Start with reports exported from your ERP in Excel or CSV: open orders and, for the inventory analysis, stock, consumption and costs. We agree on the update frequency and the fields needed. Depending on your operation, the integration can also be done via API.
Activa works with your ERP reports in Excel or CSV. We review the available data and agree on the fields, the update frequency and the scope to manage deliveries, stock and supplier performance.
That also applies to your rules: what gets activated, what is excluded, which statuses exist, which deadlines and which calendar apply. All of it is client configuration, not code.
Reports exported in Excel or CSV with the open-orders data: company, order number, line, supplier, description, open quantity, promised date, buyer and ship-to. We validate the fields and the data quality before the first cycle.
Drop the reports in a shared Google Drive folder so Activa picks them up automatically. We agree on the update frequency and the content of each file.
An API integration is assessed according to the systems available, the data needed and the update frequency. We define the scope and responsibilities with your IT team.
Imported from your ERP or your portal. Activa completes it with what suppliers reply: new emails, cell numbers and changes of person. Each update requires approval by a person in charge from the service or from your company before it applies. Activa replicates the current contacts to the sending platform.
One message per supplier with the table of their pending lines and the button to reply. Sender configurable per client. Reminders on the cadence you define.
Approved templates, sent on the cadence days and with a person's go-ahead before each batch. Replies enter the same loop as email.
Access per user, a form per status with only the fields that status requires, a calendar in the supplier's language and delivery ticket upload.
Email with attachments, WhatsApp with photos, Excel spreadsheets with many lines. Everything is interpreted and enters as a proposal for review. See How we use AI.
Filtered by criticality, due date and supplier.
To the buyer and their lead, and a close report per cycle with the comparison against the previous cycle, frozen at its cutoff.
If your operation already has a portal where replies are recorded, Activa can upload the approved replies there, in fixed runs on business days, never overwriting a "Delivered". Enabled per client.
Every supplier status carries the action the buyer needs to take in the ERP: correct a promised date, adjust an open quantity, cancel an order. Activa shows it; your people execute it in the ERP.
Your database, your domain, your backups. Nothing shared with another client.
Status catalog and required fields, deadlines and activation horizon, business-day calendar and time zone, email and WhatsApp cadences, texts in Spanish, English and Portuguese, senders, modules switched on per key.
Supplier, buyer, warehousing, engineering, planning and administrator. Approving, closing or sending requires a role with permission, on the action and not just on the screen.
While it is on, no message reaches a real supplier. It is switched off by an explicit decision, not by the calendar.
Daily and encrypted, with an automatic restore test every week and a copy off the server. A backup that was never restored is not a backup.
Supplier conversations are kept for 7 days, and up to 14 when a pending decision cites them as evidence.
Corrections are made by your people, with the suggested action in view.
Or your tendering system.
It feeds on an extract, a folder or an API, and lives in its own installation.
That is enough to tell you, in 20 minutes, where to start and how far away your first cycle is.
Activa Proveedores