Software package

Wholesale ordering package

A trade ordering platform with account applications and approval, price tiers, pack sizes and minimums, a fast order form with bulk upload, quotes that convert to orders, purchase-order numbers, credit invoicing within limits and multi-user buyer accounts with approval, ready to configure around your price lists.

Custom build Concept demo

Get a quote for this package

Who it is for

Built for

A good fit

Wholesalers, importers and brands selling to trade customers, from a family business supplying a few dozen local retailers to a brand with several hundred stockists and a small sales team. It suits sales managers who approve accounts and set tiers, representatives who look after accounts and price quotes, accounts staff who manage credit and invoices, buyers who want to reorder in minutes from a phone in the stockroom, and buyer approvers at head office who sign off what their sites order.

Also worth knowing

It is less suited to businesses selling to the public, which the online shop package covers, and to brands running a dealer network with marketing assets and warranty claims, which the dealer and franchise portal covers. Wholesalers with group credit lines shared across sites, representative approval steps or negotiated per-account prices should look at the custom service first.

The operational problem it solves

How it runs, step by step

A buyer for a three-shop gift retailer opens the trade portal on Monday morning.

She sees her own price tier, live stock per warehouse and a fast order form where she types product codes and quantities; a line for seven of a product that ships in sixes is corrected to twelve with a note, and a line below the minimum quantity is flagged before she goes any further.
She uploads last season's reorder from a spreadsheet, adds a purchase-order number her head office will recognise and submits.
Because her account has an approval chain, the order is held and her head-office approver gets an email; he approves it from his phone and it is confirmed.

At the wholesaler, the sales manager sees the order in the queue with the account's terms applied: thirty days credit, limit checked against the open balance, VAT applied per line from the configured rules.

It is released to the warehouse and an invoice is raised with the purchase-order number and sent to the accounts system.
A new shop applies for an account the same morning; the representative for that region reviews the application, approves it on the standard tier with payment up front for the first three orders, and the buyer receives a login.
In the afternoon a restaurant group asks for a quote on a larger order; the representative prices it in the portal, the buyer accepts and the quote becomes an order without retyping.
At month end the accounts team exports each account's price list and statement.

Features

What the package does

The package is organised as modules that follow a trade relationship from application to statement: accounts and pricing, trade catalogue and ordering, quotes and approvals, credit and invoicing, and reporting. 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, you review and approve them, and each is assigned a price tier.
Multi-user buyer accounts with approvalSeveral people at a customer can order, with an approval step before an order goes through.

Catalogue and checkout

Tier pricing for approved accountsUnit and case prices are shown only to approved accounts, according to their tier.
Tax rules and delivery chargesTax rules and delivery charges are set up in configuration rather than applied by hand.

Payments and policies

Pack sizes and minimum order quantitiesPack sizes and minimum order quantities are enforced when the order is placed, avoiding corrections afterwards.
Fast order form, bulk upload and reorderBuyers key in a list, upload one in bulk or reorder from their history instead of browsing page by page.
Quote requestsA representative prices a quote request, and the buyer converts it to an order.

Billing and payments

Purchase orders, card payment and credit invoicingBuyers give a purchase-order number and pay by card, or invoice within a credit limit you set.

Documents and cases

Price list and statement exportEach account can export its own price list and statement.

Integrations

Accounts system connectionInvoices, payments and credit balances are connected to your accounts system.

Stock and inventory

Stock per warehouseStock levels per warehouse are read from your warehouse system.

Reporting and insights

Representative dashboardsRepresentatives see account activity and reorder prompts for the customers they look after.

