Wholesale orders into your ERP, without retyping
Your customers order by email, PDF, phone or text, and someone types every line into QuickBooks or the ERP. Once your systems are connected, each order becomes a draft sales order for your team to check, then a pick list and an invoice.
Email, PDF, phone or portal: how orders arrive
Every way in can feed the same intake:
- Email: orders sent to your usual mailbox, read into draft orders.
- PDF: purchase orders attached to emails, read line by line, with your customer’s item codes matched to yours.
- Phone: your team keys the order into one short form instead of the ERP screens.
- Messaging apps: orders forwarded or pasted into the intake by your team.
- Ordering portal: each customer’s own prices, linked to your stock.
- EDI: purchase orders and invoices with retailers that require it, through your EDI provider.
One emailed order, from PDF to invoice
Here is one emailed order from start to finish.
- AI
A PDF purchase order from Example Hardware arrives by email: 40 cases of hinges, 12 cases of latches. It is read into a draft order.
- Person
Your team checks the draft against the customer’s price list and approves it.
- Automatic
A sales order appears in the ERP with the customer’s prices and PO number.
- Automatic
A pick list goes to the warehouse.
- Person
Only 30 cases of hinges are in stock: your team ships what is there and the rest goes on backorder.
- Automatic
An invoice follows each shipment, and the payment is matched to it when it arrives.
- Automatic
- The system does it
- AI
- AI sorts or drafts, by your rules
- Person
- A person checks or acts
Prices, units and cartons
Before anything is confirmed, the intake applies your rules:
- Customer price lists: each customer’s agreed prices.
- Cartons and units: cases, dozens, packs and single units converted the same way every time.
- Checks: price, quantity, unit and ship-to address compared with the customer’s history; anything odd goes to a person.
Real orders first: how we set it up
- 01
Collect real orders
A few real orders in each format your customers send.
- 02
Map codes, prices and units
Customer item codes, price lists and units are matched to your ERP.
- 03
Connect and test
The intake is connected to your ERP and warehouse, and tested with those orders.
- 04
Go live
From a date you choose, new orders arrive as drafts for your team to approve.
Questions about wholesale orders
Can my customers keep ordering by email or text, without logging in to a portal?
Yes. Emailed orders go straight into the intake, and orders sent by text or chat can be forwarded or pasted in. An ordering portal is optional, for customers who want one.
Does it handle partial shipments, backorders, cancellations and payment matching?
Yes. Partial shipments and backorders are tracked line by line, cancellations update the order and the warehouse, and payments are matched to invoices.
Can customers check order status themselves?
Yes, if you want it: a status page shows each customer their own orders, shipments and backorders.
Next step
Contact us about your wholesale orders
Tell us how your customers send orders and which ERP or accounting system you use.