that:

Monitors both email and WhatsApp for incoming B2B orders

Extracts order details using NLP, regardless of message format

Standardizes all data and handles edge cases automatically

2. Centralized Partner Management System

Partner-specific requirements were causing the most manual work. Our solution:

Built a partner database with tax IDs, pricing tiers, and delivery preferences

Auto-matches incoming orders with correct partner profiles

Migrated all historical data into the new structure

3. End-to-End Order Automation

We connected all systems to eliminate manual steps:

Invoices auto-generate with correct tax rates from the partner database

Direct Shopify integration creates orders instantly

Partners receive automated confirmations via their preferred channel

Manager gets a one-click approval notification instead of 10 minutes of manual work

Outcome

What came out of our partnership.

4× increase in B2B order volume handled without additional hires

90% reduction in manual workload around invoicing and fulfillment coordination

Invoices now generated and sent within minute, using clean and consistent partner data

All orders — whether placed via email or WhatsApp — flow into a single streamlined pipeline

Freed up the manager to focus on partnerships, growth, and product development, instead of repetitive admin

Enabled the team to scale operations with confidence, even under growing demand

If you're reading this, you know the AI revolution is already here.

We could be your AI transformation partner.   
Let's jump on a call and see if our vibes match.

We could be your AI transformation partner.   Let's jump on a call and see if our vibes match.

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Automated B2B ordering and invoicing for MatchaSi