One order, every step.

A hotel asks for prices and orders 30 cartons: 18 go out now, and the supplier sets dates for the other 12. Then the supplier bills you 4% over the agreed price, and the hotel sends back a crushed carton. Here is everything the crew did, who said OK at each step, and what was written.

Try it yourself Start at step 1

Every figure here is from a recorded run of the real software. The hotel, the supplier and the people are made up.

The price request

21/10 08:02 · 1 to 5

Email[email protected]

RFQ: housekeeping for November

Please quote the attached list.

XLSXrfq.xlsx

1Al Noor Hotel emails a price request, with an Excel sheet.
21/10 08:02
The sheet has one line: 30 cartons of Nuaim facial tissue, 2 ply, 150 sheets.
Who
Al Noor Hotel
OK
Nothing to approve: a message has only arrived.
Tells
Nothing
Writes
Nothing
2The Inbox knows the hotel and hands the email to Quotes.
21/10 08:02
It finds the hotel by its email address, checks the mail really came from it, and keeps the email whole, with its sheet.
Who
Inbox
OK
The inbox owner named the kind. In use, the AI names it, and a person is asked only when it is not sure.
Tells
Quotes
The email, who sent it and what kind of message it is: a price request.
message.routed key email:<[email protected]>
Writes
Nothing
3Lina approves the quote.
21/10 08:09
Quotes reads the sheet, finds the product by a name this hotel has used before, and prices the line by your rules. The AI writes no number.
Who
Quotes
OK
Lina says OK at the sales desk.
1 line read and matched: Nuaim Facial Tissue 2-ply 150 sheets (FAC-TIS-2-150-NUA)
30 cartons at SAR 216.65 a carton: the cheapest supplier's SAR 4.72 a box, 2% freight, 36 boxes a carton, a 20% margin
SAR 6,499.50 plus VAT SAR 974.93: SAR 7,474.43
Valid until 04/11
Tells
Nothing
Writes
Nothing
4The quote goes back to the hotel as a PDF.
21/10 08:09
It leaves only because Lina said OK, and it is written once.
Who
Quotes
OK
It goes out on Lina's OK at step 3.
Tells
Nothing
Writes
File The quote, quote.pdf (47 KB)
key RFQ-MDB15F034:v1
5Quotes tells Orders the approved prices.
21/10 08:09
When the order comes, its prices come from this quote, never from the order.
Who
Quotes
OK
It goes out on Lina's OK at step 3.
Tells
OrdersCustomer care
1 line at SAR 216.65 a carton, SAR 7,474.43, valid until 04/11.
quote.approved key RFQ-MDB15F034:v1
Writes
Nothing

The order

21/10 11:40 · 6 to 12

Email[email protected]

PO 7731 - quote Q-RFQ-MDB15F034-v1

Please supply as per our attached PO 7731, against your quote Q-RFQ-MDB15F034-v1. Please deliver by 26/10/2026.

