Wholesale Order → Invoice · E-commerce & Retail
Wholesale orders to Square invoices, priced from your list
AI reads each B2B order, matches lines to your price list and never guesses a price. You approve the lines and total, then Square sends the invoice with a payment link.
Can't be bought yet: waiting for Square approval. It opens for purchase on its own once approved.
- Starts when your form or app sends it something
- 1 AI step
- A person approves before it acts
- About 20 min to set up
Sound familiar?
The job, before and after this agent.
What it feels like today
- “Wholesale orders come in by email and I retype every line into an invoice.”
- “One wrong price on a big order and the whole margin is gone.”
- “Invoices go out days late because I only get to them on Friday.”
What you get with the agent
- Each order from your B2B form (or a pasted email order) is read and matched to your price list by SKU or name.
- Prices come only from your list; unclear lines are flagged and left off, never guessed.
- A person approves the lines, total and due date from your payment terms before anything is created.
- The buyer's Square order and invoice are created and published, so Square emails it with a payment page.
- The invoice number and payment link land in your Slack orders channel, along with any order that couldn't be invoiced.
Before
A café emails an order for 14 items. You open the price sheet, type each line into Square, double-check the math and hope you didn't miss a case discount.
After
The order is matched and priced from your list, one unclear item is flagged, you approve the total, and the café gets a Square invoice with a payment link.
How it works
The whole workflow, step by step.
Each wholesale order your B2B form posts (or an emailed order pasted into your internal form) is read by AI. Lines are matched to your price list by SKU or name and priced only from that list; unclear lines are flagged and left off, never guessed. A person approves the lines, total and due date. The agent then finds the buyer in Square, creates the order and invoice and publishes it, so Square emails it with a payment page, and posts the result to your Slack orders channel. Buyers who aren't Square customers yet are flagged in Slack. It doesn't check stock, and the Square order carries one line for the total with the breakdown in its note and the invoice message.
- TriggerNew wholesale order
- LogicWork out the due date
- AI stepRead the order lines
- LogicCheck the math
- LogicCan it be invoiced?
- Needs a person:Ask the team in Slack
- Approve:Approve lines and prices
- App callAsk the team in Slack
- OutputSent to the team
- Human approvalApprove lines and prices
- Approved:Find the buyer in Square
- App callFind the buyer in Square
- LogicCustomer in Square?
- Not in Square:Ask the team to add the customer
- Found:Create the Square order
- App callAsk the team to add the customer
- OutputWaiting for the customer
- App callCreate the Square order
- App callCreate the invoice
- App callPublish the invoice
- App callPost it to Slack
- OutputInvoiced
This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.
- Step 1New wholesale orderYour B2B order form (or your site, or a teammate pasting an emailed order into your internal form) posts each order to this webhook.
- Step 2Work out the due dateIn code, not AI: the invoice due date is today plus your payment terms (Net 30 by default; change add.days here, and set timezone, e.g. America/Chicago, for “today” — UTC when blank). Also reads the requested delivery date. Orders are never dropped here.
- Step 3Read the order linesAI pulls out each line, matches it to your wholesale price list by SKU or name, prices it from the list and flags unclear lines instead of guessing. The due date comes from the step before.
- Step 4Check the mathRecalculates every line (quantity × unit price, in cents) and the invoice total in code — not by AI — writes them into the line breakdown and the amount Square invoices, and flags anything the AI got wrong for the approver.
- Step 5Can it be invoiced?Orders with no matched line or no buyer email go to Slack for a person; the rest wait for approval.
- Step 6Ask the team in SlackPosts the order and why it can't be invoiced automatically to your orders channel.
- Step 7Sent to the teamNo invoice was created.
- Step 8Approve lines and pricesA person checks the lines, prices, total and due date in Reviews, edits them if needed and approves to invoice.
- Step 9Find the buyer in SquareLooks up the Square customer with the buyer's email.
- Step 10Customer in Square?Invoices need a Square customer. When the buyer isn't one yet, the team is asked to add them.
- Step 11Ask the team to add the customerPosts to your orders channel that the buyer isn't a Square customer yet, with the approved lines.
- Step 12Waiting for the customerNo invoice was created.
- Step 13Create the Square orderCreates an order for the buyer with the approved total (one line; the breakdown is in the line note and the invoice message).
- Step 14Create the invoiceCreates the draft invoice for the order, due on the approved date, with the line breakdown as its message.
