Every order has a paper trail. Put it to work.
Your AI assistant compares purchasing documents, prepares quotes from your approved price list, and keeps the next task ready for review.
Film transcript
Every order has a paper trail. Put it to work.
The purchase order. The confirmation. What arrived. What was billed.
Studio, your AI assistant, compares the files, lists the differences, and prepares an editable Word report and supplier query. Your purchasing manager decides what to accept.
Legate prepares quotes from the price list you load and approve. Tax is shown separately. Availability carries the export date. Your team approves sending.
Regaldi runs twenty-three of forty-four recurring processes with human confirmation, prepares twelve for the owner and authorized staff to decide, and leaves nine with them. Each automated or prepared process names its tool: Studio, Legate, or both.
Studio for documents and comparisons. Legate for quotes, follow-up and reminders from your own mailbox.
AI calls need prior express written consent. Your staff dial prospecting calls. Your team handles the stock. Your owner decides prices, credit and commitments.
Regaldi.
Regulated. Aligned. Digital. Start with one workflow.
Regaldi runs 23 of 44 recurring processes with human confirmation, prepares 12 for the owner and authorized staff to decide, and leaves 9 with them.
Administrative responsibility map. Setup, review and approvals apply. For Florida distributors of packaging, hospitality supplies and general goods. Studio and Legate.
- Runs with confirmation
- 23
- Prepares for your decision
- 12
- Your people perform
- 9
- Recurring processes
- 44
Processes each tool runs or prepares; a process both tools share counts for both. Not 44 integrations, a measured automation percentage or saved hours. Each process and its tool
In short
Regaldi LLC is a Florida software company that gives distributors of packaging, hospitality supplies and general goods an AI assistant for the paper trail behind every order. Regaldi Studio compares supplier documents and prepares packets and worksheets, and Legate prepares quotes from the firm’s approved price list, follow-up and reminders, with resale certificates kept current. Of the 44 recurring processes mapped for a distributor, Regaldi runs 23 with a person confirming, prepares 12 for the owner and authorized staff to decide, and leaves 9 with them, including special prices and discounts, credit decisions, supplier selection, hazmat shipping papers and collection escalation. Regaldi does not buy or sell goods, set prices or extend credit, and has no connector to inventory or accounting software. Files stay in the firm’s folder; what the assistant reads goes through Regaldi’s server to the AI provider, currently Anthropic or OpenAI. Work starts with one workflow.
Related professionsPrivate schoolsCommercial cleaningAll industries
See where the documents disagree.
Studio compares the purchase order, supplier confirmation, receiving record and invoice. Your buyer gets the differences, the source lines and a draft query.
- 01 · Studio PO The purchase order the firm sent.
- 02 · Supplier Confirmation The supplier’s confirmation, with its own terms.
- 03 · Warehouse Receiving record What actually arrived, as the warehouse counted it.
- 04 · Supplier Invoice What the supplier billed.
- 05 · Purchasing manager Review Price changes, substitutions and disputed payments. The purchasing manager decides
The purchasing manager decides price changes, substitutions and disputed payments. Supplier dates are shown as stated.
The ten-day objection window for merchant confirmations is calendared. A flagged difference does not itself settle a contract dispute, and nothing here releases a payment or promises a recovery. §672.207, F.S.
- Draft to supplier: credit for 4 cases short, PO price on lids, freight credit. Approve to send.
- Price change on lids: the purchasing manager decides.
- 3 customer updates drafted with ETA 10/28, as stated by the supplier.
Your price list. A quote ready to review.
Legate prepares quotes from the price list you load and approve, with a validity date, separately stated tax and dated availability information.
Availability as of inventory export 10/15/2026 07:00
Two tools around your daily work.
Studio prepares the documents. Legate organizes approved follow-through.
StudioPrepares the documents · 31 processes
- Document comparison
Purchase orders, confirmations, receiving records and invoices compared line by line, with the source lines side by side.
- Word and PDF
Exception lists, acknowledgments, credit packets, claim packets and worksheets as editable Word files and PDF.
- Working folder
Reads the files the firm selects and saves, on demand. No automatic whole-folder index and no connector.
- Screen preparation on Mac
With permission the assistant types prepared lines in the firm’s own software on its screen, configured per firm. A person confirms each save or submission.
LegateOrganizes follow-through · 17 processes
- RFQs and CRM
Requests logged, customers and supply partners with their history, channel permissions and opt-outs.
- Approved-price quotes
Quotes from the price list your team loads and approves, with a validity date and tax stated separately. A quote keeps its line prices.
- Follow-up
Agreed follow-ups and reorder reminders in the approval workflow you choose, with quiet hours.
- Payment reminders
Reminders from your mailbox citing your accounting system’s invoice numbers. No second invoicing ledger.
Your own software
Work from your exports and on your screen. Confirm each save, send and submission.
No connector to inventory, accounting, warehouse, EDI, e-commerce or sales-tax software. Screen work is Mac only and configured per firm. Each outgoing action is approved; reminders cite your accounting system’s invoice numbers and go from your mailbox.
44 recurring processes. Responsibility on every row.
23 run with human confirmation. 12 prepared for a decision. 9 performed by your people. Each cell names the tool that does the work, or the person who holds it.
- System runs it
- 23
- System prepares it
- 12
- Your people
- 9
- Processes mapped
- 44
- Studio31
- Legate17
- A process both tools share counts for both. Quarry, Radar and Herald carry none.
- S · System runs it. A person confirms, approves or sends.
- P · System prepares it. The owner or responsible staff member decides.
- H · Your people. People perform the act.
Hover, focus or tap a process to see what the system does. Runs never means the system buys, extends credit, commits stock, sends messages or signs for the firm on its own.
RFQs, quotes and orders
- The system runs the administrative work; a person confirms, approves or sends. Requests for quotes and orders arriving by email, web form, PDF or spreadsheet are logged and split into lines (item, quantity, unit, ship-to, need-by date); missing items are asked for after approval. The reply identifies the AI assistant.Tool: Legate · StudioTCPA; §501.059(5), F.S.
