Projects · Medical device distribution case study
An AI system for a medical device distributor.
A case study from a client project: a distributor with SAP Business One, orders by email and field sales in the clinics. We spent two weeks measuring where the time goes and designed a system from it. You can try the approval of an order yourself on this page.
Starting point
Where the time goes.
Four figures from the analysis, from the data in SAP and from the conversations with the team. Everything else builds on them.
Found in the analysis
about 17
orders a day, entered into SAP by hand in the back office.
one in four
orders with a backorder. Finding a substitute takes 10 to 20 minutes.
about 30 min
of typing to record a sales opportunity in SAP after a clinic visit.
3 to 5
complaints a month, each taking 60 to 120 minutes across eleven steps.
The approach
1
Listen and measure
Workshop with the team, interviews per department, real data from the system.
2
Sort the building blocks
Every recurring task placed by impact and effort.
3
Build the foundation once
Connection to the existing programs, approval interface, audit log.
4
Block by block
Every further building block reuses the foundation and costs less as a result.
The system
A layer between the inbox and SAP.
The system replaces no software. It reads what comes in, fetches the data from SAP Business One, prepares the task and puts it in front of the team for approval.
What comes in
Order email
from clinics and dealers
Order as PDF
attached to the email
Field sales dictation
after the clinic visit
Complaint
with deadlines under the MDR
What the system does
Classify
who is writing, what it is about
Fetch data from SAP
customer, items, stock, read only
Write the draft
in the fields of the target program
Check against fixed rules
required fields, value limits, data protection
Where it goes back
SAP Business One
Customers, items, stock
Outlook
Mailboxes, reply, sending
Teams
Notice to the team
Phone app
Confirmation in field sales
In between, a person approves.Nothing is created without approval.
SAP Business One, Outlook and Teams stay. The system reads from them and writes back, without migration.
One task in detail
An order by email becomes a sales order in SAP.
About 17 orders a day arrive by email, usually with the order attached as a PDF. Today the back office types each of them into SAP by hand. In the design, the system prepares the sales order. This is the interface where your team checks and approves tasks.
Order week 41
Good morning, please find our order attached: 20 catheter sets size M and 10 sterile dressing sets. Delivery address as usual, ward 4B.
Order draft
Hospital, ward 4B
Customer no. K-10482, matched via the sender address| Item | Quantity |
|---|---|
| Catheter set size MItem no. KS-M-020 · Stock 14 | 20 pcs |
| Sterile dressing setItem no. VS-ST-010 · Stock 120 | 10 pcs |
Audit log
Approval
3 open
Open tasks
Every task is only created in SAP after your approval.
Done
Nothing approved yet today
Sample data: email, clinic and items are made up.
Seven steps
From the email to the sales order in SAP. Each step shows above where it happens.
Behind the scenes
The system handles six steps, a person handles one. Only the last one writes to SAP, and only after approval.
The building blocks
Seven building blocks, in this order.
The order is the first. Every further task from the analysis is placed by impact and effort and has its slot in the roadmap. This is the design; what gets built is the client's decision.
Seven building blocks by impact and effort
Start top left. The numbers are the order in the roadmap.
- Foundation and ordersThe order email becomes a draft sales order in SAP, the back office confirms.
- Voice in field salesDictate after the visit instead of typing, nothing is created before confirmation.
- Master data and order confirmationsClean up the data, then order confirmations go out automatically.
- BackordersSuggest suitable substitutes from the same product family.
- Sales prioritisationRank open opportunities by activity, value and standstill.
- Clinic knowledgeEnrich clinic data from public sources, every fact with its source.
- ComplaintsGuide the eleven steps of the procedure, with translation for the manufacturer.
Roadmap over eight months
The foundation comes with the first building block. A recommendation from the analysis, not a fixed schedule.
The architecture behind it
SAP stays as it is. The foundation is built once. According to the forecast from the analysis, every further building block then costs about 30 percent less than a standalone build.
- Existing systemSAP Business One, no migration
- ConnectionReads from and writes to SAP
- AIAI model in the EU, data-protection filter in front
- WorkflowsOn a server in Germany
- ChannelsOutlook mailboxes, phone app, Teams
Back office, field sales and quality management confirm every step that creates or sends something.
A similar process in your business?
In the intro call we look at whether a system like this is worth it for you and where we would start. The call takes 30 minutes and is non-binding.
More projects
What else we have built.
A client project that has been in operation since July 2026, and our own tool for the analysis. A click shows the starting point, the flow and the outcome.
Honest
We're transparent. We hold real client logos until explicit clearance. In the intro call we show you relevant examples and, on request, connect you to a reference.