Auto-Ordering Channels: Email, WhatsApp, Voice, Portal

Why Channel Choice Matters

Every supplier has a preferred way to receive orders:

Manual ordering: You have to remember each supplier's preference and place orders accordingly.

Stokkfy: Automatically sends orders via each supplier's preferred channel.

Channel #1: Email

How it works:

Stokkfy generates a formatted purchase order email and sends it to the supplier.

Email contains:

Example:

Subject: Purchase Order #12345 — [Your Business]

Hi [Supplier Name],

Please prepare the following order for delivery on [Date]:

Deliver to: [Your Address]

Please confirm receipt of this order.

Thank you,

[Your Business Name]

Supplier response:

Usually within 2-24 hours via email confirmation.

Best for:

Channel #2: WhatsApp

How it works:

Stokkfy sends a formatted message via WhatsApp Business API.

Message format:

📦 New Order from [Your Business]

🗓 Delivery: [Date]

📋 Items:

📍 [Your Address]

Reply to confirm ✅

Supplier response:

Usually within 15 minutes to 2 hours (WhatsApp is fast).

Best for:

Benefit:

WhatsApp has read receipts — you know instantly if supplier saw the order.

Channel #3: Voice Call (AI Agent)

How it works:

Stokkfy's AI voice agent calls the supplier and places the order verbally.

Call flow:

1. AI: "Hi, this is an order from [Your Business]. Is this a good time?"

2. Supplier: "Yes, go ahead."

3. AI: "I'd like to place an order for delivery on [Date]. Ready?"

4. AI: "25 kilograms of tomatoes, 15 kilograms of onions, 10 bottles of olive oil."

5. Supplier: "Got it. Confirm [Your Address]?"

6. AI: "Correct. Can you deliver on [Date]?"

7. Supplier: "Yes, confirmed."

8. AI: "Thank you. We'll send a confirmation email."

Call duration: 1-3 minutes

Recording: Saved in Stokkfy dashboard for reference

Best for:

Benefit:

Human-like conversation. Suppliers often don't realize it's AI.

Channel #4: Web Portal (Future Feature)

How it works:

Stokkfy logs into supplier's web portal and places order directly through their system.

Requirements:

Best for:

Status: Coming Q2 2026

How to Set Supplier Preferences

1. Go to Suppliers → Select supplier

2. Click Edit → Choose "Preferred Channel"

3. Options:

4. Save

Stokkfy will always use that channel for this supplier's orders.

Multi-Channel Fallback

If primary channel fails, Stokkfy tries backup:

Example:

Scenario:

1. AI sends order via WhatsApp

2. No response after 4 hours

3. AI automatically sends email

4. You get notification: "Fallback to email for Supplier A"

Order Confirmation & Tracking

Regardless of channel, all orders are logged in Orders tab:

Order details:

Notifications:

You get notified when:

Channel Comparison

Getting Started

When you add a new supplier:

1. Ask: "How do you prefer to receive orders?"

2. Enter their contact info for that channel

3. Stokkfy handles the rest

Most suppliers appreciate the flexibility — they get orders the way THEY want them.

Summary

Stokkfy supports 4 ordering channels:

1. Email — Structured POs, written records

2. WhatsApp — Fast, mobile-first

3. Voice (AI) — Phone-only suppliers

4. Portal — Corporate suppliers (coming soon)

You set each supplier's preferred channel once. AI handles ordering forever.

No more remembering who wants email vs who wants WhatsApp. Stokkfy adapts to each supplier automatically.