- The system prepares it; the owner or the responsible staff member decides. The buyer’s descriptions and part numbers are matched to the firm’s own item numbers from its catalog export; uncertain matches, case-pack differences and proposed substitutes are flagged. The sales rep confirms every uncertain line.Tool: Studio
- The system runs the administrative work; a person confirms, approves or sends. Lines are priced only from the price book and customer contract prices the firm approved and loaded, with tax stated separately, freight terms and a validity date; availability is shown only as of the firm’s latest inventory export. Sent after approval.Tool: Legate · Studio§212.07(2), F.S.
- People perform the act; the assistant organizes supporting records. The system lays out cost, last price paid, price book, contract price, competing quote and margin, and flags when buyers who resell in competition would get different prices for the same item. The manager decides.Held by: Owner or sales manager15 U.S.C. §13(a)
- The system runs the administrative work; a person confirms, approves or sends. Agreed follow-ups go to the buyer after approval; accepted, lost and expired quotes are logged with the stated reason.Tool: LegateCAN-SPAM
- The system prepares it; the owner or the responsible staff member decides. Order lines are prepared from the customer PO and the accepted quote. Staff enter them in the firm’s system, or the assistant types them on the firm’s screen and a person confirms before saving. No connector.Tool: Studio
- The system runs the administrative work; a person confirms, approves or sends. The customer’s PO is compared with the quote: item, quantity, price, terms, ship-to, tax status and date. Differences are listed, the acknowledgment is drafted with the firm’s terms and sent after approval, and the ten-day objection window is calendared.Tool: Studio · Legate§§672.201(2), 672.207, F.S.
- People perform the act; the assistant organizes supporting records. The system shows the term differences, the open balance and credit limit, and stock as of the last export. Accepting the buyer’s terms, a large order or a non-stock item is the manager’s decision.Held by: Owner or sales manager§672.207(2)(b), F.S.
Customer accounts, credit and tax status
- The system runs the administrative work; a person confirms, approves or sends. The account form, bill-to and ship-to addresses, accounts-payable contact, tax-status documents and, where asked, the credit application go to the new customer; the entity is checked in the state business registry and gaps are listed.Tool: Legate · Studio
- The system runs the administrative work; a person confirms, approves or sends. For each tax-exempt customer, a current annual resale certificate on file or an authorization number obtained in staff’s browser before the sale; renewals are chased, and customers without valid documents are listed so tax is charged.Tool: Studio§§212.07(1)(b), 212.08(6), F.S.; Rule 12A-1.039
- The system prepares it; the owner or the responsible staff member decides. The application, trade and bank references and the firm’s own payment history are summarized for the credit manager. Prohibited-basis information is not used.Tool: Studio12 CFR 1002.4(a)
- People perform the act; the assistant organizes supporting records. The manager decides the limit, payment terms, any guaranty or deposit and holds. The system records the decision and its stated reasons. No automated scoring or rejection.Held by: Owner or credit manager12 CFR 1002.4(a), 1002.7(d)(1)
- The system runs the administrative work; a person confirms, approves or sends. After the decision, the notice goes out within a reasonable time; a written request for reasons within 60 days is answered with the statement and the required notice; the file is kept as long as the rule requires.Tool: Legate · Studio12 CFR 1002.9(a)(3), 1002.12(b)(5)
- The system prepares it; the owner or the responsible staff member decides. From the aged receivables export: accounts over limit or past terms, open orders that would push them over, and suggested holds, for the credit manager.Tool: Studio
- The system runs the administrative work; a person confirms, approves or sends. Customer-specific price agreements, rebates and their expiry dates are filed and tracked, with renewals and expiries flagged 60 and 30 days ahead. New prices stay with the owner.Tool: Studio · Legate
Purchasing and suppliers
- The system prepares it; the owner or the responsible staff member decides. From the inventory and sales exports and the min and max levels the firm set: a suggested purchase list by supplier, with open POs and backorders netted, for the buyer. No forecasting engine.Tool: Studio
- The system runs the administrative work; a person confirms, approves or sends. Approved reorder lines become POs in the firm’s format and are sent from the firm’s system or mailbox after approval.Tool: Studio
- The system runs the administrative work; a person confirms, approves or sends. The supplier’s confirmation is checked against the PO, then the receiving record and the supplier invoice against both. Every mismatch is listed with the document lines side by side.Tool: Studio§§672.201(2), 672.207, F.S.
- The system runs the administrative work; a person confirms, approves or sends. For each mismatch a query or credit request is drafted (short shipment, price above PO, wrong item, duplicate invoice) and the answer is tracked. Sent after approval.Tool: Studio · Legate
- People perform the act; the assistant organizes supporting records. Whether to accept a price increase, a substitute item or a short shipment, and whether to pay a disputed invoice, is the manager’s decision.Held by: Owner or purchasing manager
- The system runs the administrative work; a person confirms, approves or sends. Past-due PO lines are listed, ETA requests go to suppliers, and affected customer orders are listed with customer updates drafted. No date is promised beyond the supplier’s written ETA.Tool: Studio · Legate
- The system runs the administrative work; a person confirms, approves or sends. Safety data sheets, spec sheets, food-contact and environmental-claim statements, disinfectant registration numbers, certificates of insurance and tax forms are requested, filed per item and checked for expiry and updates.Tool: Studio29 CFR 1910.1200(g)(6)
- People perform the act; the assistant organizes supporting records. The system compares supplier quotes, lead times, fill rates and terms from the firm’s records. Choosing suppliers and signing supply agreements is the owner’s.Held by: Owner§§838.15-838.16, F.S.
