Impossible, yesterday.
Octopus
iten
OctopusAgentsTeamPoctus at workPartner login
Book a demo
Poctus at work

Octopus in action.

Six processes, six teams of agents. For each one: what happens today, which Octopus agents step in, what they do step by step, and which KPIs Octopus keeps track of.

01Manufacturing

End-to-end job tracking

From the customer order to the production plan and the delivery date: one view of every job, kept up to date by the agents.

Active agents

Octopus layerDelivery Note AgentBOM AgentMachine Agent

The process

Every job moves through sales, engineering, purchasing, production and dispatch. The information exists, but it lives in different places: the order in an email, the BOM in the ERP, progress in a spreadsheet, and the delivery date in the planner’s head.

Connects to

Email and PDFERPMESExcelCustomer portals

Today, without Octopus

  • Customer orders re-keyed into the ERP by hand, with order confirmations prepared one by one.
  • Production progress pieced together at the end of the day from departments, phone calls and spreadsheets.
  • Delivery dates promised on gut feel: delays surface when the customer calls.

What the agents do

  1. 1The Delivery Note Agent reads the customer order from email, PDF or portal and books it into the ERP, flagging lines that need a check.
  2. 2The BOM Agent checks the bill of materials, stock and materials to buy to fulfil the job.
  3. 3The Machine Agent collects progress from the MES and machines, operation by operation.
  4. 4The Octopus layer compares progress against the plan and recalculates a realistic delivery date.
  5. 5Octopus alerts sales and planning as soon as a job is at risk of running late, with the reason.

With Octopus

  • One view per job: order, materials, production stage and expected delivery.
  • Delivery dates updated from real data, not estimates.
  • People step in on exceptions instead of chasing information.

KPIs tracked by Octopus

Time from order to confirmationJobs delivered on timeHours spent rebuilding progress status
02Manufacturing

Purchasing and inventory control

Requirements, purchase orders, supplier follow-ups and goods receipts in one flow, with stock levels always in sync.

Active agents

Octopus layerSupply Chain AgentDelivery Note Agent

The process

Purchasing depends on what production needs, what’s in the warehouse and what suppliers actually confirm. When those three don’t talk to each other, you buy too much, too late, or discover a shortage once the line has already stopped.

Connects to

ERPEmailSupplier portalsExcelWarehouse

Today, without Octopus

  • Requirements worked out by hand, cross-checking BOMs, open orders and stock in spreadsheets.
  • Supplier confirmations chased by email and phone, with no shared status.
  • ERP stock levels out of step with reality, found out at stock-take or on the shop floor.

What the agents do

  1. 1The Supply Chain Agent calculates requirements from open jobs, BOMs and available stock.
  2. 2It drafts purchase order proposals for the buyer to approve before they go out.
  3. 3It reads supplier confirmations and delivery dates, and chases the missing ones.
  4. 4The Delivery Note Agent books goods receipts and flags quantity and price discrepancies.
  5. 5The Octopus layer watches stock below threshold and warns before it becomes a shortage.

With Octopus

  • Purchase orders drafted from real requirements, with the buyer making the call.
  • A clear status for every order: confirmed, late, delivered, or delivered with discrepancies.
  • ERP stock aligned with what actually comes in and goes out.

KPIs tracked by Octopus

Material shortages in productionLate supplier deliveriesGaps between system and physical stock
03Manufacturing

ERP documents and quotes

Data from invoices, delivery notes and technical specs brought into the ERP and quotes, with no copy-and-paste.

Active agents

Delivery Note AgentBOM Agent

The process

The same piece of data, a part number, a quantity, a price, gets rewritten several times across different documents. Every manual step costs time and invites errors, especially when engineering, sales and production each work on a different version of the same job.

Connects to

Email and PDFERPExcelAutoCAD / PDM

Today, without Octopus

  • Data copied by hand between invoices, delivery notes, technical specs, spreadsheets and quotes.
  • Work bounced between engineering, sales and production, each on a different version of the same job.

