Lokebox

Work

The same operation.Better connected.

A wholesale distributor kept the way its team already communicated. What changed was everything that happened to the information behind it.

Cases

  1. 01Wholesale fuel operationsFrom group chat to current accountsRead the case

CASE 01

A wholesale fuel distributor.

Three people coordinate direct fuel deliveries with no warehouse stock, recurring customers and suppliers, and a payment flow built largely around third party cheques.

loads per month
18
recurring customers and suppliers
30 to 40
people running the operation
3

WHAT WAS BREAKING

cheques written twice
383
ways banks were named
148
spreadsheet rows on a phone
2,100+

Case 01

The operation happened in chat. The records had to catch up.

Every load, collection and cheque started as a message. Then the same information had to be interpreted, copied into different records and rebuilt whenever someone needed to know where things stood.

The team kept the chat.The system changed what happened next.

Lokey interprets the message and turns it into structured information. The operation is recorded once, the records that depend on it stay connected, and people step in where judgment or action is still needed.

Enter it once. Everything else follows.

The real process, simplified

Before:

  1. Group chat: Load reported
  2. Team: Message read
  3. Spreadsheets: Customer record
  4. Spreadsheets: Supplier record
  5. Cheque book: Cheque recorded
  6. Cheque book: Recorded again
  7. Owner: Balance requested
  8. Team: Figures rebuilt
  9. Owner: Answer returned

With the system:

  1. Group chat: Load reported
  2. Group chat: Lokey interprets
  3. System: Load recorded
  4. System: Cheque validated
  5. Team: Team endorses
  6. System: Records updated
  7. Owner: Balance available

Four moments

Inside the working day.

What the team does, what the system updates, and where people still decide.

08:10CHAT

One load becomes the whole operation

A group message becomes linked sales, purchases and freight for load 1893. The liters match across the operation.

  • Load 1893. 43,000 L across 5 customers.
  • 2 purchases and 1 freight linked to the load.
  • Sales, purchases and freight balance.

WHAT HAPPENS BEHIND IT

Sales
43,000 L across 5 customers
Purchases
2 from the same supplier
Control
sold, bought and freight match
BEFORE
The same data was typed again into separate customer and supplier sheets.
NOW
One message creates connected sales, purchases and freight.

11:30CHAT

One collection, checked before it posts

Lokey reads the receipt and cheque, checks that both match, then records one collection and places the cheque in portfolio.

  • Receipt photo
  • Cheque photo
  • Both match. One collection recorded.

WHAT HAPPENS BEHIND IT

Extracted
bank, number, amount, date
Validation
receipt and cheque match
Collection
one posting, oldest debt first
BEFORE
Receipt and cheque data had to be typed by hand.
NOW
Lokey validates both before recording one collection.

15:00WEB APP

The cheque moves, its history stays

From the web portfolio, the same cheque is endorsed to a supplier without losing its movement history.

  • Cheque selected from portfolio.
  • Endorsed to supplier.
  • Full movement history preserved.

WHAT THE SYSTEM KEEPS

Source
cheque portfolio
Action
endorsed from the web
Trace
full movement history kept
BEFORE
The same cheque could be written again in separate books.
NOW
The cheque changes hands without losing its movement history.

18:20CHAT

A question becomes a ready statement

A balance question in chat is answered from the current account. A branded PDF statement is generated ready to forward.

  • How much does this customer owe?
  • Balance calculated from the current account.
  • Account statement ready to forward.

WHAT HAPPENS BEHIND IT

Balance
calculated from current account
Statement
branded PDF, ready to send
Manual entry
balance is never retyped
BEFORE
To know the day's position, someone had to ask for it.
NOW
The balance and PDF come directly from the current account.

Each operation now leaves current, usable information behind, instead of forcing the team to rebuild it whenever they need an answer.

THE SYSTEM

The bot is only the front door.

The team keeps working in WhatsApp and Telegram. Behind that familiar entry point, the web app and background processes carry the operation.

The front door

  • WhatsApp
  • Telegram
  • Lokey, the assistant

THE WEB APP

  • Home
  • Ledger
  • Current accounts
  • Operations
  • Cheque portfolio
  • Cash boxes
  • Reconciliation
  • Contacts

RUNNING BEHIND IT

  • Cheque and receipt reading
  • Voice transcription
  • Validation and follow up questions
  • Scheduled summaries and alerts
  • Opening balance reconciliation

SOLUTIONS USED

How we build each one

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