By industry

A virtual worker for retail and distribution

Retail lives on having the right goods in the right place at the right price. Behind that is a lot of small work: checking stock, ordering from suppliers, price lists that arrive in spreadsheets, and customers asking whether an item is in stock. Most of it repeats in the same way every week.

A virtual worker takes over the repetitive part. We set it up on your existing spreadsheets, email and software, and your people decide: what is ordered, from whom and at what price.

Start the assessment

You see the savings range straight after the questions; we only ask for contact details for the full summary. No obligation. After the assessment you can request a 30-minute meeting.

What a virtual worker takes over

  • Stock review and suggested order

    From a stock export, finds items below the agreed minimum stock and prepares a draft order for each supplier. Your purchasing officer approves the order.

  • Comparing supplier quotes

    Brings the price lists and quotes that arrive by email into one table, with prices and delivery times for the same items.

  • Price list consistency check

    Spots differences between the purchase price list, your sales price list and the prices in the web shop, and lists what does not match. It changes nothing itself.

  • Replies to customers on availability and price

    For enquiries such as whether an item is in stock and at what price, prepares a reply from stock levels and the price list, for you to send or, once you allow it, to send on its own.

  • Tracking late deliveries

    Tracks expected deliveries and prepares a reminder to the supplier when the date has passed.

What getting started looks like

This is the order of the steps. We agree the exact schedule and timings at the meeting, once we know your work.

  1. 1

    We choose a starting point

    Usually it is suggested orders or comparing quotes, because they have clear rules and are easy to check.

  2. 2

    We agree the rules

    Together with your purchasing officer we write down the rules: minimum stock, minimum margins, preferred suppliers by product group.

  3. 3

    Parallel running

    The worker prepares suggestions alongside your usual process, so you can see straight away whether they differ from your people's decisions, and why.

  4. 4

    Taking over and expanding

    Once the suggestions match your decisions, the worker takes over the preparation and we agree the next area, for example replies to customers.

What we need from you

  • a stock export from your software or spreadsheet
  • a list of suppliers with contacts and terms
  • purchase and sales price lists
  • rules: minimum stock, minimum margins, supplier priority
  • access to the email inbox where quotes and confirmations arrive

What a virtual worker does not do

  • It does not send an order to a supplier without your approval.
  • It does not change prices or stock levels in your system or web shop.
  • It does not negotiate prices and does not choose a new supplier.
  • It does not decide on promotions or discounts.

Frequently asked questions

Can a virtual worker order from suppliers on its own?

It prepares the order and sends it only once you have approved it. Sending on its own is possible only for a type of order you explicitly allow, for example recurring orders from the same supplier up to an agreed amount.

Does the virtual worker work with our web shop?

That depends on the platform and the access you can give us. If the web shop has a data export or a read interface, the worker can compare prices and stock levels. We check this before we agree anything.

How does the worker know which stock levels are too low?

From the rules we agree with you, for example a minimum stock per item or product group. Without agreed rules, it does not guess.

Does the worker replace the purchasing officer?

It takes over the repetitive part of the job, while decisions about suppliers and prices stay with the purchasing officer. The aim is that they copy less and decide more.

An estimate now, a clear figure for management.

The assessment shows the range of hours and money your company could get back. If it makes sense, the next step is a 30-minute meeting. You get the price and timeline there, once we know your work.

Start the assessment

Updated 6 November 2026.