Software package

Distributor ordering package

Trade account application and approval, customer-specific price lists and discount tiers, stock levels with back-orders, quick order by code and reorder from history, delivery routes with cut-off times, credit limits, statements and representative accounts, ready to configure around your customer base.

Custom build Concept demo

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Who it is for

Built for

A good fit

Distributors and wholesalers that sell to trade accounts on terms, from a single-depot business with a couple of hundred customers and one van up to a regional distributor with a few depots, several representatives and thousands of accounts. Daily users are the sales office taking phone orders and approving new accounts, the representative placing orders from a customer visit, the warehouse team picking by route and recording what was short, the accounts administrator managing credit holds and statements, and the trade customer reordering last week's lines on a phone before the cut-off.

Also worth knowing

It is less suited to retailers selling to the public, to manufacturers who sell only through distributors and need a specification catalogue rather than ordering, and to businesses whose main problem is warehouse management at bin level, which the package exchanges with rather than replaces. It also does not run the finance ledger.

The operational problem it solves

How it runs, step by step

A trade customer opens the ordering app at half past three, sees that the cut-off for tomorrow's route to his area is four o'clock, and reorders last week's list.

One line shows four cases available at his depot, so the fifth goes on back-order with an expected date from the inbound delivery; the prices on every line are his, resolved from his tier, two negotiated lines and this month's promotion, and the order confirms with a delivery day.
In the sales office, an application for a new trade account arrives with the details the credit rules ask for; the office approves it, assigns a tier and a representative, and the customer can order within the hour.

At four, the warehouse supervisor opens the route board: tomorrow's orders are already grouped by route and drop order, and picking lists print by route.

One account has tipped over its credit limit with the afternoon's order; the order is held before picking, the accounts administrator sees it in the holds list, takes a payment by card over the phone and releases it.
A representative visiting a customer places an order from her phone with the same prices and stock the office sees, and the order carries her name.
The next morning the inbound delivery lands, the back-ordered line is received and the pending case is released to the next route automatically with a notice to the customer.
At month end, statements go out from the invoices and payments on each account, and the sales director's report shows customers who have not ordered for six weeks, the lines most often back-ordered and the average discount per representative.

Features

What the package does

The package ships as modules that follow a trade order from account to statement: accounts and pricing, ordering and stock, routes and delivery, credit and statements, and supplier intake. Each module below lists what it does; the comparison table shows which package variant includes it.

Clients and records

Trade account application and approvalBusinesses apply for a trade account, and you approve them with a tier, terms and an assigned representative.
Representative accountsSales representatives log in and see only the customers assigned to them.

Catalogue and checkout

Customer-specific pricingPrices come from the base list, tier discounts, negotiated lines and dated promotions, so each customer sees their own price.
Card payment on orderAccounts without credit terms pay by card when they order, through a connected payment provider.

Stock and inventory

Stock levels and back-ordersCustomers see available-to-promise stock by product, and short lines are handled as back-orders.
Multiple depotsStock and delivery routes kept per depot for distributors serving customers from more than one site.

Payments and policies

Quick order and reorder listsTrade buyers order by product code, reorder from history and keep saved lists for regular purchases.

Scheduling

Delivery routes and cut-off timesDelivery days and cut-off times by postcode area, so customers know whether an order makes the next run.

Billing and payments

Credit limits with order-time holdsOrders that exceed a credit limit are held and released by your accounts team.
Customer statementsStatements built from invoices and payments, so customers see what they owe without calling.

Integrations

Supplier price file intakeSupplier price files are loaded and mapped to your own product codes.

Workflow and tasks

Delivery proof on the driver's phoneDrivers capture proof of delivery on their phone, which is then attached to the order.

Package variants compared

Website
Business Software

Which features each package variant includes
Feature	Website	Business Software
Trade account application and approval	Included	Included
Customer-specific pricing	Included	Included
Stock levels and back-orders	Included	Included
Quick order and reorder lists	Included	Included
Delivery routes and cut-off times	Included	Included
Credit limits with order-time holds	Not in this variant	Included
Customer statements	Optional	Included
Representative accounts	Not in this variant	Included
Multiple depots	Not in this variant	Optional
Supplier price file intake	Not in this variant	Optional
Card payment on order	Optional	Optional
Delivery proof on the driver's phone	Not in this variant	Optional

