AI for coordinating product recall replies

„We have set the goods aside” does not account for the whole quantity

A company is running an approved recall of a named batch. According to the shipment list, a distributor received twenty packs. It replies: „We have twelve set aside”. It says nothing about the other eight. Another recipient only confirms it has read the message, and a third writes about a return without giving a quantity. The coordinator has dozens of such replies and has to build the state of the recall from them.

The agent shows the quantity given next to the shipment list and prepares a request to explain the remaining eight packs. The coordinator reviews it before sending. When the distributor adds that it is checking a second warehouse, the explanation goes onto the same line. The number of packs found in the warehouse and the number returned may describe the same goods at different stages, so the agent keeps the units and the scope of each statement and adds nothing up without a rule.

What it costs and when it pays back

The count covers the work around a case: searching, reading, writing and passing things on. What remains is the time to check the output, 30% of today's work in the scenario. Before the quote we measure both times on 20 to 100 cases the team has already handled, in a €0 test that takes 5 working days.

In a recall, time also has a value beyond the coordinator's hours. Every day without an explanation of the missing packs is stock that may reach an end customer. That is why the trial also measures the time from a recipient's reply to the question about the missing quantity going out.

Batch tracing and recipients' replies

A warehouse system often already traces a batch backwards and forwards: who received it and in what quantity. That answers the question of whom to write to. Reading the replies and working out what each one adds to the recall is separate work. With a few simple replies, a shared list is enough. Connecting the inbox makes sense when there are many recipients and the replies arrive in different forms.

Where to start

The first scope covers one type of recall and chosen reply channels. Your team supplies the approved scope and the way the records are kept. We build this as part of AI agents. For the free process review, a description of one case from recent weeks and the tools it ran through is enough. You do not need to send confidential documents, and you get a written plan within 2 working days.