Warehouse, shipping and returns
- The system runs the administrative work; a person confirms, approves or sends. Pick lists, packing lists and bills of lading are drafted from the order export for staff to print; delivery appointments are calendared. No warehouse-system connector.Tool: Studio
- The system runs the administrative work; a person confirms, approves or sends. For each hazardous chemical, the first shipment to each customer and the first after an SDS update are flagged; the current SDS goes with the shipment or by email after approval; missing labels go to the warehouse lead.Tool: Studio · Legate29 CFR 1910.1200(g)(7)
- People perform the act; the assistant organizes supporting records. The system tracks who is trained and when training expires and keeps the record. Classification, packaging and the shipping papers are the trained employee’s.Held by: Trained hazmat employee49 CFR 172.704
- The system runs the administrative work; a person confirms, approves or sends. Signed delivery receipts and carrier tracking are linked to each invoice; missing proofs are listed and requested.Tool: Studio
- The system prepares it; the owner or the responsible staff member decides. Photos, delivery-receipt notations, the bill of lading and the invoice become a claim packet for staff to file in the carrier’s portal, with the carrier’s deadlines tracked.Tool: Studio
- The system prepares it; the owner or the responsible staff member decides. A return request is checked against the firm’s policy, the original invoice and the item; the return authorization and credit memo are drafted for the manager. Tax is reversed only as the accountant directs.Tool: Studio · Legate
- The system runs the administrative work; a person confirms, approves or sends. Operator certifications, three-year evaluations and refresher triggers are tracked and the warehouse lead approves. Who may drive is the employer’s decision.Tool: Studio29 CFR 1910.178(l)
Invoicing, collections and sales tax
- The system runs the administrative work; a person confirms, approves or sends. Before invoices go out from the firm’s accounting system: quantities against shipped, prices against the order, tax status against the certificate file, county surtax by delivery county and freight terms. Exceptions go to the bookkeeper.Tool: Studio§§212.05, 212.054, 212.07(2), F.S.
- The system runs the administrative work; a person confirms, approves or sends. Monthly statements, invoice copies and delivery proofs go to the customer’s accounts-payable contact on request or schedule, after approval.Tool: Legate
- The system runs the administrative work; a person confirms, approves or sends. Past-due reminders follow the firm’s schedule, from its own mailbox and citing its accounting system’s invoice numbers, after approval. Disputes go to the credit manager.Tool: Legate§§559.55(6), 559.543, F.S.
- The system prepares it; the owner or the responsible staff member decides. Each deduction is matched to the invoice, delivery proof, return or credit memo and price agreement, and a proposed resolution goes to the credit manager.Tool: Studio
- People perform the act; the assistant organizes supporting records. The system assembles the account history. Holding orders, late charges under signed terms, referral to a registered commercial agency or counsel, and write-offs are the firm’s.Held by: Owner or credit manager§§559.544, 687.03, F.S.
- The system prepares it; the owner or the responsible staff member decides. From the accounting export: taxable sales by county, exempt sales with their certificate or authorization number, government sales and missing documentation, for the accountant who files the return.Tool: Studio§212.11, F.S.; Rule 12A-1.039(5)
- The system runs the administrative work; a person confirms, approves or sends. Invoices to state agencies and local governments are tracked against their statutory clocks; interest due is calculated and the interest invoice drafted for approval in the firm’s accounting system.Tool: Studio · Legate§§215.422, 218.74, F.S.
Catalog, products, records and new business
- The system prepares it; the owner or the responsible staff member decides. Supplier cost changes become a draft of new sell prices using the margin rules the owner set, with descriptions and case packs kept current; the owner approves before the price book or the Legate price list changes.Tool: Studio · Legate
- The system prepares it; the owner or the responsible staff member decides. Product sheets, quotes, the website and ads are checked so recyclable, compostable, food-safe or germ-kill wording matches the supplier’s evidence and labels; unsupported claims are flagged for the owner.Tool: Studio16 CFR 260.7, 260.12; 7 U.S.C. §136j
- People perform the act; the assistant organizes supporting records. The system matches supplier notices and published recalls to items the firm sold and lists the customers who bought them. Reporting, stopping sales and notifying customers are the firm’s.Held by: Owner15 U.S.C. §2064(b); 16 CFR 1115
- The system runs the administrative work; a person confirms, approves or sends. Invoices, bills of lading, resale certificates and authorization numbers are indexed for the assessment period; credit files with guarantor data are kept separately and disposed of under the firm’s plan.Tool: Studio§§212.13, 501.171, F.S.; 12 CFR 1002.12
- The system runs the administrative work; a person confirms, approves or sends. Reorder reminders by purchase cycle and account reviews go to current customers who agreed; reps and supply partners get agreed updates; every exchange is logged. Nothing of value to a customer’s employee.Tool: Legate§838.16, F.S.; §718.111(1)(a), F.S.
- The system prepares it; the owner or the responsible staff member decides. Restaurants, hotels, property managers, offices, retailers and schools in the service area are researched and introductions drafted for the owner to approve; public solicitations the firm follows are listed with due dates and forms.Tool: Studio · LegateCAN-SPAM
- People perform the act; the assistant organizes supporting records. Staff dial personally. The system checks the national, Florida and firm do-not-call lists, keeps calling hours and limits, and records results and opt-outs.Held by: Sales staffTCPA; FCC 24-17; §501.616(6), F.S.
