Quote checks, PO matching and follow-ups — set up around Ksoft and Sage, not instead of them
ACCO Systems supplies electrical, control and automation products from Swadlincote, alongside electrical installation work — around 43,000 products, run on Ksoft alongside Sage 50. The admin shape is a distributor's: quotes that go quiet, customer purchase orders that need checking line by line against the quote, and one to two hundred customers where the older ones drift. We set up an AI Business OS — the business version of ChatGPT, fitted to ACCO — that prepares this paperwork as drafts, without replacing any of the systems already in place.
Inside the ACCO Systems workspace
Works with the systems already there
Ksoft and Sage 50 stay the system of record. The workspace works from exports, PDFs and pasted details, and it never writes to live records — a problem gets flagged for a person to correct in the usual system, not changed automatically.
Quote drafting with honest gaps
From enquiry notes it drafts the quote structure and runs the checks: is there a current price, is stock confirmed, are the terms right? Anything unconfirmed is marked — [price needed], [stock check needed], [confirm in Ksoft] — instead of guessed.
PO-to-quote matching
When a customer purchase order arrives, the workspace compares it against the ACCO quote: references, line descriptions, subtotals, VAT, delivery address, dates. Mismatches get flagged — down to the pennies — before the order is progressed.
Quote follow-ups
Quiet quotes get a polite, old-school follow-up drafted with the quote reference in place. Nothing sends until it has been read and approved.
Old customer re-engagement
From a customer export, it builds a call and email list for customers not heard from in twelve months, and drafts the messages. The owner approves the list and every single send.
Weekly owner report
A plain-English weekly summary built from Ksoft, Sage and email exports: what's been quoted, what needs chasing, and what's stuck waiting on someone.
Every reply, quote, PO flag and re-engagement message is prepared as a draft for the owner or an approved member of staff to check — and nothing ever writes to Ksoft or Sage.
What businesses like this ask
We already run Ksoft and Sage 50 — does this replace them?
No, and it isn't meant to. They stay the system of record. The workspace works from exports and documents to prepare drafts and checks; any change to live data is made by a person, in the usual system.
How does it check a purchase order?
It compares the customer's PO against your quote field by field — references, line items, subtotals, VAT, delivery address — and lists anything that doesn't match, however small. You decide what to do about it before the order moves on.
The owner doesn't use AI day to day — is that a problem?
No, that's the situation this was set up for. You ask in plain English and it behaves like a capable office assistant: it shows its working, flags what it doesn't know, and asks before anything leaves the building.
Want this set up around your business?
Tell us where your week goes. We'll show you the first 3-5 jobs worth setting up — with your real work, not a generic demo.