XLSXpo7731.xlsx

6The hotel sends its order, PO 7731, with the quote's number on it.
21/10 11:40
It asks for delivery by 26/10.
Who
Al Noor Hotel
OK
Nothing to approve: a message has only arrived.
Tells
Nothing
Writes
Nothing
7The Inbox finds the quote's number and hands the order to Orders.
21/10 11:40
The quote is the thread, so Orders can take its prices.
Who
Inbox
OK
The inbox owner named the kind. In use, the AI names it, and a person is asked only when it is not sure.
Tells
Orders
The order email, who sent it, and the quote it names.
message.routed key email:<[email protected]>
Writes
Nothing
8Sara approves the order.
21/10 11:46
Orders takes the price from the quote, checks the hotel's credit and looks at the shelf: 18 cartons of the 30 are there.
Who
Orders
OK
Sara says OK at the order desk.
30 cartons at SAR 216.65, from the quote: never a price the order names
SAR 7,474.43 with VAT
Credit: limit SAR 150,000.00, owed SAR 42,000.00, room left after this order SAR 100,525.57
From the shelf now: 648 boxes; to buy: 432 boxes (12 cartons)
Warnings: only part is in stock; 26/10 cannot be met from the shelf and what is coming
Notes: 3 items this hotel usually orders are not on this order
Tells
Nothing
Writes
Nothing
9The order goes into your system, once.
21/10 11:46
ORD-EM-0C0CE94840, for the hotel's PO 7731, to deliver by 26/10. Then the hotel's confirmation, which waits until the order is in your system.
Who
Orders
OK
It goes out on Sara's OK at step 8.
Tells
Nothing
Writes
Your system Sales order CSV-SO-c87ddd25 (ORD-EM-0C0CE94840)
key ORD-EM-0C0CE94840:v1:erp_sales_order:csv
Message To the hotel: "Your order ORD-EM-0C0CE94840"
key ORD-EM-0C0CE94840:v1:customer_message:C-1001
The words, exactly
Thank you. We have received your order PO 7731 (ORD-EM-0C0CE94840). Ready to deliver now: 1 line(s). Total with VAT: 7,474.43 SAR. 1 line(s) will follow by a date we will confirm.
10Orders tells the Warehouse what to pick: 18 cartons.
21/10 11:46
648 boxes from RUH-MAIN now, oldest first; 432 boxes wait for the supplier.
Who
Orders
OK
It goes out on Sara's OK at step 8.
Tells
Warehouse
What to pick, from where, and what waits.
order.to_ship key ORD-EM-0C0CE94840:v1:to_ship
Writes
Nothing
11An order for the 12 cartons short goes to the supplier.
21/10 11:46
Riyadh Paper & Hygiene Trading (SUP-L01), the cheapest supplier that can take the order: 432 boxes at SAR 4.72 a box, needed by 26/10.
Who
Orders
OK
It goes out on Sara's OK at step 8.
Tells
Nothing
Writes
Your system Purchase order CSV-PO-4ebcbcfe (ORD-EM-0C0CE94840:v1:SUP-L01)
key ORD-EM-0C0CE94840:v1:erp_purchase_order:SUP-L01
12Orders tells Purchasing to keep an eye on it.
21/10 11:46
The supplier has 2 days to confirm before Purchasing chases.
Who
Orders
OK
It goes out on Sara's OK at step 8.
Tells
Purchasing
432 boxes at SAR 4.72, needed by 26/10.
po.sent key ORD-EM-0C0CE94840:v1:SUP-L01
Writes
Nothing

The supplier's answer

21/10 15:05 · 13 to 16

Email[email protected]

RE: Purchase order ORD-EM-0C0CE94840:v1:SUP-L01

Regarding ORD-EM-0C0CE94840:v1:SUP-L01: we can send 8 cartons now, on 24/10/2026, and the other 4 cartons on 31/10/2026.

13The supplier answers by email: 8 cartons on 24/10, 4 cartons on 31/10.
21/10 15:05
It is a reply to the order we sent, so a rule hands it to Purchasing. No person needed to look.
Who
The supplier
OK
A rule decided: no person needed.
Tells
Purchasing
The reply, who sent it, and the order it answers.
message.routed key email:<[email protected]>
Writes
Nothing
14Omar accepts the two dates.
21/10 15:12
Purchasing checks the reply against the order: all of it comes, but part of it after the date we need it, and that holds up the hotel’s order.
Who
Purchasing
OK
Omar says OK as the buyer.
288 boxes on 24/10, 144 boxes on 31/10
Warning: some arrives after we need it (31/10, needed by 26/10)
Warning: it holds up the hotel's order ORD-EM-0C0CE94840:v1
Tells
Nothing
Writes
Your system The new dates on the purchase order, CSV-PU-384693d8
key ORD-EM-0C0CE94840:v1:SUP-L01:erp_po_update:v1
Message To the supplier, [email protected]: "Re: ORD-EM-0C0CE94840:v1:SUP-L01: confirmation accepted"
key ORD-EM-0C0CE94840:v1:SUP-L01:supplier_message:ack-v1
The words, exactly
Dear Riyadh Paper & Hygiene Trading, Thank you for your reply. We accept your confirmation of purchase order ORD-EM-0C0CE94840:v1:SUP-L01: - FAC-TIS-2-150-NUA Nuaim Facial Tissue 2-ply 150 sheets: 288 box on 2026-10-24 - FAC-TIS-2-150-NUA Nuaim Facial Tissue 2-ply 150 sheets: 144 box on 2026-10-31 Regards, Purchasing, Example Trading Est.
15Purchasing tells Orders the new dates.
21/10 15:12
The Warehouse and Finance hear it too: one expects the goods, the other the invoice.
Who
Purchasing
OK
It goes out on Omar's OK at step 14.
Tells
OrdersWarehouseFinance
288 boxes on 24/10 and 144 boxes on 31/10.
po.confirmed key ORD-EM-0C0CE94840:v1:SUP-L01:confirmed:v1
Writes
Nothing
16Sara approves telling the hotel the new dates.
21/10 15:20
Orders writes the update from the confirmed dates; Sara reads it before it goes.
Who
Orders
OK
Sara says OK at the order desk.
The email to [email protected], word for word, below
Tells
Nothing
Writes
Message To the hotel, [email protected]: "New delivery dates for order ORD-EM-0C0CE94840"
key ORD-EM-0C0CE94840:v1:customer_message:ORD-EM-0C0CE94840.v1.SUP-L01.confirmed.v1
The words, exactly
An update on your order PO 7731 (ORD-EM-0C0CE94840). Our supplier has given us these dates: - 8 carton Nuaim Facial Tissue 2-ply 150 sheets: 2026-10-24 - 4 carton Nuaim Facial Tissue 2-ply 150 sheets: 2026-10-31