Read the whole map as a list
| No. | Process | Who carries it | Tool or holder | What the system does | Rule |
|---|---|---|---|---|---|
| RFQs, quotes and orders | |||||
| 01 | RFQ and order intake | System runs it | Legate · Studio | Requests for quotes and orders arriving by email, web form, PDF or spreadsheet are logged and split into lines (item, quantity, unit, ship-to, need-by date); missing items are asked for after approval. The reply identifies the AI assistant. | TCPA; §501.059(5), F.S. Details |
| 02 | Item matching | System prepares it | Studio | The buyer’s descriptions and part numbers are matched to the firm’s own item numbers from its catalog export; uncertain matches, case-pack differences and proposed substitutes are flagged. The sales rep confirms every uncertain line. | Details |
| 03 | Quote from the price book | System runs it | Legate · Studio | Lines are priced only from the price book and customer contract prices the firm approved and loaded, with tax stated separately, freight terms and a validity date; availability is shown only as of the firm’s latest inventory export. Sent after approval. | §212.07(2), F.S. Details |
| 04 | Special prices and discounts | Your people | Owner or sales manager | The system lays out cost, last price paid, price book, contract price, competing quote and margin, and flags when buyers who resell in competition would get different prices for the same item. The manager decides. | 15 U.S.C. §13(a) Details |
| 05 | Quote follow-up | System runs it | Legate | Agreed follow-ups go to the buyer after approval; accepted, lost and expired quotes are logged with the stated reason. | CAN-SPAM Details |
| 06 | Order entry preparation | System prepares it | Studio | Order lines are prepared from the customer PO and the accepted quote. Staff enter them in the firm’s system, or the assistant types them on the firm’s screen and a person confirms before saving. No connector. | Details |
| 07 | PO check and acknowledgment | System runs it | Studio · Legate | The customer’s PO is compared with the quote: item, quantity, price, terms, ship-to, tax status and date. Differences are listed, the acknowledgment is drafted with the firm’s terms and sent after approval, and the ten-day objection window is calendared. | §§672.201(2), 672.207, F.S. Details |
| 08 | Unusual orders and terms | Your people | Owner or sales manager | The system shows the term differences, the open balance and credit limit, and stock as of the last export. Accepting the buyer’s terms, a large order or a non-stock item is the manager’s decision. | §672.207(2)(b), F.S. Details |
| Customer accounts, credit and tax status | |||||
| 09 | New account setup | System runs it | Legate · Studio | The account form, bill-to and ship-to addresses, accounts-payable contact, tax-status documents and, where asked, the credit application go to the new customer; the entity is checked in the state business registry and gaps are listed. | Details |
| 10 | Resale certificates | System runs it | Studio | For each tax-exempt customer, a current annual resale certificate on file or an authorization number obtained in staff’s browser before the sale; renewals are chased, and customers without valid documents are listed so tax is charged. | §§212.07(1)(b), 212.08(6), F.S.; Rule 12A-1.039 Details |
| 11 | Credit application packet | System prepares it | Studio | The application, trade and bank references and the firm’s own payment history are summarized for the credit manager. Prohibited-basis information is not used. | 12 CFR 1002.4(a) Details |
| 12 | Credit decisions | Your people | Owner or credit manager | The manager decides the limit, payment terms, any guaranty or deposit and holds. The system records the decision and its stated reasons. No automated scoring or rejection. | 12 CFR 1002.4(a), 1002.7(d)(1) Details |
| 13 | Credit notices and records | System runs it | Legate · Studio | After the decision, the notice goes out within a reasonable time; a written request for reasons within 60 days is answered with the statement and the required notice; the file is kept as long as the rule requires. | 12 CFR 1002.9(a)(3), 1002.12(b)(5) Details |
| 14 | Credit watch and holds | System prepares it | Studio | From the aged receivables export: accounts over limit or past terms, open orders that would push them over, and suggested holds, for the credit manager. | Details |
| 15 | Contract prices and rebates | System runs it | Studio · Legate | Customer-specific price agreements, rebates and their expiry dates are filed and tracked, with renewals and expiries flagged 60 and 30 days ahead. New prices stay with the owner. | Details |
| Purchasing and suppliers | |||||
| 16 | Reorder suggestions | System prepares it | Studio | From the inventory and sales exports and the min and max levels the firm set: a suggested purchase list by supplier, with open POs and backorders netted, for the buyer. No forecasting engine. | Details |
| 17 | Purchase orders | System runs it | Studio | Approved reorder lines become POs in the firm’s format and are sent from the firm’s system or mailbox after approval. | Details |
| 18 | Supplier document match | System runs it | Studio | The supplier’s confirmation is checked against the PO, then the receiving record and the supplier invoice against both. Every mismatch is listed with the document lines side by side. | §§672.201(2), 672.207, F.S. Details |
| 19 | Supplier discrepancy queries | System runs it | Studio · Legate | For each mismatch a query or credit request is drafted (short shipment, price above PO, wrong item, duplicate invoice) and the answer is tracked. Sent after approval. | Details |
| 20 | Supplier changes and disputes | Your people | Owner or purchasing manager | Whether to accept a price increase, a substitute item or a short shipment, and whether to pay a disputed invoice, is the manager’s decision. | Details |
| 21 | Backorders and ETAs | System runs it | Studio · Legate | Past-due PO lines are listed, ETA requests go to suppliers, and affected customer orders are listed with customer updates drafted. No date is promised beyond the supplier’s written ETA. | Details |
| 22 | Supplier documents file | System runs it | Studio | Safety data sheets, spec sheets, food-contact and environmental-claim statements, disinfectant registration numbers, certificates of insurance and tax forms are requested, filed per item and checked for expiry and updates. | 29 CFR 1910.1200(g)(6) Details |
| 23 | Supplier selection and terms | Your people | Owner | The system compares supplier quotes, lead times, fill rates and terms from the firm’s records. Choosing suppliers and signing supply agreements is the owner’s. | §§838.15-838.16, F.S. Details |
| Warehouse, shipping and returns | |||||
| 24 | Shipping paperwork | System runs it | Studio | Pick lists, packing lists and bills of lading are drafted from the order export for staff to print; delivery appointments are calendared. No warehouse-system connector. | Details |
| 25 | SDS with first shipments | System runs it | Studio · Legate | For each hazardous chemical, the first shipment to each customer and the first after an SDS update are flagged; the current SDS goes with the shipment or by email after approval; missing labels go to the warehouse lead. | 29 CFR 1910.1200(g)(7) Details |
| 26 | Hazmat shipping papers | Your people | Trained hazmat employee | The system tracks who is trained and when training expires and keeps the record. Classification, packaging and the shipping papers are the trained employee’s. | 49 CFR 172.704 Details |
| 27 | Proof of delivery | System runs it | Studio | Signed delivery receipts and carrier tracking are linked to each invoice; missing proofs are listed and requested. | Details |
