Act 01Distributors
The retailer would have reordered. Nobody called.
Between salesman visits, a retailer who runs short of your product orders from whoever calls first. Keep a reorder date for every shop, call on that date, confirm WhatsApp orders the same day and send polite reminders on dues. Your salesmen keep the relationship; the routine calls stop depending on who has time.
Where to look first
- Between beat visits
- The WhatsApp order at night
- The slow-moving shop
- Dues past the date
- The new dealer enquiry
Act 02The pattern
Where repeat orders leak
Look at your top hundred retailers and the gap between their orders. The gaps that grow are usually shops someone forgot to call.
Between beat visits
The salesman visits every week or two. A shop that runs out in between takes stock from another distributor who happened to call.
FixA call on each shop's reorder date, reading back what it ordered last time.
The WhatsApp order at night
Orders arrive as voice notes and photos of handwritten lists. They wait until someone in the office reads them in the morning, and mistakes go out with the van.
FixEvery WhatsApp order read, confirmed item by item with the retailer, and queued for dispatch.
The slow-moving shop
A retailer who used to order every week now orders every month. Nobody notices until the account is lost.
FixShops whose orders slow down flagged to your sales head with the numbers.
Dues past the date
Reminders are awkward, so they happen late and unevenly. Some shops are chased daily, others never.
FixPolite reminders on the dates you set, with the payment link you approve and the promised date logged.
The new dealer enquiry
A shop in a new town asks to stock your brands. The enquiry sits in the inbox while the season passes.
FixA call the same day: town, shop type, current brands and volume, passed to your sales head.
Act 03Your numbers
What missed reorders cost a month
Take your active retailers and count how many skipped an order they would normally place.
Run your own numbers: Missed Enquiry Cost Calculator
An example
- Active retailers
- 400
- Missed a usual order this month
- 60
- Average order value
- ₹15,000
- Your margin on an order
- 8%
Winning back even half of those 60 orders is about ₹4.5 lakh in sales and ₹36,000 in margin a month, and it keeps the shop from settling with another distributor.
These are example numbers, not figures from any distributor. Your billing software shows the first two.
Act 04Calling plan
A reorder date for every shop
Set it once from each retailer's order history. Then the calls happen whether the office is busy or not.
- A reorder date for each retailer, from how often they actually order
- A call on that date, reading back the last order and your current schemes
- WhatsApp orders confirmed item by item the same day
- Credit beyond the limit and special prices passed to your team, never agreed on the call
- Dues reminded politely on set dates, with the promised date logged
- Retailers who prefer the salesman get the salesman
The routine at a glance
Act 05Delhi NCR
In Delhi NCR, the market days matter
Retailers here buy from more than one distributor and from the wholesale markets too, so the timing of your call matters.
- Many Delhi markets close one day a week, and the closing day differs from market to market; schedule reorder calls around each shop's closing day
- Shops near Sadar Bazar, Chandni Chowk and Bhagirath Palace can restock in person, so a call before they go makes the difference
- Retailers in Haryana and UP towns order across state lines, so GST and e-way bill details are confirmed on the call
- Hindi is the default; keep English for chains and modern trade buyers
Act 06Your options
Ways to call every retailer on time
Most distributors rely on the first two. They work until the season gets busy.
Act 07Sample call
Hear it on the phone
A staged call with synthetic voices and an invented business, run by the same rules a real one is.
A polite EMI reminder that ends in a date
Loan collections · Sahyog Finance (invented)
A reminder for a missed EMI. The employee verifies identity, records a promise to pay, sends a payment link and leaves the late-fee waiver to an officer. No pressure, no threats.
What it did
- Called within permitted hours, recording announced
- Identity checked before any loan detail was shared
- Promise to pay recorded: the 20th
- Late-fee waiver request passed to the collections officer
- Payment link sent on WhatsApp (approved template)
Voice: Sarvam Bulbul, Shreya. Scripted and synthetic: not a recording, not a real customer.
- नमस्ते, मैं Sahyog Finance की AI assistant बोल रही हूँ। ये call record हो रही है। क्या मेरी बात Amit Sharma जी से हो रही है?Hello, I am the AI assistant from Sahyog Finance. This call is recorded. Am I speaking with Mr Amit Sharma?
- हाँ, बोलिए।Yes, go ahead.
- Verification के लिए, क्या आप अपने जन्म का साल बता सकते हैं?For verification, could you tell me your year of birth?
- उन्नीस सौ अठासी।1988.
- धन्यवाद Amit जी। आपके two-wheeler loan की EMI, जो पाँच तारीख को due थी, अभी pending दिख रही है। क्या आपको इसके बारे में पता था?Thank you, Amit. The EMI on your two-wheeler loan, due on the 5th, is showing as pending. Were you aware of it?
- हाँ, इस महीने salary late आई। मैं बीस तारीख तक भर दूँगा।Yes, my salary came late this month. I’ll pay by the 20th.
- समझ सकती हूँ। मैं बीस तारीख का promise to pay note कर लेती हूँ। Payment link WhatsApp पर भेज दूँ, ताकि उस दिन आसानी से भर सकें?I understand. I’ll note a promise to pay on the 20th. Shall I send a payment link on WhatsApp so it’s easy to pay that day?
- हाँ भेज दीजिए। Late fee माफ़ हो सकती है क्या?Yes, send it. Can the late fee be waived?
- Late fee माफ़ करना मेरे हाथ में नहीं है। मैंने आपकी request हमारे collections officer को भेज दी है, वो दो working days में आपको call करेंगे।Waiving the late fee isn’t something I can do. I have sent your request to our collections officer, who will call you within two working days.
- ठीक है।Okay.
- धन्यवाद Amit जी। Link भेज दिया है। आपका दिन शुभ हो।Thank you, Amit. The link is sent. Have a good day.
Act 08Questions
Asked often
Straight answers. If yours is not here, ask it on a call.
How often should a distributor call retailers?
On each shop's own reorder rhythm, worked out from its order history. A weekly buyer gets a weekly call; a monthly buyer gets a call a few days before the month is up.
Can it read orders sent as WhatsApp photos or voice notes?
It reads typed and photographed lists and voice notes, then confirms each item with the retailer before the order goes to dispatch. Unclear items go to your office team.
Will it agree credit or special prices?
No. It offers only the schemes you write down. Credit beyond the limit, special prices and disputes go to your team with the retailer's notes.
Is it fine to send payment reminders by phone?
Polite reminders to your own customers about real dues are normal business. It sticks to the dates and wording you approve, logs the promised date and never threatens. This is a plain reading, not legal advice.
What does it cost?
₹50,000 to set up, then ₹22,500 a month. If you only need incoming calls answered, the AI Receptionist is ₹10,000 a month after a ₹30,000 setup, with 1,000 minutes, then ₹9 a minute.
20 minutes
Every shop called on its day
Bring your retailer count and how orders reach you today. Abhishek maps the calling plan with you on a 20-minute call and quotes it in writing.