Keep contract prices and approvals right.

One price book in the ERP, every quote and order checked against it, and exceptions that reach the right approver.

Start with an order desk review How it works

LID-16F, price per caseWorkbooks against the ERP

Account	In circulation	Contract price	State
Harbor Street Cafés	$38, $39, $41	$38	Set in the ERP
Corner Bakehouse	$40, $40, $42	$40	Set in the ERP
Pier 9 Catering	$44, $45, $45	—	Owner to choose
Lakeside Deli Group	$37, $37, $39	$37	Set in the ERP

What consolidation finds: one item at up to three prices. The account owner picks the winner, once.

Sound familiar?

Prices for 310 accounts live in 11 workbooks, and three versions are in circulation.
Contract pricing is set up in the ERP for only the top 40 accounts.
11% of emailed POs carry a price that doesn’t match the price book, and nobody finds out until the order is keyed.

About 170 orders a month are keyed at a price that doesn’t match the PO, and about $2,600 a month is credited back for price disputes.

What changes.

TodayWith the engine

Price source: Three versions of 11 workbooksOne price book in the ERP, with an owner
Checking: After the order is keyedBefore the quote goes out and before the order is entered
Exceptions: A call to the manager, then a noteA request with the margin and the account’s history, sent to the right approver
Changes: Edited in whichever copy was openDated, approved and visible to quotes and orders at once

How it works. 7 steps, 4 stages.

AI2
Rules and automation3
Your team2
Approval

1Consolidate
1. AI
  Compare the workbooks
  Reads every workbook and the ERP contracts, and lists each account where prices differ.
2. Your teamApproval
  Choose the master
  Sales and finance decide which price wins each conflict, and own the result.
2Check
1. Rules and automation
  Load one price book
  Contract prices move into the ERP with start and end dates.
  - Prophet 21
2. Rules and automation
  Check every quote and PO
  Price, unit and quantity breaks are checked before a quote is sent or an order is entered.
  - Prophet 21
  - Outlook
3Approve
1. AI
  Prepare the exception
  Explains the gap and drafts the approval request, with margin and the account’s history.
2. Your teamApproval
  Approve or decline
  The sales manager approves exceptions within limits. Anything bigger goes up.
4Keep right
1. Rules and automation
  Expire and renew
  Prices that end soon are flagged, and renewals are drafted for the account owner.
  - HubSpot

Each exception shows which price to fix

What you get. Real work, every week.

PO-655Price exception

Lakeside Deli Group wants $36 a case. Contract is $37.

PO says: 4 cases of LID-16F at $36
Contract: $37 a case, in force
Gap: $4 on this order
Margin: Still above the floor
Suggested: Hold the contract price and tell the buyer

The request an approver sees: the gap, the margin and a recommendation.

Price exceptionsThis week

PO-655 · Lakeside Deli GroupPO says $36 a case, contract says $37−$1Held for approval
Q-734 · Pier 9 Catering20 cases at $41 against a $44 list · above the floor−$60Approved
Q-735 · Corner BakehouseBelow the floor and over the manager’s limit−$140To the VP

This week’s exceptions, with who decided each one.

How you’ll know it’s working.

Orders keyed at a mismatched price
About 170 a month today, found after entry.
Time to decide an exception
From a flagged price to an approved or declined answer.
Price credits issued
Dollars credited back for disputes, about $2,600 a month today.

Baselines agreed before we build.

Works with what you have.

ERP, CRM & inbox

Prophet 21
Salesforce
Business Central
HubSpot

Commerce

Shopify

Wholesale commerce

BigCommerce

We configure first: Your ERP’s own contract pricing comes first. Extending it from 40 accounts to all of them is mostly data work, and it needs no AI.
We build when: Exceptions, quote breaks and approvals need explaining and routing across the ERP, the inbox and the CRM.

What a first build includes.

Built in your accounts, around your team. Scope, fee and baseline agreed before we start.

1Design
2Build

Start with a review Scope this build

We build

A single price book in the ERP, with start and end dates
A price check on every quote and emailed PO
An approval route with limits for each approver
A price-change log and renewal reminders

We start from

Every price workbook and the ERP’s current contracts
Margin floors and approval limits
Twelve months of price disputes and credits

From your team

Owner: VP of sales and service, with the credit manager
Involves: Inside sales
Finance
Order desk
ERP administration

Questions teams ask.

Do we have to move all 310 accounts at once?

No. We start with the accounts that cause the most disputes and finish them before the next group. Until an account moves, its price stays checked against the workbook it came from.

Who decides when prices conflict?

Your people. We list every conflict with the evidence, and sales and finance choose the winner. The system applies the choice and never sets a price on its own.

Who owns it once it’s running?

You do. It’s built in your accounts, documented, with training for the people who run it. Ownership usually sits with your VP of sales and service, with the credit manager. We can keep running it with you, or step back.

How do we start?

Usually with an order desk review: two to four weeks, a fixed fee credited to the build, and a plan that’s yours. If the job is already clear, we can scope the build directly.