EDI processing
Purchase orders, invoices, and payment advices (850, 810, 820) are checked as they arrive and resent through your network when a transmission fails.
Purchase order to payment, reconciled.
Always Cool AI runs the retail back office for consumer-product suppliers: EDI, purchase orders, deductions, and reconciliation, worked by AI agents with checkpoints your team controls.
PO 45000123451 variance
| Item (cases) | Ordered | Shipped | Bill of lading | Invoiced |
|---|---|---|---|---|
| Oat milk, 32 oz, case of 6 | 120 | 120 | 120 | 120 |
| Almond butter, 12 oz, case of 12 | 80 | 80 | 80 | 80 |
| Granola, 10 oz, case of 8Invoiced 8 cases more than shipped | 200 | 192 | 192 | 200 |
| Sparkling water, 12 oz, case of 24 | 60 | 60 | 60 | 60 |
- Pre-ship gate✓ Passed
- Delivery gate✓ Passed
- Financial gateHeld for review
Decision for a reviewerCredit the 8-case short-ship, or dispute the deduction with the signed bill of lading.
- Approve short-ship credit
- Dispute deduction
Illustrative example, not real data.
Built on open standards
- EDI X12 850
- EDI X12 810
- EDI X12 820
- A2A
- AP2
- MCP
- OpenTelemetry
- Google sign-in
One record from order to cash.
Every document lands on the same purchase order, so shipments, invoices, payments, and deductions can be checked against each other.
Purchase order lifecycle
Every order moves through nine states, from received to closed, with a record of who or what moved it.
Deduction management
Deductions are classified, matched to evidence, assigned to the party responsible, and tracked until they close.
Reconciliation
Quantity, price, and item are matched across order, shipment, and invoice, and the signed bill of lading is checked against the original.
AI console
Ask about an order, open a dispute, or check a reconciliation in plain language, from the terminal.
Compliance tools
Label checks for nutrition facts, allergens, and state bottle-deposit rules, for signed-in teams.
Built in production.
- Ran EDI, purchase orders, and deductions with a major national grocery retailer.
- Worked deductions and evidence through a national natural and specialty foods distributor's portal.
- Reconciled orders, bills of lading, and payments in a national warehouse club's supply chain.
- Shipped FDA-regulated private label products into national retail.
Built to plug in.
Documents arrive from EDI, email, supplier portals, and other AI agents. Each purchase order moves through one state machine with three checkpoints, and open protocols let other systems watch, ask, and act.
In
- EDI 850, 810, and 820
- Email and PDFs
- Supplier portals
- Requests from other agents (A2A)
Track
- Received
- Validated
- Scheduled
- Shipped
- Delivered
- Invoiced
- Payment received
- Reconciled
- Closed
- Nine-state purchase order lifecycle
- One audit trail per order
- Pay-when-paid holds
Check
- Pre-ship gate
- Delivery gate
- Financial gate
Connect
- A2A and AP2 for other agents
- MCP for AI tools
- OpenTelemetry tracing
- LLM judges that review agent work
Security built in.
Access is limited to the people and agents that need it.
Company sign-in only
Google sign-in is limited to company domains.
Tools and APIs behind sign-in
Tools and APIs require sign-in.
Keyed access for agents
Other agents reach the platform with an API key.
Encrypted in transit
HTTPS with HSTS.
Talk to us about your order-to-cash process.
Tell us how orders, invoices, and deductions move through your business today, and we will show you where the platform fits.