Distribution and trading: buy, stock, sell, collect
Who this is for
Owners, sales, purchasing, warehouse and accounting staff in distribution and trading companies.
The problem
Quotes in Excel, orders agreed by message, purchases with no clear approver, and stock that no longer matches the ledger.
A day with XBuddy
Sell: quotation to invoice
Quotation, sales order and delivery order lead to the invoice, and invoicing beyond the delivered quantity is blocked. — Sales
Buy: requisition to bill
PR, RFQ, PO, goods receipt and bill, with three-way matching and category-based permissions. — Procurement
Keep one stock ledger
Multiple warehouses, lots and serials, and issue cost methods familiar in Vietnam. — Inventory
Manage distributors (beta)
Distributors, channel price lists, returns and credit limits. — Distribution (beta)
Ship and prove delivery (beta)
Shipments are created from the sales order, with delivery milestones and proof of delivery. — Logistics (beta)
Collect and post
Receivables, e-invoices and automatic journal entries in Finance and Accounting. — Finance
Apps involved
| App | Role in this scenario | Link |
|---|---|---|
| CRM | Customers and pipeline | CRM |
| Sales | Quotes, orders, deliveries | Sales |
| Procurement | Purchasing | Procurement |
| Inventory | Stock | Inventory |
| Approvals | Approvals | Approvals |
| Distribution (beta) | Distributors, channel pricing (beta) | Distribution (beta) |
| Logistics (beta) | Shipments (beta) | Logistics (beta) |
| Finance | Receivables and payables | Finance |
| Accounting | Ledger | Accounting |
AI assistants that help
sales_coach: Coaches deals, reviews the pipeline and supports quotations and sales orders.procurement_assistant: Supports purchasing work in the app and on document pages.inventory_planner: Supports stock planning.ar_collector: Reminds about receivables and analyses ageing.distribution_manager: Reconciles van sales (one insight, no action skills yet).
Related business flows
Honest limits
- Distribution (beta): van sales do not yet reduce stock or create invoices and journal entries, commission is often zero, and credit notes stay as drafts.
- Logistics (beta): no domestic carrier connection, no route optimisation, and tracking webhooks are not enabled for customers.
- Pipeline and forecast analytics are in CRM, not in Sales.