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AI agent for farmers

Farm Direct Sales Order Agent

Fill as many orders as possible from what is ready, with fair substitutes and little waste

DecisionsOperations
See how it worksGet access
Farm Direct Sales Order Agent: what goes in, what the agent does and what you get

What it does

Direct sales mean matching what customers ordered with what the fields can actually supply each week, and short crops lead to angry customers on delivery day. At the order cutoff, this agent reads box scheme, restaurant and shop orders and the harvest estimate from the last field walk. It fills contracted and standing orders first, then other orders by date, and drafts pick lists by field and packing lists by customer. If a crop is short, it suggests substitutes only from crops with surplus and drafts notes to affected customers. Customers with a no-substitute note get a credit note draft instead. The farmer approves substitutions and messages. After harvest, it compares picked amounts with the plan. If the harvest came in lower, it reallocates the shortfall and drafts updated notes. Edge case: hail damage on harvest morning triggers a fresh allocation for that crop.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Order cutoff before harvest day 2 USES A TOOL Read orders and harvest estimates 3 DOES Allocate produce and draft pick and packing lists 4 CHECKS THE RESULT Can every order be filled from the estimate? If not: suggest substitutes from surplus crops and draftcustomer notes. Back to step 3. 5 YOU APPROVE Farmer approves substitutions and customer notes 6 USES A TOOL Compare picked amounts with the plan after harvest 7 CHECKS THE RESULT Did the harvest cover the allocation? If not: reallocate the shortfall and draft updatednotes. Back to step 3. 8 RESULT Final packing lists and sales record
Read the steps as a list
  1. Order cutoff before harvest day
  2. Read orders and harvest estimates
  3. Allocate produce and draft pick and packing lists
  4. Can every order be filled from the estimate?If not: suggest substitutes from surplus crops and draft customer notes. Back to step 3.
  5. Farmer approves substitutions and customer notesThe agent waits here for your OK.
  6. Compare picked amounts with the plan after harvest
  7. Did the harvest cover the allocation?If not: reallocate the shortfall and draft updated notes. Back to step 3.
  8. Final packing lists and sales record

How it decides

It fills standing orders and restaurants with contracts first, then other orders by date, and substitutes only from crops with surplus.

  • Contracted and standing orders are filled first
  • Substitutes come only from surplus crops
  • Customers with no-substitute notes get a credit note draft instead

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Allocation priority
  • Substitute rules by crop
  • Customer channels
  • Harvest and packing days

What keeps you in control

It always asks you first

  • Customer messages
  • Substitutions
  • Credit notes

Hard limits

  • Never sends customer messages itself
  • Never issues refunds or credits

It stops when

  • Done: all orders packed
  • Stop: a major crop failed, ask the farmer how to handle all affected orders

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensFor the week of August 12, with 120 boxes and 6 restaurants, the allocation check failed: lettuce was 40 heads short. The agent kept lettuce for restaurants and suggested surplus spinach for box customers. The farmer approved. After harvest, beans came in 15 kg under estimate, so the second check failed. The agent reallocated and drafted notes to 9 customers, including 2 credit notes.

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