| 28 | Freight claims | System prepares it | Studio | Photos, delivery-receipt notations, the bill of lading and the invoice become a claim packet for staff to file in the carrier’s portal, with the carrier’s deadlines tracked. | Details |
| 29 | Returns and credits | System prepares it | Studio · Legate | A return request is checked against the firm’s policy, the original invoice and the item; the return authorization and credit memo are drafted for the manager. Tax is reversed only as the accountant directs. | Details |
| 30 | Forklift training records | System runs it | Studio | Operator certifications, three-year evaluations and refresher triggers are tracked and the warehouse lead approves. Who may drive is the employer’s decision. | 29 CFR 1910.178(l) Details |
| Invoicing, collections and sales tax | |||||
| 31 | Invoice check | System runs it | Studio | Before invoices go out from the firm’s accounting system: quantities against shipped, prices against the order, tax status against the certificate file, county surtax by delivery county and freight terms. Exceptions go to the bookkeeper. | §§212.05, 212.054, 212.07(2), F.S. Details |
| 32 | Statements and proofs | System runs it | Legate | Monthly statements, invoice copies and delivery proofs go to the customer’s accounts-payable contact on request or schedule, after approval. | Details |
| 33 | Payment reminders | System runs it | Legate | Past-due reminders follow the firm’s schedule, from its own mailbox and citing its accounting system’s invoice numbers, after approval. Disputes go to the credit manager. | §§559.55(6), 559.543, F.S. Details |
| 34 | Disputes and deductions | System prepares it | Studio | Each deduction is matched to the invoice, delivery proof, return or credit memo and price agreement, and a proposed resolution goes to the credit manager. | Details |
| 35 | Collection escalation | Your people | Owner or credit manager | The system assembles the account history. Holding orders, late charges under signed terms, referral to a registered commercial agency or counsel, and write-offs are the firm’s. | §§559.544, 687.03, F.S. Details |
| 36 | Sales-tax worksheet | System prepares it | Studio | From the accounting export: taxable sales by county, exempt sales with their certificate or authorization number, government sales and missing documentation, for the accountant who files the return. | §212.11, F.S.; Rule 12A-1.039(5) Details |
| 37 | Public-buyer invoices | System runs it | Studio · Legate | Invoices to state agencies and local governments are tracked against their statutory clocks; interest due is calculated and the interest invoice drafted for approval in the firm’s accounting system. | §§215.422, 218.74, F.S. Details |
| Catalog, products, records and new business | |||||
| 38 | Price book updates | System prepares it | Studio · Legate | Supplier cost changes become a draft of new sell prices using the margin rules the owner set, with descriptions and case packs kept current; the owner approves before the price book or the Legate price list changes. | Details |
| 39 | Product claims check | System prepares it | Studio | Product sheets, quotes, the website and ads are checked so recyclable, compostable, food-safe or germ-kill wording matches the supplier’s evidence and labels; unsupported claims are flagged for the owner. | 16 CFR 260.7, 260.12; 7 U.S.C. §136j Details |
| 40 | Safety notices and recalls | Your people | Owner | The system matches supplier notices and published recalls to items the firm sold and lists the customers who bought them. Reporting, stopping sales and notifying customers are the firm’s. | 15 U.S.C. §2064(b); 16 CFR 1115 Details |
| 41 | Records and retention | System runs it | Studio | Invoices, bills of lading, resale certificates and authorization numbers are indexed for the assessment period; credit files with guarantor data are kept separately and disposed of under the firm’s plan. | §§212.13, 501.171, F.S.; 12 CFR 1002.12 Details |
| 42 | Customers and supply partners | System runs it | Legate | Reorder reminders by purchase cycle and account reviews go to current customers who agreed; reps and supply partners get agreed updates; every exchange is logged. Nothing of value to a customer’s employee. | §838.16, F.S.; §718.111(1)(a), F.S. Details |
| 43 | New business and solicitations | System prepares it | Studio · Legate | Restaurants, hotels, property managers, offices, retailers and schools in the service area are researched and introductions drafted for the owner to approve; public solicitations the firm follows are listed with due dates and forms. | CAN-SPAM Details |
| 44 | Prospecting calls | Your people | Sales staff | Staff dial personally. The system checks the national, Florida and firm do-not-call lists, keeps calling hours and limits, and records results and opt-outs. | TCPA; FCC 24-17; §501.616(6), F.S. Details |
These are administrative responsibility assignments, not 44 integrations, a measured automation percentage or saved hours. No connector writing into your systems, no stock promises, no automated credit decisions, no collection in Regaldi’s name, no AI calls without prior express written consent, no gifts for orders and no specially licensed goods.
Your people make the commitments.
Prices, credit, order acceptance and supplier commitments stay with the people you authorize. So do hazardous-material shipping, collection escalation, safety reports and prospecting calls.
Regaldi LLC is a Florida software company. It does not buy, hold or sell goods, extend credit, collect debts or sign for your firm.
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04 Special prices and discounts Owner or sales manager
15 U.S.C. §13(a)- What stays with your people
- Special prices, discounts and margin exceptions are the owner’s or sales manager’s. Differing prices to competing resellers are flagged, never decided.
- What the system does around it
- The system lays out cost, last price paid, price book, contract price, competing quote and margin, and flags when buyers who resell in competition would get different prices for the same item. The manager decides.
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08 Unusual orders and terms Owner or sales manager
§672.207(2)(b), F.S.- What stays with your people
- Accepting a buyer’s different terms, a large order or a non-stock item is the manager’s decision.
- What the system does around it
- The system shows the term differences, the open balance and credit limit, and stock as of the last export. Accepting the buyer’s terms, a large order or a non-stock item is the manager’s decision.
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12 Credit decisions Owner or credit manager
12 CFR 1002.4(a)- What stays with your people
- Credit limits, terms, guaranties and deposits are decided by people, without prohibited-basis information. No automated scoring or rejection.
- What the system does around it
- The manager decides the limit, payment terms, any guaranty or deposit and holds. The system records the decision and its stated reasons. No automated scoring or rejection.
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20 Supplier changes and disputes Owner or purchasing manager
The firm’s money- What stays with your people
- Accepting a supplier price change, a substitute or a short shipment, and paying a disputed invoice, are the purchasing manager’s or owner’s.
- What the system does around it
- Whether to accept a price increase, a substitute item or a short shipment, and whether to pay a disputed invoice, is the manager’s decision.
