Food distribution

Manage every food order from intake to delivery with AI

AI drafts the pick list and delivery note from orders, picking by FEFO, checking shelf life against the contract, then flags orders near a delivery window. Built for the delivery desk, live in days.

See AI handle your own work.

AI enters the order data

Reads the purchase order the customer sends and the day's stock export, and opens the order with the items, the quantities, the delivery window and the allocated lot already filled in.

AI watches shelf life on every lot

Counts the shelf life left on the allocated lot against the minimum that customer's contract sets, and checks the delivery point against the customer file. Anything that disagrees surfaces before picking starts.

AI drafts the delivery paperwork

Drafts the pick list, the delivery note and the temperature log on your own templates. Your team reviews before anything is sent.

Every order in one view

The system shows which orders are being picked, which are on the road, and which are waiting on a person.

From the morning order to the day-end statement

At each stage the order is recorded, AI writes the documents and runs the checks, and the next step starts by itself.

  1. 01

    Order intake

    AI reads the purchase order or order sheet and opens the order with the items, quantities, delivery window, and source warehouse filled in, checking each line against the customer's agreed price list. The order sorts into the day's delivery run by window and zone on its own.

  2. 02

    Picking by FEFO

    Against stock on hand, AI allocates the nearest-expiry lot by FEFO and drafts the pick list per vehicle, recording the lot number, expiry date, picked quantity, and picker. Any line short on stock is flagged before picking starts.

  3. 03

    Packing & goods issue

    As goods are packed, the storage type, packing temperature, package count, and issue time land on the order, and AI checks the packed lot numbers against the pick list and stamps the goods-issue note. A packing temperature above the allowed range is flagged for review before the note is issued.

  4. 04

    Dispatch & delivery

    AI groups the day's orders into runs by zone and delivery window, assigns the driver and vehicle, and drafts each driver's stop list and the delivery note. An order not dispatched an hour before its window alerts the dispatcher.

  5. 05

    Delivery & returns

    At the stop, the customer signature, delivery photo, and arrival temperature go on the proof of delivery, and AI reads the returns slip, recording the rejected quantity and reason and compiling the temperature log for the customer. A delivered order opens a receivable line, and returned stock goes back to inventory.

  6. 06

    Reconciliation & receivables

    From the delivered orders and returns, AI drafts each customer's reconciliation statement with the delivered value, discounts, returns, receivable, and due date. At day's end the reconciliation is compiled and posted to accounting on its own.

Each desk gets its own app

Order intake, the warehouse, dispatch, and managers each work their own app, all reading and writing the same orders.

Order desk

Order intake sees new orders from supermarkets and restaurants in a queue; confirming one moves it to picking.

Warehouse board

The warehouse works every order by stage from picking to goods issue, with near-expiry lots surfacing first.

Dispatch schedule

Dispatch lays out the day's runs by delivery window, each driver's stops and temperatures in one place.

Manager dashboard

Managers watch delivered value, on-time rate, returns, and receivables aging as the day closes.

The daily routine takes care of itself

Status moves as orders are picked and delivered, deadlines raise a hand, and numbers are approved before they go out.

Order status stays current

As an order is picked, packed, and delivered, its stage moves on its own.

Delivery windows never slip

An order not dispatched an hour before its delivery window alerts the dispatcher.

Cold chain breaks get noticed

A packing or vehicle temperature above the allowed range is flagged for review.

Near-expiry stock ships first

Lots close to their use-by date are surfaced so they leave before newer stock.

Off-terms prices need sign-off

An order priced below the customer's agreed rate waits on a manager's approval before it's confirmed.

The system works with the AI you already use

Claude, ChatGPT or a coding assistant can read and update the data in it, within each person's own access.

  • Claude
  • ChatGPT
  • Gemini

Switch in days, not months

We start with one thing your team does by hand today. Once that one is running, we take the next.

  1. 01.

    We learn how you work today

    We go through your documents, your rate sheets and how the desk handles them day to day.

    What we need from youOne session, and a sample document set.

  2. 02.

    We build it and walk your team through it

    The system works the way you already do. Your team is doing real work in it inside the first week.

    What we need from youOne person to review it with us.

  3. 03.

    We keep changing and improving it

    When the process changes or new work comes up, you tell us and we do it. The system keeps up with how you work instead of going stale.

    What we need from youA message when something changes.

500 containers a month.The paperwork closes at the gate.

“Documentation used to take around 2 hours/day; now it's usually done in 5 minutes. Most importantly, the team works from one set of numbers instead of conflicting files.”

Phuoc TranPhuoc TranGiám đốc (Director), Conta Vietnam

A copy per desk, reconciled by eye. Lotics keeps one shipment record. A change made anywhere is the change everyone sees.

Read the case study
Frequently asked questions

Typically 1-2 weeks. Week 1: build the data tables, document templates, and import existing data. Week 2: train staff and run real orders. Setup is included in the plan.

Time with the team during the audit, the document templates and price lists you work with today, and someone to review as we build. We handle the rest.

Your staff use it day to day, with data entry and paperwork handled by the system. The Lotics team stays on to adjust it and keep it running.

We adjust the stages, templates, and automations to the new process as part of the ongoing engagement. Adding a supermarket chain or a new delivery route is a config change.

By the people who use it each month, not a build fee. The price covers the platform, with AI credits included every month, and our building it for you; both step by band — 1–10, 11–30 and 31–70 people. The platform alone starts at $60 a month, and with us building and operating it, $120. There is no setup fee at any size. It starts with a free discovery call.

No. The order desk, warehouse board, and dispatch schedule all read and write the same orders — one source of truth, many purpose-built apps onto it. The scattered files and Zalo threads you have now are exactly what that removes, not adds to.

Lotics tracks the use-by date per lot. Pick lists auto-select the nearest-expiry lot first by FEFO, and lots close to expiry are flagged ahead of time.

Drivers log the compartment temperature before and after each delivery on their phone. The system stores it with the order and compiles a temperature log in each supermarket's format.

Enter the lot number and the system shows every customer who received it, the delivery date, and the quantity. Usually under a minute, with no digging through delivery notes.

AI reads every order, cross-checks stock, and drafts a pick list per vehicle in minutes. Warehouse staff confirm the picked lots against the list so the right goods go out.

Record the returns slip at the delivery point with the reason. Returns go back to inventory automatically and are credited against the customer's reconciliation statement.

Yes. AI groups the day's orders into runs by zone and delivery window, then drafts each driver's stop list. Dispatch adjusts the order where needed.

It connects to email, order channels, traceability portals, and accounting software. VAT invoices are issued through the e-invoice provider you already use; orders and costs sync to accounting so nothing is entered twice.

Yes. Role-based permissions control who can view, edit, or approve specific records. Each person sees only what is relevant to their role.

Yes. Every change is logged with who made it, what changed, and when. Full history on any record for audits, disputes, or internal review.

Cloud servers in Singapore, encrypted in transit and at rest. Daily automatic backups. You own your data and can export everything at any time.

Yes. iOS and Android. Check status, receive notifications, and approve requests on the go. Real-time sync with web.

See your operations running on Lotics

The demo runs on your own documents, not on our example.

Book a demo

30 minutes, scheduled by phone or Zalo.