Use case · Systems without an API
Shopify or email orders entered into a desktop ERP (Sage 50, Microsip, Aspel) by a bot
Orders arrive through the Shopify or WooCommerce trigger — or from email and WhatsApp, where an agent extracts them. The workflow validates customer, SKUs and stock, maps them to ERP codes, and queues them. A bot on the PC where the ERP lives enters each order on screen, captures the ERP order number and writes it back to the store so fulfilment can start. Exceptions — new customer, unknown SKU, credit hold — go to a person.
- Who it is for
- Retailers, distributors and their accounting firms running a desktop ERP — Sage 50, Microsip, Aspel SAE, CONTPAQi Comercial, Bling desktop — alongside Shopify, WooCommerce or orders that arrive by email and WhatsApp.
- Systems involved
- Shopify / WooCommerce / emailAI Workflows agentDesktop ERP (Studio bot)Teams / WhatsApp notification
How the run goes
5 steps · logged per run
- Trigger01
New order
Shopify / WooCommerce / email / WhatsApp
- Agent02
Validate and map
Customer, SKUs, codes, credit
- Bot03
Enter order in ERP
Desktop ERP on a Bot Runner
- System04
Order number written back
To the store; fulfilment starts
- Person05
Handle exceptions
New customer, unknown SKU
How it runs, step by step
- 1
Store orders arrive through the platform piece; emailed orders go through an agent step that extracts customer, items, quantities and delivery details, asking the sender for anything missing.
- 2
The workflow looks the customer up in the ERP's exported customer list (refreshed nightly by the bot), maps store SKUs to ERP item codes from a mapping table, and checks credit status and stock from the latest export. Anything that fails goes to a task for the sales admin.
- 3
Valid orders are queued; the bot on the ERP machine processes the queue — new sales order, customer, lines, prices, delivery notes, save — and reads the order number from the confirmation screen.
- 4
The order number is written back to Shopify or WooCommerce as a note or metafield, and a message confirms it in the team channel; fulfilment picks it up from there.
- 5
At the end of the day the bot exports the ERP's order list so the workflow can reconcile store orders against ERP orders and flag any gap.
Limits — what this does not do
- Pricing and tax logic stay in the ERP; the bot enters what the store sold and lets the ERP compute, then verifies totals match.
- Desktop ERP licences and single-user locks are planned per system; some ERPs need a dedicated bot user licence.
- Email-order extraction is only as good as the email; the agent asks rather than guesses when a quantity or address is missing.
Questions about this process
Often a CSV import exists but needs a person to run it and resolve errors; the bot can drive that import instead of typing orders, which is faster. We choose per ERP in the sandbox.
Sage 50, Aspel SAE, Microsip, CONTPAQi Comercial and several custom systems. Any Windows application works the same way; the build is the mapping and the screens.
They are separate bot flows with an approval in front; most clients add them in the second phase.
Build this on your systems in a guided sandbox.
Tell us the process; after a 30-minute call the sandbox is ready from 24 hours, and we build the first run with your team.