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23 Supplier selection and terms Owner
§§838.15-838.16, F.S.- What stays with your people
- Choosing suppliers and signing supply agreements is the owner’s. Commercial bribery is barred both ways.
- What the system does around it
- The system compares supplier quotes, lead times, fill rates and terms from the firm’s records. Choosing suppliers and signing supply agreements is the owner’s.
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26 Hazmat shipping papers Trained hazmat employee
49 CFR 172.704- What stays with your people
- Hazmat classification, packaging and shipping papers are prepared by trained employees only.
- What the system does around it
- The system tracks who is trained and when training expires and keeps the record. Classification, packaging and the shipping papers are the trained employee’s.
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35 Collection escalation Owner or credit manager
§559.544, F.S.- What stays with your people
- Holding orders, late charges under signed terms, referral to a registered agency or counsel, and write-offs stay with the owner or credit manager.
- What the system does around it
- The system assembles the account history. Holding orders, late charges under signed terms, referral to a registered commercial agency or counsel, and write-offs are the firm’s.
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40 Safety notices and recalls Owner
15 U.S.C. §2064(b)- What stays with your people
- Reporting a defect, stopping sales and notifying customers are the firm’s legal duties, not a business preference.
- What the system does around it
- The system matches supplier notices and published recalls to items the firm sold and lists the customers who bought them. Reporting, stopping sales and notifying customers are the firm’s.
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44 Prospecting calls Sales staff
§501.616(6), F.S.- What stays with your people
- Sales staff dial prospecting calls personally after the do-not-call checks. No autonomous dialing.
- What the system does around it
- Staff dial personally. The system checks the national, Florida and firm do-not-call lists, keeps calling hours and limits, and records results and opt-outs.
Sales-tax registration for each place of business and any local business tax receipts remain the firm’s responsibility. This page does not substitute for a license, permit or registration required for any activity. General information, not legal, tax or credit advice.
Responsibilities and limits
The limits each workflow keeps, by topic. Processes on the map link here.
Prices and competing resellers15 U.S.C. §13(a)
Prices come from the price book the firm approved and loaded. Special prices, rebates and promotional allowances to buyers who resell in competition require owner review; Regaldi flags the pattern and does not decide legality or assert a defense. The Legate price list is a separate, manually maintained copy, and a quote keeps the line prices it was built with.
Orders, confirmations and stock§§672.201(2), 672.207, F.S.
Changed terms and warranty disclaimers need responsible human review, and the ten-day merchant-confirmation objection window is calendared. A flagged difference does not itself settle a contract dispute. Availability and lead times come from the firm’s latest export, shown with its date, or from the supplier’s written ETA; there are no stock promises.
Sales tax and resale evidence§§212.07(1)(b), (2), 212.054, F.S.; Rule 12A-1.039
Tax-free sales for resale need a retained annual resale certificate or the appropriate authorization number obtained before the sale; without valid documentation the claim is marked missing and tax is charged. Government exemptions have their own documented basis and require direct payment by the government entity. Tax is shown separately, rates are set by the firm and checked by its accountant, and there is no tax engine. County surtax follows the delivery county and its per-item limit. The accountant files the return.
Fair credit12 CFR 1002.4, 1002.9(a)(3), 1002.12(b)(5)
Credit decisions are made by people, without prohibited-basis information, with notices and records as the regulation requires. People decide guaranties and deposits, with no prohibited spousal-signature requirement. A written request for reasons within 60 days triggers the written reasons and the required notice. Consumer reports on guarantors need counsel’s review before use. No automated scoring or rejection, and no credit-bureau connection is claimed.
Collections in the firm’s name§§559.543, 559.544, 687.03, F.S.
Reminders go from the firm’s mailbox after approval. Regaldi takes no share of amounts collected and is not a collection agency. Collection escalation, late charges under signed terms and write-offs stay with the firm, and counsel reviews late charges and interest limits. Public-buyer interest follows the distinct state and local clocks, with the firm’s approval and invoicing in its accounting system.
Product evidence and safety29 CFR 1910.1200(g)(7); 16 CFR 260; 7 U.S.C. §136j; 15 U.S.C. §2064(b)
Safety data sheets go with the first shipment of a hazardous chemical and the first after an update. Environmental claims follow the evidence the FTC Green Guides require; germ-kill claims only as the EPA label states. A supplier letter on file does not certify food-contact suitability. Defect and recall reports are the firm’s, and where reporting applies the 24-hour duty is not delayed for certainty; counsel decides product-specific applicability.
Shipping, hazmat and the warehouse49 CFR 172.704; 29 CFR 1910.178
Hazmat classification, packaging and shipping papers are prepared by trained employees. Forklift training, certification, three-year evaluations and refresher triggers are tracked, but records do not authorize anyone to drive a forklift or ship hazardous materials. Freight claims follow the carrier’s actual terms.
Trade secrets, data and gifts§§688.002(4), 501.171, 838.15-838.16, F.S.
Price books and customer lists are treated as the firm’s trade secrets and never used for another firm. Credit files with guarantor data are protected and disposed of under the firm’s plan; breach reporting remains the firm’s duty. Files stay in the firm’s folder; what the assistant reads goes through Regaldi’s server to the AI provider, currently Anthropic or OpenAI; memory and uploads are stored on Regaldi’s server under written terms. No SOC 2 or similar claim. Nothing of value to a customer’s purchasing staff or to association officers and managers.
Calls, texts and emailTCPA; FCC 24-17; §§501.059(5), 501.616(6), 934.03, F.S.; CAN-SPAM
Automated or AI calls and automated texts go only to people who gave prior express written consent, including business owners on cell phones. The AI assistant says it is automated. Staff dial prospecting calls within the hours and do-not-call rules; recording requires every party’s consent. An inbound call, business listing or past text is not proof of written consent, and a claimed business-to-business exemption needs counsel’s review and does not remove calling limits.
Email uses an accurate sender, the firm’s postal address and a working opt-out honored within 10 business days, with immediate suppression as the operating policy.
Measure the paperwork around your orders.
Enter your volumes, review the assumptions and choose one workflow to evaluate.
