A leading FMCG bottling company, faced a major operational bottleneck in gathering accurate distributor stock data. Distributors across multiple territories sent their stock updates through a wide variety of informal channels — including emails, WhatsApp messages, screenshots, handwritten notes, and exports from their own ERP tools. The burden fell on sales reps, who had to manually extract this fragmented information and enter it into a centralized Google Sheet used for analytics, forecasting, and sales planning. This process was time-consuming, error-prone, and inconsistent — leading to data delays and missed insights.

To solve this, we built a fully automated, AI-powered stock intake and approval system using Make.com, Supabase, Lovable Forms, and OpenAI. The system monitors incoming emails for attachments, intelligently extracts SKU-level data from various formats, dynamically populates a pre-designed approval form, and routes it to the respective sales rep. The rep only needs to approve or decline with a single click. Upon approval, the validated data is instantly logged into a structured Google Sheet, maintaining integrity and saving hours of manual entry.