Most trading businesses have a back office nobody has time for. Prices should be reviewed every week but aren’t. Product pages carry warranty and delivery claims that are no longer true. Nobody can say which key products will run out before the next delivery lands. And what suppliers have agreed sits in someone’s inbox.
We’ll build it for you: a monthly product ranking, a weekly pricing proposal, a weekly product page audit, a purchase order date check and stock forecast, and a supplier hub. Each one is connected to your own systems so nobody keys in data, proved against answers you already trust, and set to run on a schedule, with a person approving every price, listing and order date change. Fixed price, done in three weeks.
Sound familiar?
You know some prices are wrong, but reviewing hundreds of products by hand never makes it to the top of the list. A customer points out that a product page promises something you don’t offer. A best seller runs out because a purchase order date in the system was weeks out of date. And when someone asks what your suppliers have agreed this quarter, the answer is “let me check my emails”.
What we set up for you
A monthly product ranking, every stocked product ranked on 12 months of gross profit into Top 50, 100, 200 and 500, with a stability rule so the list doesn’t flicker. Your other reports use it to decide what’s key.
A weekly pricing proposal, every product checked against your written rules for sales speed, margin, stock and clearance, with an import file and a margin projection for you to approve. Nothing changes until you upload it.
A weekly product page audit, every stocked listing checked for wrong specs, warranty mistakes, false claims and search problems, with approved fixes logged so they can be rolled back.
Stock and supplier tracking, purchase order dates checked against your buyer’s tracker, a fill-rate forecast for your key products at 1, 3 and 6 months, and one supplier hub for terms, quality issues, quotes and price cuts.
What it showed us
The open orders report was missing 37 live purchase orders. We built this inside a UK equipment supplier with a team of 20 to 30 people. The first stock check compared the ERP with the buyer’s tracker and found 24 orders needing new dates. It also found the report everyone relied on was filtering out orders awaiting approval or not yet sent. One check fixed the data the whole forecast depended on.
Hundreds of product page fixes, live in a day. The first full audit raised 12 questions, which were answered the same day. The approved fixes went live the next morning, including 292 product data corrections and 319 cleaned search descriptions, every one logged with its old value. A recheck the following day found the fixes had held.
A product ranking that matched to the penny. Before anyone relied on the automated ranking, it had to reproduce the list the business had signed off by hand. It matched line for line, and a rerun on fresh data reproduced every gross profit figure to the penny.
Your results will be different. We’ll talk through your products, your systems and which of these jobs would help you most on the free call.
Results are from one real UK business we built this in. Its name and figures are kept private.
How the three weeks work
Week 1: rules and data. We agree your pricing, listing and stock rules with you, connect to your ERP, shop and supplier data, and build your product ranking, proved against the list you use today.
Week 2: pricing and product pages. We run your first pricing proposal and product page audit. You approve the first batches and we tune the rules from what you see.
Week 3: stock, suppliers and handover. We set up the purchase order date check, the fill-rate forecast and your supplier hub, schedule everything to run on its own, train whoever will run it and hand over a written guide for each automation.
30 days later: check-in. We review how the runs have gone, fix anything that’s rubbing and adjust the rules if needed.
What it costs
£2,495 + VAT, fixed price. That covers agreeing your rules, connecting your systems, building and testing all five automations, scheduling them, hands-on training, a written guide for each one and a 30-day check-in.
Does it pay for itself? Typical example: if someone spends 12 hours a week between price reviews, product page checks, stock chasing and supplier admin, at £20 an hour that’s £240 a week, or about £11,500 a year. Taking most of that off their plate pays back the setup in a few months, before counting any margin from better pricing or sales saved from stock-outs. This is a typical example only: swap in your own numbers.
What you put in: £2,495 + VAT, plus about 6 to 8 hours of your time over the three weeks: agreeing the rules, answering questions about your products and suppliers, approving the first batches and a training session.
It works best for trading businesses with a few hundred products or more, an ERP or stock system, an online shop and regular purchase orders from suppliers. If you have a small range and prices that rarely change, you may not need this, and we’ll tell you so.
Typical example only. Pay figure: ONS ASHE April 2025 median, before employer costs.
If you’re VAT registered you can normally reclaim the VAT, so the real cost is £2,495. Your AI subscription isn’t included and is paid directly to the provider. We’ll recommend the right business plan for you on the free call.
Keeping it safe
Your data stays in your own systems. The AI never enters passwords: a person signs in. It never changes a price, listing or order date in your ERP without a person approving it, and in the ERP your team does the upload. Every workbook is backed up before it’s changed, every change is logged so it can be rolled back, and we agree what the AI can access with you in writing before we start.
Questions people ask
Do I need to be technical?
No. You tell us how you price, what your product pages should say and how you buy. We turn that into rules and set everything up. Running it is a short weekly email and a file to approve.
Will it change my prices on its own?
No. It proposes price changes and writes an import file. You check it and upload it yourself. The same goes for product page fixes and purchase order dates: nothing changes without a person saying yes.
Which systems does it work with?
Most ERPs, stock systems and online shop platforms have a connection, an export, or screens that can be read. We check yours on the free call, so you know it will work before you commit.
What’s not included?
Your AI subscription, changes to your ERP or shop platform themselves, and ongoing management of the automations after the 30-day check-in. If you’d like ongoing support, we can talk about that separately.
What happens after the three weeks?
The automations run on their schedule and your team approves the results. You have a written guide for each one, and we check in after 30 days to make sure everything is working as it should.
Ready to get your trading back office under control?
Book a free 30-minute call with us, by phone or video. We’ll look at how you price, list, stock and buy today, check your systems, and tell you honestly whether this is worth doing for your business.
Prefer to do it yourself? Our step-by-step guide, The Trading Back Office, shows exactly how we built it, for £79 + VAT. If you then book the setup within 30 days, we credit what you paid.