Also in this run

21/10 16:00 Faisal approves the pick list: 648 boxes from RUH-MAIN, 432 boxes still to come.
Your system Pick list CSV-PK-da4705a6
key ORD-EM-0C0CE94840:v1:to_ship:erp_pick_list:list

The delivery

21/10 16:35 · 17 to 18

WhatsApp+966500000901

Proof of delivery for ORD-EM-0C0CE94840:v1: delivered in full. Received and signed by Khalid, 21/10/2026.16:35

17Faisal checks the driver's proof: 18 cartons delivered.
21/10 16:40
The Inbox knows the driver's number as one of your staff and hands his WhatsApp to the Warehouse. Signed by Khalid at the hotel.
Who
Warehouse
OK
Faisal says OK as the storekeeper.
648 boxes delivered: 0 short, 0 damaged, 0 refused
Tells
Nothing
Writes
Your system Delivery CSV-DL-ba696fa4
key ORD-EM-0C0CE94840:v1:erp_delivery:CSV-DL-ba696fa4
18The Warehouse tells Finance what was delivered, for the invoice.
21/10 16:40
Customer care and Orders hear it too, so a question about this order is answered from the record.
Who
Warehouse
OK
It goes out on Faisal's OK at step 17.
Tells
FinanceCustomer careOrders
648 boxes delivered, with the proof.
delivered key ORD-EM-0C0CE94840:v1:delivery:CSV-DL-ba696fa4
Writes
Nothing

Also in this run

24/10 08:10 On 24/10 Faisal takes in the supplier's first 8 cartons: 288 boxes of the 432 ordered. Two warnings: less came than the order waits for, and the hotel's order is late.
Your system Goods received CSV-RC-cbe1551d
key ORD-EM-0C0CE94840:v1:SUP-L01:erp_receipt:CSV-RC-cbe1551d
goods.received Purchasing, Orders, Finance

The supplier's invoice

24/10 09:10 · 19 to 21

Email[email protected]

Invoice RP-10301 for ORD-EM-0C0CE94840:v1:SUP-L01

Please find attached invoice RP-10301 for purchase order ORD-EM-0C0CE94840:v1:SUP-L01.

XMLRP-10301.xml

19The supplier's invoice arrives: RP-10301, for the first 8 cartons.
24/10 09:10
288 boxes at SAR 4.91, SAR 1,626.19 with VAT. The Inbox hands it to Finance.
Who
The supplier
OK
The inbox owner named the kind. In use, the AI names it, and a person is asked only when it is not sure.
Tells
Finance
The invoice email, who sent it, and the order it bills.
message.routed key email:<[email protected]>
Writes
Nothing
Finance reads the invoice file itself: the supplier and its tax number, the lines, the VAT and the order it bills.
20Huda holds the bill: SAR 4.91 a box, 4% above the agreed price.
24/10 09:24
Finance checks the invoice against the order (432 boxes at SAR 4.72) and what the Warehouse took in (288 boxes). The count is right; the price is not.
Who
Finance
OK
Huda holds it in accounts.
Billed SAR 4.91, agreed SAR 4.72: SAR 0.19 a box over
SAR 54.72 over on the line of SAR 1,359.36
Over what you allow (the greater of 2% or SAR 50 on a line), so it cannot pass
Finance never pays: payment stays with people
Tells
Nothing
Writes
Nothing
21Finance tells Purchasing to ask the supplier about the 4%.
24/10 09:24
The Warehouse hears it too, in case the count was wrong.
Who
Finance
OK
It goes out on Huda's OK at step 20.
Tells
PurchasingWarehouse
The line that does not match: SAR 4.91 billed, SAR 4.72 agreed.
invoice.variance key SUP-L01:RP10301:variance:v1
Writes
Nothing

