An AI agent connects to your ERP through its API, under its own user. Some services have an API or MCP. Then you are not looking at a front end. If a system has neither, our AI looks at the monitor the way you do. The beautiful thing about AI: you don’t need to change anything. You don’t need to change QuickBooks. You don’t need to change your CRM system. You’re putting AI on top of everything. Everything that touches your money, please approve it manually.
In the middle segment, I can tell you for sure: your data lives in many places. You have accounting, you have customer reviews, you have stock, and everything can be in different systems. Someone even uses Excel for something.
And when you build this orchestration system, you put it on top. With each company we work with, we don’t change their systems.
People are working, they’re looking at their PC or Mac, and they’re used to it. It’s really hard for people to change something. To change their behavior, or to learn a new system. So you put AI on top of it.
For the main systems we use the door the vendor supports.
Some portals have no API at all. Then the agent has all the input data it needs, logs in, and puts everything in the way a real person would.
For example, a customer sends a PO, PDF in email, 7 in the morning. Nobody is in the office yet. The agent reads it, finds this customer in your ERP, and matches every line to your item numbers. He checks stock, he checks the price you agreed with this customer, right? And he makes the sales order, but as a draft. Not posted. Our order entry automation page follows this workflow from email to approval.
If something is not matching, he doesn’t guess. Item number he doesn’t know, price is different from the contract, quantity more than you have. This order goes to the queue with a note what is wrong. Your rep opens the queue, sees the PDF and the draft next to each other, and presses approve, or fixes one line. Before this, nothing goes to your books.
One AI agent reads your orders. Another one checks its work. Every company has different systems, so we build 100% custom. We don’t have any box or application that we offer to our clients, right? Everything is custom made. The main question is to build this orchestration system with a few layers of security, and put different LLM models that check each other.
So the agent will have rules, and you will set up these rules. You’re the owner, and you know how it should work, because AI will act as good as the information you give it, and as the rules you give it. So again, it cannot think like you.
So you will have one button, approve. You can see the whole history and everything, because you don’t trust a robot, right? You have approve, deny, or you can speak with your AI about why it did this.
The machine prepares, AI checks, human approves. It reads each order, checks stock, drafts the invoice, and a person approves. Of course there should be some person who will review. So everything that’s not working goes to a line for a human to fix.
So we can start, for example, with one or two inside reps first, and compare notes against what they write today. Later we roll it out to the whole team. We start with one workflow, prove it, then expand.
Before building anything, I need to work with your team. So usually, some customers record a Loom video for us. With some customers, we work on a screen share in Google Meet or Zoom. We need to see how your working day looks from inside, right? Otherwise we will not be able to automate the process, because we don’t know what you’re doing daily.
I will send you some questions. When you have time, just reply to them, and I will have a full understanding of which systems you’re working with and what you want in the end. On the ERP side we need an integration user your admin creates, and a sandbox if you have one.
Yes. NetSuite we connect through SuiteTalk REST web services with OAuth 2.0, under its own integration role. QuickBooks Online through its OAuth 2.0 API. Your admin can switch this access off any time, in one place.
No. The agent prepares the entry, and a person approves anything that touches your money. Even after months of good work, money stays with a human.
No. You don’t change QuickBooks, you don’t change your CRM. People keep the screens they know, and AI works on top.
Then the agent works through the screen, the way your person does. It logs in, types what it needs, and someone on your team still approves.
A look at your working day, a Loom video or a screen share is enough. Then an integration user from your admin, and a sandbox if you have one.
With the free 60-second diagnostic at negodiuk.ai/audit-tool. Then we pick one workflow, prove it, and only then expand.
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