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Cafler AI
Orders

From supplier to workshop, every part in sight

Buy what your estimates and work orders need, see what arrives today and which car is waiting for it, and when something comes in wrong the supplier already has the message. Stock and the schedule update on their own.

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Receiving1 due today
Purchasing02Receiving43Issues24Shipments1
Michelin Primacy 4 205/55 R16 91V ×4Reifen Nord · PO-2026-0124Blocks WO · M-ZY 4721In transit
Castrol Edge 5W-30 · 5 L ×6Schmierstoffe Rhein · PO-2026-0122Ordered
Continental EcoContact 6 195/65 R15 ×2Reifen Nord · PO-2026-0119Partial
Reifen Nord delivers Sabine Schuster's order (M-ZY 4721) todayParts in stock · Main warehouseSabine Schuster's appointment (M-ZY 4721) can start: the order holding it up has been received.
One module

Buy, receive, resolve and move, in four steps

The flow bar shows which step has work waiting and how many orders sit in each. Click and you switch inbox.

What needs buying lands in the inbox by itself

Every accepted estimate, work order with parts, Marketplace purchase or web order comes in with its customer, vehicle and appointment. Open it, check it and place the order.

Purchasing
Incoming9To resolve2Ready to order7Sourcing78%
Sabine SchusterEstimateMichelin Primacy 4 205/55 R16 91V ×4M-ZY 4721 · Opel Astra21/10/2026
Products to buy (1)Michelin Primacy 4 205/55 R16 91V4 unitsTotal supplier cost 313,60 €Place order
Michael KaiserWO partsBrembo P 85 020 brake pads ×1B-FG 1183 · VW Polo22/10/2026
Lena MöllerWeb B2CVarta Blue Dynamic 70 Ah battery ×1HH-TV 9052 · Skoda Octavia23/10/2026
Purchasing

From accepted estimate
to purchase in three steps

Open the request and the customer, vehicle and appointment are already there. Pick from suppliers with stock, lead time and price side by side, choose the warehouse it should go to and confirm. One order per supplier is created and the appointment stays put.

  • Requests arrive by themselves from the Marketplace, estimates, work orders and the web.
  • Compare suppliers on stock, lead time and price, and swap the product if it is out.
  • Choose the destination warehouse for the whole order before buying.
  • Before accepting you see the total including tax and what happens to the appointment.
Place orderEST-2026-0174 · Sabine Schuster
1Details and appointment2Parts and warehouse3Summary and accept
CustomerSabine SchusterOpel Astra · M-ZY 4721SourceEstimate EST-2026-0174Front and rear tyresFitting appointment24/10/2026 · 10:30Autowerkstatt LindnerConfirmedNo appointment yet? It is booked when the parts arrive.
Parts to buyMichelin Primacy 4 205/55 R16 91V4 unitsSupplierStockDeliveryUnit priceReifen Nord123 days78,40 €Rad Distribution40Tomorrow81,20 €Teile Süd65 days74,90 €Change supplierDestination warehouseChoose a warehouse
What happens when you accept· The request goes to Rad Distribution (1 line · 4 units).· Parts arrive at Main warehouse before the appointment.· The appointment stays on the workshop board.Rad DistributionTomorrowMichelin Primacy 4 205/55 R16 91V4 units · Main warehouseSupplier total330,32 €VAT 19%61,71 €Total incl. tax392,03 €Place order
Receiving

The parts arrive
and the car gets going

Mark OK what arrives in good shape, upload the supplier’s delivery note and invoice, and the order closes itself. The units go into your stock and the appointment or work order that was waiting is released.

  • Receive line by line or all at once; if only part arrives, the order stays partial.
  • Delivery note and invoice attached to the order, and one invoice for several orders when that is how it comes.
  • What you receive goes into stock in the warehouse you chose.
  • Start the day with the orders blocking a work order: they have a car waiting.
PO-2026-0124In transitReifen Nord · Main warehouseReceived0/7 units
ProductOrderedReceivedOK / KO
Michelin Primacy 4 205/55 R16 91VEAN 352870425123440OKKO
Castrol Edge 5W-30 · 5 LEAN 400817707255020OKKO
Mann W 712/95 oil filterEAN 401155873800610OKKO
Delivery noteUpload documentInvoiceUpload document
Timeline · activityWaiting for the courier…
+7 units added to Main warehouse stockM-ZY 4721 appointment released
Issues and returns

If it arrives wrong,
the message is ready

Mark the line KO, choose what happened and what you need —return, replacement, credit or warranty— and attach a photo. Cafler drafts the message to the supplier with the order, the product and the reason, and every contact is logged in the case.

  • The product photo goes with the issue: it is the proof the supplier will ask for.
  • The message comes ready to send by email, phone or WhatsApp.
  • The next action is worked out for you from the reason and the case status.
  • The timeline keeps who opened the case, every contact and every change.
What happened to the product?Continental EcoContact 6 195/65 R15PO-2026-0118 · Reifen Nord · 1 of 2 unitsReasonDamagedWrong productNot receivedOtherResolution you needReturnReplacementCreditWarrantyAlert onlyOwner: Nora RitterAdd photoCreate issue
Contact your supplierINC-2026-0032Reifen Nord · orders@reifennord.comSubjectIssue PO-2026-0118 · Damaged tyreMessageChannelEmailPhoneWhatsAppWebSMSCopy messageMark contacted

Questions about orders

From anywhere in the platform that needs parts: an accepted estimate, a work order, a Marketplace purchase or a web order. They land in Purchasing with their customer, vehicle and appointment, with nothing to type. You can also buy to restock, with no customer attached.
Yes. In the parts step you see each supplier with its stock, lead time and price, and switch to whichever you prefer. If a product is unavailable, search for a substitute and Cafler shows how cost and margin change before you confirm.
Receive what has arrived and the order stays as partial in the Receiving inbox until the rest comes in. What you received is already in stock.
Until the parts arrive, the appointment or work order that needs them shows as waiting for parts, and you can filter the orders blocking it. Once received, it is released and the workshop can start.
Cafler drafts the message with the order, product, quantity and reason. You review it, send it through the channel you use with that supplier —email, phone, WhatsApp, web or SMS— and mark it as contacted so it is logged.
Yes. From Shipments you create a transfer between warehouses with the product, quantity, destination and date. If the destination is another site in your network on Cafler, the shipment stays pending until they mark it received.
See all FAQs

See orders with your own suppliers

A 30-minute live demo: we place the order for an estimate, receive it with its delivery note and open an issue so you can see the supplier message.

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