Buyers get an answer on the first call
Order status, delivery date and open invoices — Kolio answers immediately, at 7:30 and at 18:00, when the account manager is not at the phone.
Solutions · Wholesale and B2B
B2B AI customer service for wholesale.Account managers sell. Routine questions go to Kolio.
Kolio is an AI agent for B2B sales: it tells an identified buyer their order status, delivery dates and open invoices from your ERP — by phone, web chat and email — and hands every new inquiry or repeat order to the buyer's account manager as a task. It never reveals customer-specific pricing unless your instructions allow it.
30-minute consultation · or 7 days free · no credit card
- order status
- delivery date
- open invoices
Prepared by the Kolio team · updated
What changes
What changes in B2B sales with Kolio
Every inquiry has an owner
A new inquiry or repeat order becomes a task for the buyer's account manager — with the transcript, quantities and the date the buyer mentioned.
Account managers have time to sell
Routine questions no longer interrupt visits and negotiations; in the CRM the account manager sees who called, what they asked and what Kolio answered.
A typical day
What does a day in wholesale look like with Kolio?
In wholesale the same day repeats across ten buyers: where is my order, when does the delivery arrive, what is still open, can we repeat the last order. Kolio takes these questions on all three channels, and the account manager receives only what needs a decision.
A buyer calls before opening
Kolio recognises them by the contact's phone number, checks the order in the ERP and says: shipped yesterday, delivery today by 2 pm.
Quote request for 40 pallets
Kolio records the items, quantities and requested date, confirms receipt to the buyer and creates a task for the account manager with the transcript — it does not issue the quote itself.
“When does the second delivery arrive?”
It reads the confirmed delivery date from the open order in the ERP and says it; if there is no date in the system, it does not guess but hands it to the account manager.
The buyer's accounts team asks about open invoices
After confirming the buyer's identity, Kolio lists the open invoices with due dates in the web chat; a request for an invoice copy goes to your team.
The account manager reviews the day
In the CRM they see 14 conversations with their buyers, two new tasks and one repeat order, which they confirm and enter into the ERP.
Customer support
How does Kolio tell an identified buyer their order status, delivery dates and open invoices?
B2B AI customer service in Kolio follows one rule: identify first, then share data. Kolio recognises the buyer by the phone number or email address of a contact in the CRM, and, if your instructions say so, also asks for the customer or order number. Only then does it read the status from the connected ERP and say it — without a connection it does not guess, it hands over to your team.
Excerpt from the agent's instructions
BUYER IDENTIFICATIONRecognise the buyer by the contact's phone number or email.Before any order data, also ask for the customer number.If it does not match: reveal nothing, create a task for the account manager.ORDER STATUS AND DATESSay only what is in the ERP: status, shipment, confirmed date.If there is no date in the system, say the account manager will confirm it.PRICESDo not quote customer-specific prices. For a quote, create a task.Order status
Delivery date
It states the confirmed date from the open order as a fact; it does not invent estimates. A change of date goes to the account manager, who calls the buyer back.
Open invoices
It lists open invoices with amounts and due dates to the buyer's accounts team; a request for a document copy goes to your team as a task with the transcript.
Sales
What does Kolio do with a new inquiry or a repeat order?
Kolio qualifies a new B2B inquiry and hands it to the buyer's account manager as a task — it never leaves it in voicemail. It records the items, quantities, requested date and delivery method, confirms receipt to the buyer and creates a task with the conversation transcript in the CRM. Phone orders in B2B work the same way: Kolio writes down a repeat of the last order with all its lines, and the account manager confirms it and enters it into the ERP. Kolio does not issue quotes or customer-specific prices.
- 37%
- of companies respond to an inquiry within an hour; 23% never respond (audit of 2,241 companies)Source: Harvard Business Review, 2011
- 82%
- of buyers rate an immediate answer to a sales question as important or very importantSource: HubSpot Research
- 28%
- of their time is what salespeople actually spend selling; the rest goes to admin and looking up dataSource: Salesforce State of Sales, 5th ed.
Definition
An AI agent for B2B sales is an agent that tells an identified buyer their order status, delivery dates and open invoices from the ERP — by phone, web chat and email — and hands every new inquiry or repeat order to the buyer's account manager as a task. It does not issue quotes and does not reveal customer-specific pricing unless the instructions allow it.
Customer-specific pricing
Which prices may the AI agent tell a B2B buyer?
