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ERP Automation

How to Connect AI Voice and WhatsApp Agents to SQL Account ERP

A practical guide for business owners to automate inventory lookups, customer quotations, and overdue invoice chasing directly from SQL Account over WhatsApp and phone.

SFStepan Filonov
3 minutes read

For wholesale distributors, hardware merchants, and trading companies across Malaysia, SQL Account is the nerve center of daily business. It holds your customer pricing agreements, stock counts across branches, credit terms, and payment records.

Yet for most business owners, that data stays locked inside the office computer.

Every single day, your outdoor sales reps and wholesale buyers message your office clerks on WhatsApp:

  • "Kak, barang ni ada stock lagi tak kat warehouse Shah Alam?"
  • "Can check Ah Seng Hardware statement balance and overdue invoices?"
  • "Please generate quotation for 50 cartons with 5% contractor discount."

Your back-office team spends half their day re-typing figures, double-checking warehouse sheets, and preparing PDFs. When sales reps are on the road waiting for replies, deals stall and competitors move in.

Connecting an AI agent directly to SQL Account changes this completely. Your customers and sales reps get instant answers on WhatsApp, official quotations are issued within seconds, and overdue invoices are followed up automatically.

Keeping Your Financial Data Completely Safe

Business owners often worry that connecting AI to an office PC creates a security risk.

Traditional remote setups often ask an IT vendor to open firewall router ports or set up complicated VPN accounts. Opening router ports is dangerous because automated internet bots scan for exposed office computers and target them with ransomware.

Aima connects differently:

  1. Zero Open Ports: The connection works purely from the inside out, similar to how your office PC loads a secure banking website. No router ports are ever opened, and your internet router settings remain untouched.
  2. Data Never Leaves Your Control: Customer financial ledgers and sensitive pricing stay securely inside your office computer. The AI only reads the specific answer needed for a customer inquiry, such as stock availability or an overdue invoice total.
  3. No IT Overhaul Needed: Works on standard office PCs running Windows without needing costly static IP contracts from your internet provider.

What AI Automation Does for Your Daily Operations

Connecting an AI agent to SQL Account gives your business a round-the-clock sales and credit control assistant:

1. Instant Stock Availability Across All Warehouses

Sales reps and wholesale clients can check real-time stock at 7:00 AM before your office opens or on weekends. If Shah Alam has 40 units and Rawang has 60 units, the agent sees both locations immediately and lets the customer know.

2. Instant WhatsApp Quotations with Custom Pricing

Every buyer has negotiated terms. The AI agent applies the customer's specific discount tier, calculates Malaysia SST, and generates an official PDF quotation directly inside SQL Account. The customer receives the quotation document in WhatsApp while the buying interest is hot.

3. Automatic Sales Order Entry

When a buyer confirms in chat, the agent records the official Sales Order directly into SQL Account and notifies your warehouse team for packing. Your admin team no longer spends hours manually typing WhatsApp chats into the system.

4. Professional Overdue Invoice Chasing

Cash flow depends on timely collections. Instead of your account clerks making awkward collection calls:

  • The AI agent reviews overdue accounts 30, 60, and 90 days past term.
  • It sends polite payment reminders on WhatsApp with the invoice summary and bank transfer details.
  • For overdue balances, the voice agent can call the customer's accounts department in fluent Bahasa Melayu or English, confirm whether the invoice was received, and log the expected payment date back into your system.

3 Simple Steps to Get Started

Setting up takes less than 15 minutes without interrupting your office operations:

  1. Install the Secure Aima Bridge: Run our one-click setup app on your main office computer hosting SQL Account.
  2. Choose Your Business Rules: Set customer credit limits, specify which warehouses the AI can check, and decide which orders require manager approval.
  3. Connect Your WhatsApp Number: Link your company WhatsApp Business number. Your team and customers can start asking questions immediately.

See How Much Time Your Team Saves

Turn your on-premise accounting software into a 24/7 sales and customer service engine.