Also in this run

24/10 09:40 Omar approves the question to the supplier, word for word:

Message To the supplier: "Invoice RP-10301 does not match purchase order ORD-EM-0C0CE94840:v1:SUP-L01"

key SUP-L01:RP10301:variance:v1:supplier_message:query

The words, exactly

Dear Riyadh Paper & Hygiene Trading,

Your invoice RP-10301 does not match what we agreed on purchase order ORD-EM-0C0CE94840:v1:SUP-L01:
- FAC-TIS-2-150-NUA: invoiced 4.91, agreed 4.72 per box

Please send a corrected invoice, or tell us why the price changed.

Regards,
Purchasing, Example Trading Est.

The crushed carton

25/10 10:05 · 22 to 25

WhatsApp+966500000001

Salam, one carton of the Nuaim tissue from order ORD-EM-0C0CE94840 (invoice INV-2026-0421) arrived crushed. Can you collect it and credit us?10:05

22The hotel writes on WhatsApp: one carton arrived crushed.
25/10 10:05
The Inbox knows the number, finds the order and the invoice INV-2026-0421 in the words, and hands it to Customer care.
Who
Al Noor Hotel
OK
The inbox owner named the kind. In use, the AI names it, and a person is asked only when it is not sure.
Tells
Customer care
The message, and the order and invoice it names.
message.routed key whatsapp:wamid.crushed-1
Writes
Nothing
23Nour approves the return.
25/10 10:12
Customer care finds the delivery of 21/10, inside the 14 days for returns, and proposes collecting 36 boxes: one carton. Every return is a person's call; the rules only recommend it.
Who
Customer care
OK
Nour says OK in customer care.
The hotel's words, marked as words to read, never instructions to follow
Delivery CSV-DL-ba696fa4 on 21/10: 648 boxes
Proposed: collect 36 boxes, damaged
Tells
Nothing
Writes
Nothing
24Customer care tells the Warehouse to collect the carton.
25/10 10:12
Finance hears it too: a credit note may follow.
Who
Customer care
OK
It goes out on Nour's OK at step 23.
Tells
WarehouseFinance
Return RET-fdd16cfe: 36 boxes, damaged.
return.authorized key RET-fdd16cfe:v1
Writes
Nothing
25Customer care asks Finance for a credit note: 36 boxes on invoice INV-2026-0421.
26/10 09:45
It asks once the carton is back in the warehouse, not before. Finance files it for the person who handles credit; your system works out the amount.
Who
Customer care
OK
It goes out on Nour's OK at step 23.
Tells
Finance
Credit 36 boxes on INV-2026-0421, for the return.
credit_note.needed key RET-fdd16cfe:credit_note:INV-2026-0421
Writes
Nothing

Also in this run

26/10 09:30 On 26/10 Faisal counts the carton back: 36 boxes, damaged, written off.
Your system Return received CSV-RR-91ea9bc2
key RET-fdd16cfe:v1:erp_return_receipt:CSV-RR-91ea9bc2
return.received Customer care, Finance

Done.

7 workers took part and 6 people said OK. 17 notes passed between the workers, and 15 documents and messages were written, each once.

Everything sent a second time changed nothing: 17 notes and 15 documents before, the same 17 and 15 after.
No AI was called in this run: the one reading it would make was answered in writing.

Where the film on How it works keeps it short

The supplier answers by email here, not on WhatsApp.
Customer care asks for the credit note once the carton is back, the next morning, not when the return is approved.
The request is one line, not 42.
Faisal checks the driver’s proof of delivery, sent on WhatsApp; the film calls it a delivery note.
The supplier’s invoice comes as an e-invoice file here; the film shows a PDF.

Watch the film

What this run still passes by hand

With no AI in this run, the inbox owner named each message’s kind, except the supplier’s reply, which a rule knew.
The one AI reading of the request was answered by a written stand-in, so no AI was called at all.
The supplier’s reply is matched to our order by its email header, as a real mailbox would do.

A recorded run of the real software on 2026-10-25 (TawreedAI, tests/seven_workers/walk.py, 5e384d7). The hotel, the supplier and the people are made up.

Now send it something of your own.

Write as the hotel or the supplier. The crew read it, ask you at each step, and write nothing until you say OK.

Try it yourself Or book a free back-office review