- Step 15Publish the invoicePublishes the invoice: Square emails it to the buyer with a payment page.
- Step 16Post it to SlackPosts the invoice number, total and payment link to your orders channel.
- Step 17InvoicedThe run history keeps the order, the invoice and its link.
Example run
What goes in, and what comes out.
Example with fictional data
Comes in
Order from Juniper Street Café (fictional): 6 cases House Blend 1kg, 2 cases Decaf, “a few of the new mugs”.
The agent produces
Two lines priced from your list with the total shown; “new mugs” flagged as unclear and left off. After approval, Square invoice created and published, payment link posted to Slack.
What you need
Everything it takes to run it.
About 20 minutes from purchase to live. A checklist above the canvas takes you through each step.
Plan
Included in Enterprise; on other paid plans it's $129 once. Agents run live on paid plans, from Basic ($39/mo).
Your AI key
Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.
Checklist
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Square and Slack, connected in Settings → Integrations.
- Buyers set up as Square customers (with their email), and your wholesale price list.
Setup, about 20 minutes
- Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
- Connect Square. Connect your Square account (Settings → Integrations → Square) with access to customers, orders and invoices.
- Connect Slack. Connect the Slack workspace your orders team uses (Settings → Integrations → Slack).
- Paste your price list. Open “Read the order lines” and replace the placeholder with your price list and currency. Payment terms are Net 30: change the days in “Work out the due date”.
- Pick your Square account and location. Open “Find the buyer in Square”, “Create the Square order”, “Create the invoice” and “Publish the invoice” and pick your account (and location) in each.
- Pick the Slack account and channel. Open “Ask the team in Slack”, “Ask the team to add the customer” and “Post it to Slack” and pick your account and orders channel in each.
- Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
- Switch the trigger on. Open the trigger, copy the webhook URL and secret into your order form or site, and switch it on. Fields: buyer_company, buyer_name, buyer_email, po_number, requested_delivery, order_text, notes.
Is it a fit?
Who it's for, and what it won't do.
Built for
- Small makers and roasters selling wholesale
- Food and beverage producers invoicing cafés and shops
- Retail brands with a B2B order form
What it doesn't do
- It doesn't check stock or reserve inventory.
- It never prices from the order text or guesses an item: unclear lines are left off the invoice for a person.
- The Square order is one line for the approved total; the line-by-line breakdown is in the line note and the invoice message.
- It doesn't create Square customers: a buyer who isn't one is flagged in Slack.
We list the limits up front so you can decide before you buy.
Price
$129 one-time
Per workspace. It never renews.
- Included at no extra cost on Enterprise.
- Buying and running it live need a paid plan, from Basic ($39/mo).
- Dry Run costs nothing: simulated AI and app calls, nothing sent.
- AI usage is billed by your own provider, at cost. No AI credits to buy from us.
One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy
FAQ
Questions about Wholesale Order → Invoice.
Will it ever invent a price?
No. Prices come only from the list you paste in. Anything it can't match is listed for a person and left off the invoice, and you approve every invoice before it's created.
Which apps does it need?
Square and Slack. The agent's page shows whether each app is ready to connect.
How much setup is it?
About 20 minutes: connect Square and Slack, paste your price list, pick your location and channel, then test with Dry Run. Buyers need to exist as Square customers with an email.
Is it worth it for a small wholesale side?
It's a one-time purchase that never renews, set against retyping every order and re-checking prices by hand. You need a paid plan and your own AI key; Dry Run is free.
Will it invent a price?
No. Prices come only from the price list you paste in. Items it can't match are listed for a person and left off the invoice.
Can the AI get the total wrong?
Not on the invoice: after the AI reads the order, every line (quantity × list price) and the total are recalculated in code, and that checked total is what Square invoices. If the AI's math was off, the review screen shows what was corrected.
Does it check stock?
No. It invoices what was ordered; check stock as you do today.
How is the due date set?
In code, not by the AI: today plus your payment terms (Net 30 by default). Change the days in “Work out the due date” (add.days). The approver can still edit the date before invoicing.
Is this a subscription?
No. Wholesale Order → Invoice is a one-time purchase of $129 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.
Can I test it before it touches real data?
Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.
Wholesale Order → Invoice is almost ready.
Can't be bought yet: waiting for Square approval. It opens for purchase on its own once approved. Create a free account now and you'll find it on your Agents page.