Roles and permissions

Who does what

Sales director
- Define tiers, promotions and pricing precedence
- Approve trade accounts and assign representatives
- See orders, discounts and lapsed customers by representative and area
- Set credit hold rules with the accounts team
Sales office
- Take phone orders with live prices and stock
- Process account applications and set negotiated lines
- Manage back-orders and tell customers expected dates
- Handle order amendments before the cut-off
Representative
- Place orders for assigned customers from a phone
- See their customers' order history and open back-orders
- Propose negotiated prices for approval
- See their own sales report
Warehouse
- See orders grouped by route and drop order
- Print picking lists and record shorts
- Receive inbound stock and release back-orders
- Mark deliveries completed with proof
Accounts administrator
- See credit holds and release them after payment
- Record payments and adjust limits within policy
- Generate and send statements
- Export invoices and payments to the accounting system
Trade customer
- Order by product code, from history or from saved lists
- See their own prices, stock availability and delivery cut-offs
- Track back-orders and deliveries
- Download invoices and statements

Example screen

Concept demo

Concept demo of a distributor ordering screen showing a quick order grid, customer-specific prices with their source rule, stock availability, a back-ordered line and the delivery cut-off.

The customer ordering screen as a trade customer sees it: a quick order grid by product code, each line showing their resolved price and the rule it came from, available stock at their depot, one line on back-order with an expected date, and the cut-off for tomorrow's route.

Scope and options

What is included and what is extra

In the base package

Trade account application with an approval step, tier, terms and assigned representative
Customer-specific pricing from base list, tier discounts, negotiated lines and dated promotions
Stock levels by product with available-to-promise and back-order handling
Quick order by code, reorder from history and saved order lists
Delivery routes with days and cut-off times by postcode area
Credit limits with order-time holds and release by accounts
Statements from invoices and payments
Representative accounts limited to assigned customers

Common add-ons

Multiple depots with stock and routes per depot
Supplier price file intake mapped to your product codes
Card payment on order for accounts without credit terms
Invoice and payment export to an accounting system in a standard file format
Delivery proof capture on the driver's phone

Needs custom work

Live integration with a specific accounting system for balances and limits
Stock fed from a warehouse management system
Route optimisation through a specific planning platform
Reporting beyond the standard sales and stock dashboards

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

The package runs on your own hosting or on hosting we manage for you; the choice is made in the proposal and can change later. In both cases you own the code and your data. Customers, pricing rules, orders, back-orders, delivery records and statements can be exported at any time in standard formats, and nothing in the package stops you moving it to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates to the platform and its dependencies, monitoring of order confirmations, the accounting export and stock updates, backups, and a monthly window for small configuration changes such as a new route, a tier adjustment or a new supplier file mapping. Changes to the format your accounting or stock system accepts are handled inside maintenance where minor and quoted as change requests where not.

Pricing model

Priced per proposal.

The package is sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the number of products, customers and depots, the add-ons selected, the complexity of pricing layers, the accounting and stock exchange required, the volume of customer and price data migrated and whether you host it yourself. Your proposal states each line separately so recurring costs are never hidden in the build.

Software package

Custom build Concept demo

Variants

Trade account application with an approval step, tier, terms and assigned representative
Customer-specific pricing from base list, tier discounts, negotiated lines and dated promotions
Stock levels by product with available-to-promise and back-order handling
Quick order by code, reorder from history and saved order lists

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

How is a customer's price worked out?

From the layers you define in the order you choose: a base list, the tier discount, any negotiated line for that customer and any promotion running on the date. The package resolves it when the order is placed and shows the rule that produced each line price, so the office, the representative and the customer all see the same figure.

What happens when stock runs out mid-order?

Available-to-promise is shown as the customer orders. If the quantity is not available, the shortfall goes on back-order with the expected date from inbound stock, and it is released to the next route automatically when the stock is received, with a notice to the customer.

Does it replace our accounting system?

No. The accounting system remains the ledger. The package records invoices and payments for statements and credit holds and, with the export add-on, sends them in a standard file format. A live connection to a specific accounting system for balances and limits is custom work.

How do delivery cut-offs work?

Each route has delivery days and a cut-off time per postcode area. The customer sees the cut-off while ordering, orders placed before it join the next run, and the warehouse sees them grouped by route and drop order the moment the cut-off passes.

Can we apply supplier price changes without retyping?

With the supplier intake add-on, yes. Each supplier's file layout is mapped to your product codes once, and each new file is previewed with the changes before it is applied. Suppliers with unusual formats may need the mapping extended.

Can representatives see each other's customers?

No. A representative sees their assigned customers, their orders and back-orders and their own sales report. The sales director sees everyone, including discount depth by representative.

Is this a finished product I can see running?

Not yet. The readiness badge on this page shows the real state: the package is currently a custom build assembled from our orders, inventory, accounts and forms modules for each distributor, and the example screen is a labelled concept demo rather than a live client system. Requirements outside the listed options go through custom distributor software development.

Get a quote for Distributor ordering package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.