≈ modeled hours a week of administrative work
About of office hours a week under the comparison assumption. Workload selected for evaluation: about hours, of office hours.
(60 orders × 8 min + 40 supplier invoices × 6 min + 250 accounts × 2 min) ÷ 60 + 6 credit applications × 12 ÷ 50 weeks × 0.75 h = 21.4 hours a week; × 52.3% = 11.2 selected for evaluation
An estimate from the assumptions shown, not a measurement of your firm or a promise of time saved. Review and approval still take time.
Prepare the next conversation.
Build from incoming requests, existing customers and supply relationships. Your team approves the outreach. This is a method, not a client-acquisition result.
Find
Legate · StudioIncoming RFQs, current and lapsed customers, local businesses and public solicitations the firm follows.
Manufacturers, reps, buying groups, facility managers and purchasing agents.
Business information only; no purchased consumer lists, disaster targeting or inspection-violation targeting.
Research
StudioCompany registry, website, buyer-stated needs, the solicitation and available award records.
Lines, territory and company records.
Public sources and the firm’s own records; public bid tabulations only when released under the applicable rule.
Write
Studio · LegateAn approved introduction from the firm’s mailbox: product lines, delivery area and terms.
A line card and capability sheet.
Accurate sender, postal address, working opt-out and supported product claims.
Call
Staff · Legate recordsStaff personally dial after suppression checks.
Staff call partners who agreed.
No autonomous dialing. AI calls and automated texts require prior express written consent, including business mobile numbers.
Follow up
LegateRFQ responses, quote follow-up and agreed reorder reminders.
Passed leads, replies and the agreed next contact.
Quiet hours; opt-outs suppressed promptly, within the legal email deadline.
Present
Legate · StudioAn approved-price quote, product sheets and a requested credit application.
An owner-approved line review or buying-group proposal.
Credit, price exceptions and commitments remain with people.
Close
Studio · LegateStaff accept terms, the credit manager decides credit, and the customer PO is checked and acknowledged.
Record the relationship and the written rep agreement.
No gift to a buyer’s employee; no fee to Regaldi based on an order won.
- Prospecting calls
Staff apply national, Florida and firm do-not-call lists and Florida calling-hour and frequency limits. Recording requires every party’s consent. Opt-outs stay attached to the contact record. §501.616 Details
- AI calls and texts
An inbound call, a business listing or a past text is not proof of written consent for AI marketing. A claimed business-to-business exemption requires counsel’s review and does not remove calling limits. FCC 24-17 Details
- Email
Email opt-outs are honored within 10 business days, with immediate suppression as the operating policy. Details
- No gifts for orders
Nothing of value to a customer’s purchasing staff or to association officers and managers. Details
Keep the resale evidence with the account.
Studio collects and tracks annual resale certificates and authorization numbers. Your accountant checks the tax treatment.
- 01 · Studio Certificate or authorization An annual resale certificate on file, or an authorization number obtained in staff’s browser before the sale.
- 02 · Studio Sale record The certificate or number tied to the sale and the invoice.
- 03 · Studio Renewal or continual-account review Calendar-year renewals chased, unless the continual-account rule permits reliance.
- 04 · Accountant Accountant check Eligibility and tax treatment confirmed. Your accountant checks
Tax is shown separately. Rates are set by your firm and checked by your accountant. No tax engine. §212.07, F.S. Rule 12A-1.039
County surtax follows the delivery county and its per-item limit. The accountant files the sales-tax return; Studio prepares the worksheet and tracks missing evidence. Authorization numbers are checked in staff’s browser, without an integration. Certificates, authorization numbers, invoices and shipping records are kept through the applicable assessment period and its extensions.
Send the evidence with the goods.
Keep supplier documents, safety data sheets and product claims tied to the item and shipment.
- 01
Supplier specification
Spec sheets, case packs and supplier statements filed per item and checked for updates.
- 02
Current SDS
The current safety data sheet for each hazardous chemical, with first-shipment and updated-SDS flags.
- 03
Claim evidence
Environmental and germ-kill wording checked against the supplier’s evidence and the EPA label, for the owner’s review.
Environmental claims need evidence. Disinfectant claims follow the EPA label. The firm handles safety reports and recalls.
- Provide the SDS with the first shipment of a hazardous chemical to each customer and the first shipment after an update, or before shipment as permitted. Missing labels and missing SDS go to the warehouse lead.
- Hazmat classification, packaging and shipping papers stay with trained employees.
- An unqualified recyclable claim needs the availability evidence the Green Guides require; compostable claims need scientific evidence and appropriate qualifications. A green-looking package proves nothing, and a supplier letter on file does not certify food-contact suitability.
- Where safety reporting applies, the immediate, within-24-hours duty is not delayed for certainty. Counsel decides product-specific applicability.
- Forklift training, employer certification, three-year evaluations and refresher triggers remain human safety responsibilities; Studio tracks the records.
Read 29 CFR 1910.1200, 16 CFR 260, 7 U.S.C. §136j and 15 U.S.C. §2064 in full.
Clear access. Clear approvals. Clear responsibility.
Agree the files, permissions and review steps before the workflow starts.
- Your computerThe firm’s folderstays here
- Regaldi’s serverPasses the task contentstores memory and uploads
- AI providerAnthropic or OpenAIprocesses what the assistant reads for a task
- 01
The firm decides prices, credit and commitments. Special prices, credit limits and terms, accepting orders and terms, supplier commitments, collection escalation, hazmat shipping decisions and safety reports stay with the owner and the people the owner authorizes. The system gathers, compares, drafts and records.
- 02
Not a distributor. Regaldi LLC is a Florida software company. It does not buy, hold or sell goods, set prices, extend credit, collect debts or sign for the firm.
- 03
Works from your exports and on your screen. No connector to inventory, accounting, warehouse, EDI, e-commerce or sales-tax software. Studio reads the files the firm saves and, with permission, works in the firm’s own software on its screen (Mac), each save or submission confirmed. No third-party product names on the page.
- 04
No stock promises. Availability and lead times come from the firm’s latest export, shown with its date, or from the supplier’s written ETA.