Roles and permissions

Who does what

Sales manager
- Approve trade accounts and assign tiers, minimums and representatives
- Maintain price tiers, pack sizes and minimum quantities
- See orders, quotes and credit exposure across all accounts
- Set tax rules, delivery charges and approval thresholds
Representative
- Review account applications for their region
- Price quote requests and send them to the buyer
- Raise orders on behalf of their accounts
- See order history and activity for their accounts
Accounts
- Set credit terms and limits per account
- Raise and send invoices and statements
- Record payments and release orders held for credit
- Export price lists and statements per account
Buyer
- See their tier prices and live stock
- Order by code, bulk upload or reorder from history
- Request quotes and convert accepted quotes to orders
- Add purchase-order numbers and see invoices
Buyer approver
- Approve or reject orders raised by their sites
- See all orders and invoices across their sites
- Manage users on the buyer account

Example screen

Concept demo

Concept demo of the wholesale fast order form showing tier prices, warehouse stock, a pack-size correction, a minimum-quantity flag and a purchase-order field.

The fast order form as a buyer sees it: tier prices, stock per warehouse, a quantity corrected to the pack size, a line flagged below minimum, a purchase-order number field and the approval step shown before submission.

Scope and options

What is included and what is extra

In the base package

Trade account application, review and approval with tier assignment
Price tiers with unit and case pricing shown only to approved accounts
Pack sizes and minimum order quantities enforced at order time
Fast order form, bulk upload and reorder from history
Quote requests priced by a representative and converted to orders
Purchase-order numbers, card payment or credit invoicing within a limit
Multi-user buyer accounts with an approval step
Configurable tax rules and delivery charges
Price list and statement export per account

Common add-ons

Accounts system connection for invoices, payments and credit balances
Stock per warehouse from your warehouse system
Representative dashboards with account activity and reorder prompts

Needs custom work

Group accounts with a credit line shared across sites
Representative approval steps above an order value
Negotiated per-account pricing beyond tiers

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, chosen in the proposal and changeable later. You own the code and your data either way. Accounts, price lists, orders, quotes and invoices can be exported in standard formats at any time, and the platform can be moved to another provider. Card details are handled by the connected payment provider and never stored by the platform.

Maintenance

Maintenance is optional and scoped separately. When taken, it covers security updates to the platform and its dependencies, monitoring of payment provider callbacks, accounts system synchronisation and notification sends, backups, and a monthly window for small configuration changes such as a new tier, a pack rule or an approval threshold. Larger changes are quoted as change requests.

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 price tiers, the add-ons chosen, the accounts and payment systems connected, how many accounts and price lists are migrated and whether you host it yourself. Recurring costs are listed on their own lines in the proposal.

Software package

Custom build Concept demo

Variants

Trade account application, review and approval with tier assignment
Price tiers with unit and case pricing shown only to approved accounts
Pack sizes and minimum order quantities enforced at order time
Fast order form, bulk upload and reorder from history

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

Can prices be hidden until an account is approved?

Yes. Visitors see the catalogue without prices, or nothing at all, as you choose. Prices appear only after login on an approved account and reflect that account's tier.

How do pack sizes and minimums work?

Each product carries a pack size and a minimum quantity, optionally different per tier. The order form rounds quantities to the pack and flags lines below the minimum before the buyer submits, so the representative no longer has to call to correct an order.

What happens when an account goes over its credit limit?

The platform checks the open balance at checkout. Within the limit, the order is invoiced on the account's terms; over it, the order is held for the accounts team or the buyer is asked to pay by card, according to the rule you set per account.

Can a buyer with several shops have one account?

Yes. A buyer account holds several users with roles, and orders raised by one user can require approval by an approver before they are confirmed. Each order carries the site and purchase-order reference the buyer's own system needs.

Does it connect to our accounts system?

With the accounts connection add-on, invoices are raised in your accounts system, payments and credit balances are read back, and the account's open balance in the portal matches the ledger. The scope document names the system and what is synchronised.

Is this a finished product I can see running?

Not yet. The readiness badge shows the real state: the package is a custom build assembled from our catalogue, orders, forms and account modules for each wholesaler, and the example on this page is a labelled concept demo rather than a live portal.

Our representatives must approve large orders. Is that included?

The package supports approval on the buyer side. An approval step by your own representative above an order value is custom work handled through the custom B2B wholesale platform service.

Get a quote for Wholesale 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.