How to receive WhatsApp orders without entering them by hand in the ERP
For a WhatsApp order to reach the ERP without typing, an agent has to identify the customer, turn the message into catalog products, validate stock and price, read the order back for the customer to confirm and load it with a key that prevents duplicates. It's advisable to start with orders pending approval.
Updated on October 16, 2026
The flow, step by step
| Step | What the agent does | What it prevents |
|---|---|---|
| 1. Identify | Recognizes the customer by number and account. | Orders under the wrong name. |
| 2. Interpret | Turns “20 boxes of the usual” into catalog products. | Mistyped codes. |
| 3. Validate | Checks stock and applies the customer's price list. | Promising what isn't there or charging wrongly. |
| 4. Confirm | Reads the order back to the customer and waits for the “yes”. | Misunderstandings. |
| 5. Load | Creates the order in the ERP with a unique key, pending approval. | Duplicates and uncontrolled loads. |
What to do with voice notes, photos and PDFs
Many customers send the list as a photo or voice note. The agent can transcribe them, but that transcription should be treated as a draft: it always goes through the confirmation step with the customer before loading.
When to move to direct loading
When the team has reviewed enough orders and almost never corrects them, direct loading can be enabled for trusted customers and low amounts, keeping approval for the rest. You measure it by looking at what percentage of orders are approved unchanged.
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