Case Study: How IMP Kontakt Handles 4,700 Emailed Orders and RFQs a Month Without Retyping One
A 3.5M EUR B2B distributor that started with six BOTS4.me bots in May 2024 and now runs 32 — live every working day
IMP Kontakt spol. s r.o. is a European B2B distributor of industrial components. Its customers order the way most B2B customers do: by email, as PDF, Excel and scanned attachments, in several languages. Since May 2024 a bot reads them first and people handle only what it cannot resolve. This is what the setup looks like, what it handles every month, and what the team still does by hand.
📊 By the Numbers
📥 The Problem: A Full Inbox Is Not a Sales Order
A distributor lives on small, frequent orders. Each one arrived as an attachment: a PDF from one customer’s ERP, an Excel sheet from another, a photographed order form from a third. Every line had to be read, every product code matched to the catalog, every quantity and price typed into the ERP. Requests for quotes came through the same inbox and needed the same work before anyone could answer them.
The same pattern repeated on the purchasing side (supplier confirmations to compare against open purchase orders), in accounting (bank statements to match against invoices) and in collections (overdue invoices to chase). None of it was difficult. All of it was volume, and volume is where errors and delays come from.
The company runs the OFFERIS ERP, not Odoo. That matters for one reason: the bots described here work through an ERP connector layer, so the same setup applies to Odoo 13–19, ERPNext 15–16, Zoho, Dolibarr 23+, Business Central online, QuickBooks Online, Xero, SAP Business One and every ERP BOTS4.me adds next.
⚙️ Where It Started: Six Bots on One Mailbox
The company started with these six bots. Every bot watches the company mailbox and does one job end to end. They went live one at a time, each in Demo Mode first, and were switched to production once the “would have done” reports matched what the team expected. Today IMP Kontakt runs 32 bots from BOTS4.me.
- Mail2ERP — reads each incoming order or RFQ attachment, matches customer and product codes against the ERP catalog, detects duplicates and creates the order or quotation in the ERP with a full audit trail. Emails it cannot resolve stay in the inbox for a person.About 4,700 RFQs and orders a month.
- Supplier2ERP — reads supplier order confirmations and updates quantities, prices and delivery dates on the matching purchase orders; delayed and partial confirmations are flagged instead of silently accepted.Closes the loop from stock to supplier.
- Pay2ERP — matches incoming bank payments to open invoices every day and records them in the ERP; only unmatched payments reach the accounting team.Hundreds of payments a day, exceptions reviewed by hand.
- AutoCASH — finds overdue invoices and sends escalating reminders on the company’s schedule, in the customer’s language, without AI.
- AutoSPAM — keeps the shared mailbox clean so the other bots and the sales team see only real customer and supplier mail.
- Mail2CLOUD — backs every email and attachment up to the company’s own cloud storage, encrypted, as the audit copy.
👥 What the Team Still Does by Hand
Automation did not remove people from the process; it changed what they look at. Sales reviews the emails Mail2ERP could not resolve, typically new customers, unusual product codes or an order that also contains a question. Accounting reviews the payments Pay2ERP could not match. Purchasing sees the supplier confirmations that differ from the order. Everything else runs, and every run ends with a report email listing what was done.
Corrections feed back into the system: moving an email to the right folder in the mailbox teaches the bots how to treat that sender or pattern next time, so the exception list gets shorter over the months.
🧭 What It Took to Get There
- No custom development. The bots connect to the ERP through the BOTS4.me connector layer and to the mailbox by IMAP or OAuth; configuration is done from the dashboard at bots4.me/bots.
- Demo Mode first. Each bot ran for a period producing “would have done” reports before it was allowed to write into the ERP.
- One bot at a time. Mail2ERP went first because emailed orders were the largest cost; the purchasing, payment and dunning bots followed once it had proven itself.
- Feedback by folder. The team teaches the bots by moving emails, not by editing rules.
📚 Read Next
See What It Would Do With Your Inbox — First Month Free
Switch Mail2ERP on in Demo Mode on your own mailbox and read the report of what it would have created this week. Nothing is written until you say so.