- 05
Sales tax is documented, not decided. Resale and exemption documents are collected and tracked; tax rates are the ones the firm sets and its accountant confirms. No tax engine (§212.07(1)(b), (2); Rule 12A-1.039).
- 06
Fair credit. Credit decisions are made by people, without prohibited-basis information, with notices and records as Regulation B requires (12 CFR 1002.4, 1002.9(a)(3), 1002.12(b)(5)). No automated scoring or rejection.
- 07
Collections in the firm’s name. Reminders go from the firm’s mailbox after approval; Regaldi takes no share of amounts collected and is not a collection agency (§§559.543-559.544).
- 08
Prices to competing resellers. Price exceptions are the owner’s; the system flags differing prices to buyers who compete with each other (15 U.S.C. §13(a)).
- 09
Product claims follow the evidence. Environmental claims as the FTC Green Guides require; germ-kill claims only as the EPA label states (16 CFR 260.7, 260.12; 7 U.S.C. §136j).
- 10
Chemicals and safety. SDS go with first shipments and after updates; hazmat papers are prepared by trained employees; defect and recall reports are the firm’s (29 CFR 1910.1200(g)(7); 49 CFR 172.704; 15 U.S.C. §2064(b)).
- 11
Excluded goods. Not for prescription drugs, alcohol, tobacco and nicotine, weapons and ammunition, food or other specially licensed goods.
- 12
No gifts for orders. Nothing of value to a customer’s purchasing staff or to association officers and managers (§§838.15-838.16; §718.111(1)(a); §720.3033(3)).
- 13
Approvals. In this configured workflow every quote, acknowledgment, message, call and portal submission waits for a person at the firm: acting without asking and autonomous dialing stay off.
- 14
Calls and texts. Automated or AI calls and automated texts only to people who gave prior express written consent, including business owners on cell phones; the assistant says it is automated; staff dial prospecting calls within the hours and do-not-call rules; recording only with every party’s consent (TCPA; FCC 24-17; §§501.059(5), 501.616(6), 934.03).
- 15
Email. Accurate sender, the firm’s postal address and a working opt-out honored within 10 business days (CAN-SPAM).
- 16
Data. Price books and customer lists are treated as the firm’s trade secrets and never used for another firm (§688.002(4)). Credit files with guarantor data are protected and disposed of under the firm’s plan (§501.171). Files stay in the firm’s folder; what the assistant reads goes through Regaldi’s server to the AI provider (Anthropic or OpenAI today); memory and uploads are stored on Regaldi’s server under written terms. No SOC 2 or similar claims.
- 17
Flat price, no result promises. Nothing depends on sales, margin, orders won or money collected. No promised savings, error rates or hours.
- 18
General information. General information, not legal, tax or credit advice. Each firm is responsible for its own compliance with tax, credit, product-safety, transport and telemarketing law.
Legal detail kept with the map rows
- Credit packets exclude prohibited-basis information. People decide guaranties and deposits, with no prohibited spousal-signature requirement. Trade-credit decisions need notice within a reasonable time; a written reasons request within 60 days triggers the written reasons and the required notice. Records are kept as long as the rule requires. Consumer reports on guarantors need counsel’s review before use.
- Special prices, rebates and promotional allowances to competing resellers need owner review; Regaldi flags the pattern and does not decide legality. Collection escalation, late fees and write-offs stay with the firm; apply signed terms only, and counsel reviews late charges and interest limits.
- The ten-day merchant-confirmation objection clock is preserved with its contract source. Changed terms and warranty disclaimers need responsible human review. Public-buyer interest worksheets follow the distinct state and local clocks, with the firm’s approval and invoicing in its accounting system.
- Sensitive guarantor records are segregated, protected and disposed of under the firm’s plan. Breach reporting, including notice for 500 or more Floridians within 30 days where it applies, remains the firm’s duty.
- Public solicitation records respect the release rule. Packaging-use restrictions vary by jurisdiction; the assistant lists sources and does not decide legality for a city or site. The firm keeps its employment, employment-verification and workers’ compensation duties; no payroll or employment-compliance product is implied.
- Transport claim periods, the use of consumer reports, some packaging rules and whether safety reporting applies to a particular item depend on the facts. The firm confirms them with counsel before relying on them; the assistant does not decide them.
No local-only processing, security certification or promise of compliance is claimed. AI output can be wrong; check drafts before relying on them.
Start with one workflow.
Bring a supplier-document match, a quote process or a resale-certificate file. Agree the scope and review the work with your team.
- 01 · DiagnosticTwo to three weeks
Scope
The inputs, the responsible reviewer, the access and the output for one workflow, with its baseline.
Credited once toward the project.
- 02 · PilotOne process
Run with approval
A supplier-document match, a quote process or a resale-certificate file, each output approved by your team.
Where a question remains open after the diagnostic.
- 03 · BuildIn stages
Evaluate
The selected workflow measured against its own baseline, then your decision about what to expand.
Voice intake needs firm-specific setup; autonomous dialing stays off.
A flat fee for the agreed scope. No share of sales, margin, orders won or money collected.
The scope of each stage is agreed in writing. Regaldi evaluates the work against your baseline and promises no sales, recoveries, speed or savings.
Prices: regaldi.ai/pricing/
Bring Ita one workflow
Tell us your company, your role, your team size and the one workflow you would start with. A principal reads every inquiry and writes back by email. Do not include account documents, credit applications, customer details or passwords.
Submitting the form is not consent to AI calls.
Do not include patient information, client files or passwords. Sending this does not purchase a service. Your message is relayed to office@regaldi.ai through FormSubmit; our Privacy Policy applies.
Regaldi LLC is a Florida software company. It does not buy, hold or sell goods, set prices, extend credit, collect debts or sign for the firm. Not for prescription drugs, alcohol, tobacco and nicotine, weapons and ammunition, food or other specially licensed goods. General information, not legal, tax or credit advice. Each firm remains responsible for its registrations, permits and compliance with tax, credit, product-safety, transport and telemarketing law. AI output can be inaccurate and must be reviewed before it is relied on.