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AI agents for spare parts availability requests
Short answer
For spare parts enquiries, an AI agent reads the part number and quantity from the message, checks stock with reservations and shows the salesperson the quantity available to sell. It writes a draft reply, and the salesperson confirms the reservation and the date. The agent costs from €3,000 net at Syntalith and, with 1,200 parts enquiries a month at 6 minutes each, pays back in 1.0 month.
How we workDetails ↓
- 01Call30 minutes with an engineer, free
- 02PrototypeA working system on your process and data, free
- 03ImplementationTarget and fixed price in the contract; 50% at signing
- 04Acceptance50% once the agreed target is met
- net per agent for one process, build paid once
- from €3,000
- from signing the contract to acceptance
- 6–16 weeks
- free prototype on your cases
- €0
We belong to the OpenAI and Anthropic partner programmes and learn through their official courses. What this means ↓
Author: Syntalith · 3 min read
Statistics
Wholesale and AI: statistics 2026
1.0 mo.
payback of a €3,000 agent with 1,200 parts enquiries a month: €4,188 of work today, €1,066 with checking and the model. Scenario.
47%
According to the European Commission (2026), customer service is the most common use of AI among EU SMEs and mid-caps that already use it: 47%.
Source: European Commission, Flash Eurobarometer on AI and algorithmic management (2026) ↗
15%
According to Brynjolfsson, Li and Raymond (2025), customer support agents working with AI resolved on average 15% more issues an hour, in a study of 5,172 people.
Source: Brynjolfsson, Li and Raymond, The Quarterly Journal of Economics (2025) ↗
23.4%
According to Eurostat (2025), 23.4% of EU wholesale trade enterprises with at least 10 employees used AI.
Source: Eurostat, Artificial intelligence by NACE Rev. 2 activity (isoc_eb_ain2) (2025) ↗
90%
According to the European Commission (2026), 90% of companies that use AI say people take the decisions, and 2% of decisions are fully automated.
Source: European Commission, Flash Eurobarometer on AI and algorithmic management (2026) ↗
Figures checked: 22 October 2026
Two units in stock, one available to sell
The part number is confirmed. The customer needs two units and asks when they will get them. There are two in the warehouse, but one was allocated earlier to another customer. The reply „we have two units” leaves out that commitment. Giving the standard lead time as if it confirmed when the whole order will arrive would be just as misleading.
Beside the message, the agent shows the ordered quantity, the warehouse, physical stock and the quantity available to sell, with the time of the reading and a link to the record. It proposes a draft: „We have one unit available to sell. Would you accept a partial delivery? The shipping date for this unit needs confirming, and we will give the date for the second unit after checking the delivery”. The salesperson adds the date and sends it. Preparing the message alone does not reserve the goods.
- The part number and quantity from the customer's message
- Physical stock, reservations and the quantity available to sell
- The time the data was read and a link to the record
- A draft reply with a question about partial delivery
The shipping date says when the part leaves the warehouse, and the receipt date says when it reaches the customer. Before the rollout, the person responsible for the system explains which field shows which value.
What it costs and when it pays back
- Today
- 1,200 parts enquiries × 6 min = 120 h (€4,188)
- With the system, a person checks the output in 25% of the time
- €1,047
- Model, 2 calls per case, Claude Sonnet 5.5
- €19
- Cost of one case
- €3.49 today, €0.89 with the system
- Saving
- €3,122 a month
Payback of €3,000
1.0 month
The volume, the time and the checking share are the scenario's assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat. Model: 3,000 input and 300 output tokens per call at Anthropic's rates, converted at the ECB rate of 1.1205 USD per euro on 22 October 2026.
The count covers the work around a case: searching, reading, writing and passing things on. What remains is the time to check the output, 25% 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.
When a stock view is enough
If enquiries always carry a correct number and quantity, and the salesperson sees availability with reservations on one screen, a better view in the warehouse system is enough. An agent makes sense when the details are scattered: the customer changes the quantity in a later message, asks about collection and shipping at once, or does not say whether they accept a partial delivery. When the customer gives only an informal name for the part, you first have to settle which product they mean.
Correct number and quantity, availability on one screen
a better stock view
configuration
A few dozen enquiries a day from one channel
a reply template
no build
Hundreds of enquiries by email, changing quantities, partial deliveries
an agent that checks availability
from €3,000
Where to start
The first scope covers replies prepared for salespeople, who still reserve goods and confirm dates. We run the trial on finished enquiries, including one where stock looked sufficient but the part was reserved. 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.
Worked example · Scenario
How we count the payback: AI in wholesale
We run the same count for your enquiries in the free process review.
€5,584
a month for retyping 1,200 orders by hand
Payback: 0.6 mo.
8 minutes to retype an order and checking in 15% of the old time are our assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat, for companies with 10 or more employees. Model cost: reading the order in our system (about €0.0006) plus matching the lines (Claude Sonnet 5.5, about 3,000 + 500 tokens), at the ECB rate of 1.1205 USD per euro on 22 October 2026.
See the full calculation →
