Wholesale Enquiries: AI That Sends MOQ, Tier Pricing and Catalogue

To answer a wholesale price enquiry on WhatsApp, an AI agent should first ask who the buyer is and how much they need, then send the minimum order quantity, the matching price tier and the trade catalogue. A salesperson then takes over only for buyers who meet the minimum and need credit terms or a custom quote.

What happens when a wholesale enquiry arrives on WhatsApp?

When a wholesale enquiry arrives on WhatsApp, it usually reads 'boss, harga borong?' or 'what is your best price for 200 pcs?', with no company name and no detail. A salesperson must then decide in seconds whether the sender is a real trade buyer or a shopper hunting for a discount.

For a supplier, a distributor or a factory outlet, this is the highest-value chat of the day, and also the one that most often gets a vague reply: 'PM you later'. Buyers who are comparing three suppliers will not wait. The first supplier to send a clear price sheet and MOQ often wins the next conversation.

This guide shows how to set the rules once, so an AI agent can handle the first reply and the quote for ordinary trade buyers, and your sales team spends time on accounts that matter.

How do you set MOQ and tier pricing for the AI?

You set MOQ and tier pricing by writing them as plain quantity bands with one price per band, with the rules for mixing items stated. The AI can only be as clear as your table.

Decide four rules before you switch the AI on:

• MOQ per item or per order? Many suppliers set it per order across mixed items. Say which.
• Mixed-item bands: do different products add up toward a tier, or only the same product?
• Price validity: how many days is a quote good for?
• Delivery: free above a value, charged by weight or zone, or ex-warehouse pickup.

How does the AI tell a trade buyer from a bargain hunter?

The AI tells them apart by asking two or three light questions that a real buyer answers easily: what kind of business, what quantity, and how often. A shopper who wants one box at the trade price usually leaves at this point, which saves your team's time.

Illustrative example.

The AI answers the price, gives the catalogue, asks for company details and hands the credit question to a person. It does not promise a 30-day term, because credit is a risk decision for the supplier.

What should the trade catalogue look like for WhatsApp?

The trade catalogue should be a short PDF or link with the item code, size or pack, price per tier and stock status, because a trade buyer wants to forward it to a partner or a purchaser. Photos alone do not help.

• Item code and name, so orders and invoices match.
• Pack size: per piece, per dozen, per carton.
• Tier prices as columns.
• Lead time for ready stock and for factory orders.
• The date the price list was issued, so old copies are recognised.

If your AI sends the catalogue, it should send the current version only. Keep one master file and replace it when prices change. For small suppliers who are comparing channels, our post on WhatsApp catalogue vs website may help.

Which company details should the AI collect, and why?

The AI should collect the company name, SSM registration number, delivery address and a contact person early, because a trade order needs an invoice made out to a business. It also helps your sales team judge the account.

Invoicing rules are tightening. Businesses above the exemption threshold must issue e-invoices through MyInvois, and buyers who are companies will expect an e-invoice with correct details. Read the official LHDN e-Invoice page for the current rules, and our post on e-invoice and SME WhatsApp for the practical side. Collecting the company's tax details at the first quote is far easier than asking for them after delivery.

Personal contact details are personal data under the PDPA, so use them only for the order, invoice and account.

How should payment and credit terms be handled?

Payment and credit terms should be decided by a person, with the AI stating only the standard policy: for example, new accounts pay before dispatch, and credit is considered after an approved trading history. The AI should never grant credit.

1. The AI states the standard terms for new accounts.
2. If the buyer asks for credit, the AI collects company details and trade references.
3. Sales or finance reviews and replies.
4. Once approved, the account is tagged with the agreed term in the CRM.
5. The AI then quotes with the right terms for that buyer from then on.

This keeps your risk decisions with your finance team, and still removes the typing for the first four steps.

How should the AI follow up on wholesale quotes?

The AI should follow up on a quote once after two or three days and once near expiry, then stop. Trade buyers are busy and often compare suppliers, so a short, useful nudge works better than repeated pushing.

A good follow-up adds a fact: 'This price is valid until Friday. Stock for item A is limited this month.' Only say that if it is true. Our guide to quotations customers accept and the post on following up without being annoying explain how. Quotes often go quiet without a good follow-up.

What should staff still do?

Staff should still approve new accounts and credit, negotiate large or custom deals, handle product samples and visit key customers. The AI frees them from price-list typing, not from relationships.

• Accounts above a set order value.
• Special requests such as private labels, custom packing or exclusive territories.
• Pricing exceptions, stock allocation and disputes about quality.

How does a ChatsHero AI Agent Office handle wholesale enquiries?

A ChatsHero AI Agent Office handles wholesale enquiries with a receptionist that sorts trade buyers from shoppers, a quotation employee that applies your MOQ and tier rules, and a follow-up employee that chases open quotes within your limits. ChatsHero, a Malaysian AI agent platform, builds these from your own price list, SOP and FAQ.

Leads can be tagged and graded from the chat, results can be written to Google Sheets, and your sales team steps in for credit and key accounts. A free 30-minute Zoom demo with your price list is the quickest check. Read the overview in what an AI Agent Office is.

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