Why automate business processes?
Working manually in Exact Online takes time and is error-prone. Every order, delivery or invoice requires multiple steps: logging in, searching, entering data, verifying. With Ledger Botje, you automate these processes through your AI assistant. Give a command in plain language and the AI executes it in Exact Online.
In this article, we cover five complete business processes you can automate today with AI tools like ChatGPT, Microsoft Copilot, Claude or Google Gemini.
1. Automate the purchasing process
The purchasing process consists of multiple steps: analyzing stock, creating purchase orders and booking goods receipts. With Ledger Botje, you automate this entire flow.
How it works:
- "Which items are below the reorder point?" — the AI analyzes your stock and provides an overview.
- "Create a purchase order at supplier Jansen BV for 500 units of M10 bolts" — the order is created directly in Exact Online.
- "Book the goods receipt for purchase order PO-2024-0312" — the receipt is processed and stock is updated.
What used to be three separate actions in Exact Online is now one conversation with your AI assistant. Read more about automating purchase orders.
2. Automate the sales process
From sales order to invoice: the order-to-cash process contains many repetitive steps. AI takes over.
How it works:
- "Create a sales order for customer Baker's Bakery: 200 units of item BREAD-MIX" — the sales order is created.
- "Book the delivery for sales order SO-2024-0891" — the goods delivery is processed.
- "Create an invoice based on sales order SO-2024-0891" — the invoice is generated.
The complete flow from order to payment can be handled step by step through your AI assistant. Read more about automating invoices.
3. Automate warehouse management
Moving stock between warehouses, managing locations and processing transfers: these are time-consuming tasks that are ideal for automation.
How it works:
- "Transfer 100 units of item A1001 from warehouse North to warehouse South" — the transfer is created.
- "What stock is at location HAL-A-01?" — instant overview per storage location.
- "Process all open warehouse transfers" — transfers are handled in bulk.
4. Automate the returns process
Processing returns is often a manual and error-prone process. With AI, it becomes simple and fast.
How it works:
- "Create a sales return for sales order SO-2024-0445: 10 units of item CABLE-USB-C" — the return is created.
- "What is the status of return RMA-2024-0023?" — instant insight into progress.
The AI handles the return including stock correction, so your administration is always accurate.
5. Automate the production process
For manufacturing companies, Ledger Botje offers extensive automation of shop orders, material issues and completion reports.
How it works:
- "Create a production order for 500 units of item FRAME-ALU" — the shop order is created.
- "Issue materials for shop order WO-2024-0089" — all required materials are consumed.
- "Report shop order WO-2024-0089 as finished: 490 units produced" — the completion is processed.
From bill of materials to finished product: the entire production process can be managed from your chat window.
Get started with automation
Want to automate these business processes? With the Advanced plan from Ledger Botje, you get full write access to Exact Online through your AI assistant. Set up the connection via the MCP configuration page and get started within five minutes.
Check the prompt library for more examples, or read how to specifically automate invoices or purchase orders.