Customer-specific prices in B2B are an agreement between the account manager and the buyer, so by default Kolio quotes no individual price: it says the account manager will prepare the quote and creates a task. If your instructions allow it, it may quote the public price list or the buyer's current price list from the ERP — you set the limit, Kolio does not cross it.
| Buyer's question | Kolio does itself | Hands to the account manager | Your team sees |
|---|---|---|---|
| “Where is my order?” | identifies the buyer, states status and shipment from the ERP | — | conversation with transcript on the buyer's contact |
| “When does the delivery arrive?” | states the confirmed date from the order | if there is no date in the system | task “confirm date” with transcript |
| “How much do we have open?” | lists open invoices after identity is confirmed | invoice copy, payment arrangement | task for accounts |
| “Send a quote for 40 pallets” | records items, quantities, date; confirms receipt | preparing the quote | task for the account manager with quantities and date |
| “Repeat our last order” | writes down the lines of the last order | confirmation and entry into the ERP | task “repeat order” |
| “What is our price for …?” | says the account manager will confirm the price (unless instructions allow the price list) | always | task with the conversation context |
Kolio does not issue quotes and does not enter orders into the ERP; writing to an external system is possible only if you explicitly enable it on the connection (“full” policy and an allowed tool).
ERP connection
How does Kolio connect to the ERP, and what works without a connection?
Kolio reads from the ERP over an MCP or API connection: your system exposes tools (order status, open invoices, customer by number), Kolio calls them during the conversation and tells the buyer the answer. The default connection policy is read-only; without a connection Kolio answers from the knowledge base (terms, lead times, delivery) and hands every question about a specific order to the account manager.
With an ERP connection
Order status, confirmed date, open invoices and the buyer's price list come in real time from your system — ERP and CRM connections are available over MCP or a REST API with your own key.
Without a connection
Kolio answers general questions (terms, minimum orders, delivery, opening hours) from the knowledge base, and writes down every question about a specific order and hands it to the account manager — it does not guess.
Security of buyer data
Connection credentials are encrypted in the database, each tool is enabled separately, and results are sanitised before the agent sees them. Details are on the Security and GDPR page.
An honest fit check
Is Kolio right for your B2B business?
Kolio is for you if …
- your account managers answer “where is the order” and “when does the delivery arrive” every day,
- you have an ERP, or at least a tidy order list you can expose through an API,
- buyers also call outside working hours and while account managers are out on visits,
- you want every inquiry to land with the responsible account manager as a task.
Kolio is not for you if …
- you expect the agent to issue quotes and negotiate prices on its own,
- you want orders entered into the ERP automatically without the account manager's confirmation,
- your buyers need technical consulting that is not written down in any document.
Setup
How do you start with an AI agent for B2B sales in three steps?
You set up the AI agent for B2B sales once and it applies to phone, web chat and email. With several account managers and several numbers we recommend an introductory consultation, where we define the identification and pricing rules together.
01 Write down the rules for buyers and prices
In plain sentences, the instructions say how Kolio recognises a buyer (number, email, customer number), which data it may share and that it does not quote customer-specific prices. Add terms, minimum orders and delivery to the knowledge base.
02 Connect the ERP or import your buyers
Expose order status and open invoices over an MCP or API connection; without an ERP, import buyers into the CRM so Kolio recognises them. Add account managers as team members — each sees their own tasks.
03 Test and switch the number
Check a buyer conversation in the simulator, then route your existing SIP number to Kolio. Every call is in Conversations with a transcript, every inquiry with the account manager as a task.
Other industries
Kolio in other industries
The same Kolio, different instructions: every industry has its typical questions and its own line between what the agent does itself and what it hands to your team.
FAQ
Frequently asked questions about the AI agent for B2B sales
How does Kolio identify a B2B buyer before sharing their order status?
Kolio recognises the buyer by the phone number they call from or the sender's email address, which it looks up among the contacts in the CRM. When the instructions require it, it also asks for the customer or order number before any order data; without a match it reveals nothing and creates a task for the account manager.
Can Kolio take a repeat order over the phone?
Kolio writes down the repeat order with all the lines of the last order, confirms receipt to the buyer and creates a task for the account manager, who confirms the order and enters it into the ERP. Kolio does not enter orders into the ERP automatically without the account manager's confirmation.
Does Kolio reveal customer-specific prices to buyers?
Kolio does not quote customer-specific prices unless the instructions explicitly allow it: it tells the buyer that the account manager will prepare the price or quote and creates a task with the conversation context. If you allow it, it may quote the public price list or the buyer's current price list from the ERP.
Which ERP systems work with Kolio?
Kolio connects to an ERP through an MCP server or a REST API that exposes order status, open invoices and customer data; it works with any system that has such an interface or whose developer can add one. The default connection policy is read-only, and each tool is enabled separately.
What does Kolio do when there is no delivery date in the system?
Kolio states only the confirmed date from the open order; when there is none in the system, it tells the buyer that the account manager will confirm the date and creates a task with the conversation transcript. It does not invent estimated dates.
What does the account manager see after a conversation with Kolio?
In Kolio's CRM the account manager sees every conversation with its transcript and summary on the buyer's contact, tasks from inquiries with items, quantities and the requested date, and any agreed appointments. Every task has an owner and a due date, so no inquiry is left unanswered.
Let account managers sell. Leave routine questions to Kolio.
In a 30-minute consultation we review your typical buyer calls, the identification and pricing rules and the option of connecting your ERP. Or start on your own with a 7-day trial.
the consultation is free · 7-day trial, no credit card
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