What the agents do

  1. 1The Delivery Note Agent reads invoices and delivery notes from email and PDF.
  2. 2The BOM Agent extracts part numbers, quantities and technical data from specs and checks them against ERP master data.
  3. 3The agents prepare the ERP postings and the quote lines.
  4. 4Octopus hands any uncertain case to a person before anything is written.

With Octopus

  • Documents read by the agents, a human check on uncertain cases, and output to the ERP and quotes with a full audit trail.

KPIs tracked by Octopus

Time to prepare a quoteTranscription errorsDocuments handled with no manual step
04Maintenance

Industrial plant maintenance

From the first anomaly or service request to close-out, with technicians, clients and suppliers in one flow.

Active agents

Octopus layerMachine Agent

The process

Service requests arrive through different channels and change hands several times. Without a shared flow nobody sees the full picture: the client doesn’t know where things stand, the technician has no history, and the manager can’t see the workload.

Connects to

MES and PLC/IoTEmailPlant registerERP

Today, without Octopus

  • Requests by email and phone, with only fragments of visibility.

What the agents do

  1. 1The Machine Agent detects downtime and anomalies and opens a work order automatically.
  2. 2Requests by email become work orders with plant, urgency and client.
  3. 3The Octopus layer suggests a technician based on skills and availability.
  4. 4Octopus updates the status, notifies the client and suppliers, and logs the plant’s history.

With Octopus

  • Shared work orders, assignments, statuses and history, from the first anomaly to close-out.

KPIs tracked by Octopus

Time from request to pick-upTime to close a jobRepeat downtime on the same plant
05Food

Food safety procedures and certifications

HACCP and certification paperwork turned from scattered documents into guided, controlled steps.

Active agents

Octopus layerSupply Chain Agent

The process

HACCP and certifications mean recurring paperwork, reviews and documents that must always be current. When the material is spread across folders, emails and forms, every audit turns into a search.

Connects to

Guided formsDocument archiveEmailERP

Today, without Octopus

  • Repetitive form-filling, slow reviews and material spread across too many places.

What the agents do

  1. 1The Octopus layer guides data collection with clear steps and completeness checks.
  2. 2The Supply Chain Agent collects supplier certificates and data sheets and links them to batches.
  3. 3Octopus generates documents from a single source and flags deadlines and reviews.
  4. 4The quality consultant reviews and signs off: final approval stays human.

With Octopus

  • Guided data, controlled documents, and the quality lead approving the final step.

KPIs tracked by Octopus

Time to complete a fileDocuments rejected at reviewDeadlines met
06Agri-food

Multi-company agri-food operations

Several companies in a network coordinated by one layer, with the same rules and exceptions out in the open.

Active agents

Octopus layerSupply Chain Agent

The process

When several companies work as a network, each brings its own forms, timelines and habits. Coordination becomes a job in itself, made of follow-ups and manual checks.

Connects to

Shared formsEmailExcelERP

Today, without Octopus

  • Manual hand-offs and little standardisation between companies.

What the agents do

  1. 1The Octopus layer defines one common flow for every company in the network.
  2. 2The Supply Chain Agent collects each company’s data in the agreed format and chases what’s missing.
  3. 3Octopus makes exceptions explicit instead of handling them case by case.
  4. 4The coordinator sees the progress of the whole network in real time.

With Octopus

  • A common flow, explicit exceptions and better coordination across the network.

KPIs tracked by Octopus

Files completed on timeFollow-ups neededExceptions per company
How Octopus goes live

From your first agent to the whole business.

01

Connect your systems

Octopus connects to the ERP, email, CAD and MES you already use. No system to replace.

02

Octopus maps the process

It reads how work moves across systems and departments and shows where time is lost.

03

Switch on your first agent

You start with one process, with people approving the critical steps.

04

Measure and add agents

Octopus tracks the process KPIs. Once the first agent delivers, you switch on the next.

KPIs start from a baseline measured on your own process: no savings promised up front.
Book a free demo

Which agent would you switch on first?

Bring us one real process. We’ll show you how Octopus would read it and which agents could take it on. No strings attached.

Book a demoFounding Partner Program