“3 ctn eggs, 2 sack jasmine rice, 1 keg lager”
WhatsApp / Message received
06:12
In
How it works
WhatsApp orders, captured, priced and approved.
Your customers message your normal WhatsApp number, the way they always have. XLANE matches every line to your catalogue, applies their pricing, checks stock and has the customer confirm. Anything above your approval threshold, or any match it isn't sure of, waits for your team.
30 minutes. We look at how orders reach you today and whether XLANE fits.
Example order
From message to approved order
24/7
3 lines matched to catalogue
Order engine / Shorthand recognised
3/3
Match
Customer price tier applied
Pricing & stock / Stock checked
In stock
Check
Draft order ready for review
Approval queue / Awaiting approval
1 tap
Review
Approved order
Export / CSV / PDF for your system
Ready
Export
24/7
order capture and confirmation, including the 6am and 9pm orders your office never sees.
0
apps for your customers to install. They keep using the WhatsApp they already have.
1 tap
to approve an order, from the dashboard or straight from WhatsApp.
What it replaces
Every re-typed order is a chance to get it wrong.
Off-hours orders go cold
Kitchens work out what they need at 6am and after service. If nobody answers, the order goes to whichever supplier replies first.
Hours lost to re-typing
Counter staff copy chats, shorthand and long lists into your ERP or accounting system, line by line, every day.
Wrong items ship
A misread abbreviation or a slipped quantity becomes a wrong delivery, a return trip and a credit note.
The morning backlog
Overnight messages pile up, so the first hours of every day go to catching up instead of selling.
What each side sees
Simple for your customers. Controlled for your team.
Nothing changes for the people ordering. Behind the chat, every order runs through fixed rules you can check, and a person stays in control of what books.
What your customers see
Ordering on WhatsApp
Browse your catalogue with their own pricing, build a cart or type the order as a list, choose delivery or collection, pick a date, add their PO number and set up repeat orders.
Behind the chat
The order engine
Matches every line to your catalogue, including the shorthand your customers actually use, applies their price tier and checks stock. Fixed rules, not AI guesswork.
What your team sees
The approval dashboard
Orders over your threshold, or with a match the system isn't sure of, wait in an approval queue. Owners and operations staff each get their own view.
Where orders go next
Export to your system
Approved orders export as clean CSV or PDF, ready for your ERP or accounting software. XLANE never needs write access to them.
Getting started
Set up around your catalogue, then live with your customers.
We do the set-up work with you, start with a group of your customers, and keep tuning once you're live. Your customers don't have to learn anything new.
Active workflow step: Discovery call
01
Discovery call
We look at how orders reach you today: who orders on WhatsApp, how many orders arrive a day, and where time and mistakes creep in. You'll know quickly whether XLANE fits.
Output
A clear yes or no on fit
02
Catalogue & shorthand set-up
We load your catalogue, units and customer price tiers, and teach the system the abbreviations and nicknames your customers really use for your products.
Output
Your catalogue, ready to order from
03
Go live with a pilot group
A group of your customers start ordering through XLANE on your normal WhatsApp number, while your team approves orders from the dashboard.
Output
Real orders, approved by your team
04
Ongoing tuning and support
We watch how orders flow, add new shorthand as it appears, adjust approval thresholds with you and roll out to more customers when you're ready.
Output
A system that keeps up with you
Safeguards
Built to be trusted with your orders.
Speed means nothing if you can't trust what ships. These safeguards are part of how XLANE works, not optional extras.
Big or unclear orders wait for a person
No AI guesswork in matching or pricing
No customer message silently dropped
No write access to your ERP
Your data kept separate and encrypted
Customers told they're using an automated assistant
Why not just keep copy-pasting
Better than copy-paste. Lighter than a portal.
What matters
WhatsApp Web + copy-paste
XLANE Systems
What matters
Off-hours orders
Wait until someone opens the chat in the morning, if they don't go to another supplier first.
Captured and confirmed any time, and ready for your team when they start.
What matters
Getting the items right
Depends on someone reading shorthand correctly and re-typing every line without a slip.
Every line is matched to your catalogue by fixed rules. Anything unclear goes to a person.
What matters
Pricing and stock
Staff look up each customer's price and check stock by hand.
Customer-specific pricing and stock checks happen on every order.
What matters
Control
Hard to see who promised what, and to whom, across phones and chats.
Every order lands in one place with a clear status, and the ones that need a decision wait in your approval queue.
What matters
Your customers
Ordering portals and apps ask customers to change how they order. Most won't.
Customers keep ordering on WhatsApp. Nothing to install, no new login.
FAQ
Questions distributors ask us first.
See how XLANE would handle your orders.
Book a 30-minute discovery call. We'll look at how orders reach you today and tell you honestly whether XLANE is a fit. Ask us about the founding partner pilot.
No obligation. No sales script.