# AI for FMCG distribution and route to market

> We build workflows that turn distribution records into a review your sales and finance teams can use. Start with claim preparation, a territory exception report or a trade-scheme check.

_Illustrative workflow_

**A claim, with the evidence attached.**

Match a distributor submission to the sales export and scheme terms before finance decides the next step.

A distributor claim connects to invoice records, scheme terms and a review note for sales operations and finance.

**Sources:** Claim submission · Sales export · Scheme terms

1. **Signal: Claim submitted** — A distributor asks for reimbursement against a trade scheme.
2. **Context: Match the supporting records** — Compare invoice references, dates and eligibility terms. Keep mismatches and missing evidence visible.
3. **Review: Finance decides the next step** — Sales operations checks field evidence; finance reviews the prepared note before any settlement.

Illustrative records, prepared for human review. No claim is approved or paid here.

**Show the exception before explaining the total**

_Illustrative example_

**Sales export check**

- **Record:** Product sales
- **Category mapping:** Missing
- **Review owner:** Sales operations

**Prepared review note**

> A product has no category mapping. Confirm its category before comparing category sales.

**Source check needed**

Keep unmapped records visible and explain what is excluded from the comparison.

A useful exception view shows the gap and who needs to resolve it.

## Bring claims and territory exceptions into review

A distribution business may record sales in a DMS, visits in an SFA system and trade-scheme evidence in spreadsheets or photographs. The review still needs someone to match those records. A workflow can prepare the supporting material and unanswered questions so that sales operations and finance spend less time assembling it.

Start with a precise definition. A distributor claim requests reimbursement under agreed terms. Territory coverage needs a defined outlet universe and reporting period. A stock exception needs a current inventory position. Those definitions matter before a model explains what the figures mean.

## Build around your DMS and SFA records

Inspect the current systems' reporting and workflow features first. The useful gap may be a missing join between records, an approval handover or a review note. A custom implementation should address that gap using exports or verified interfaces, with the existing systems retaining their transaction records.

**Records needed for a distribution review**

| Source | What to establish |
| --- | --- |
| Sales export | Invoice, outlet, product and territory identifiers; dates, returns and cancellations. |
| Visit log | Which visits were completed, by whom and in which period. |
| Scheme circular | The applicable version, eligibility rules and evidence requirements. |
| Claim submission | Claimed lines and the supporting documents for each. |
| Stock record | Available quantities, units and the snapshot time. |

## Choose a claim, territory or scheme workflow

A claim-review pilot can match submitted invoice references against sales records and the scheme period. It should distinguish a verified match, a mismatch and missing evidence. Finance decides how those findings affect the claim; a generated review note does not authorise settlement.

1. **Select** — Choose the claim and confirm the relevant distributor and scheme.
2. **Match** — Compare identifiers, dates and evidence against the agreed rules.
3. **Prepare** — List matched lines, duplicates, gaps and questions with source references.
4. **Review** — Sales operations checks the field evidence and finance decides the next step.

For a territory report, agree the comparison period and coverage definition before identifying exceptions. Changes in outlet mapping or missing visits can resemble a performance decline. A scheme check should similarly show the evidence that is absent rather than treating an unverified photo as proof of compliance.

The [Distribution Intelligence demonstration](https://genaima.ai/#demos) shows territory performance, stock exposure and a decision queue. Its figures are illustrative. Explore the interface to discuss the output you need; it is separate from a claim about a customer's measured results.

## Prepare field data for use

Field photographs and messages need context: who supplied them, when, and which outlet, distributor or scheme they concern. We assess an authorised way to provide those records. Automatic access to personal or group WhatsApp conversations is not assumed.

Poor images, duplicated sheets and unmatched product codes should remain visible exceptions. Define which records a reviewer can correct and which need to go back to the source. Solving that data task may be necessary before an automated narrative becomes useful.

## Keep settlement authority with finance

Agree the reviewers and access boundaries for each distributor or region. A draft-only pilot can prepare a review without contacting distributors or changing the ledger. Any later query, status update or financial action requires explicit scope and tested authorisation.

The run record should connect a review to the documents and versions used, the reviewer decision and any resulting action. Retention and access to that evidence are part of the [security requirements](https://genaima.ai/security). Use the [action-risk guide](https://genaima.ai/insights/risk-classify-ai-agent-actions) to discuss the boundaries.

## Scope delivery for your operation

Genaima operates in the UK and Pakistan with remote delivery elsewhere. Confirm the region, languages, source formats and deployment requirements of the proposed project. Hosting and processing arrangements are assessed for the actual records and services involved.

A first pilot can focus on one region and a representative set of claims. Track match accuracy, missing evidence, preparation time and reviewer effort. Include an incorrect claim and an incomplete submission so that evaluation tests useful exceptions as well as the normal path.

## Questions FMCG sales and finance leaders ask

### Will this replace our DMS?

The starting point is the existing DMS and its capabilities. We assess additional work only where the current setup leaves a defined review or coordination task unresolved.

### Can it pay claims?

The review example prepares evidence for finance. Payment execution is outside that scope and must not be inferred from a demonstration or draft.

### Do distributors need a new login?

That depends on the chosen process. A pilot using records already received by your team may not require one. A distributor portal would be a separately agreed web product.

### What should we bring first?

A redacted claim, its scheme circular and a matching sales export, together with the current review steps.

- [Launch your autopilot](https://genaima.ai/contact) — Tell us which claim or territory review takes the most manual preparation.

## Related

- [Multi-location retail](https://genaima.ai/industries/multi-location-retail)
- [Manufacturing](https://genaima.ai/industries/manufacturing)
- [Risk-classifying AI agent actions](https://genaima.ai/insights/risk-classify-ai-agent-actions)
- [Security & governance](https://genaima.ai/security)
- [Implementation partner](https://genaima.ai/partner)

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