Wholesale & distribution
Your order book shouldn’t live in an inboxand a spreadsheet.
Custom operations software for wholesalers and distributors — one system for orders, stock, purchasing and customer updates, built around how your team already works.
- Order → stock → PO → customer in one system
- Fixed-price phases
- You own the code
- UK · Australia · New Zealand
Sound familiar?
Orders arrive in four places. Stock lives in a fifth.
Email and a spreadsheet are a perfectly good order system — until the business depends on re-keying and one person’s memory to hold it together.
Six signs you’ve outgrown email and Excel- Orders arrive by email, phone, WhatsApp and a portal — and all end up in one spreadsheet.
- The same order is typed again into accounting before it can be invoiced.
- Checking stock means asking the warehouse or opening another system.
- Purchase orders go out when someone happens to notice a shortfall.
- Customers find out about back-orders when they chase.
- One person knows how it all fits together — and holidays are a risk.
One workflow
Order → stock → purchase order → customer.
Held in one system, so each step starts where the last one finished — and the decisions that need a person land in front of the right one.
- 01
Order captured
Orders from email, phone or a portal land in one order record, with the customer’s own pricing and terms applied.
Stays humanSpecial pricing and one-off exceptions.
- 02
Stock checked
Each line is checked against live stock. Available items are allocated; shortfalls are flagged straight away.
Stays humanSubstitutions and part-shipments.
- 03
Purchase order raised
Shortfalls become a draft purchase order to the right supplier, grouped and ready to send.
Stays humanApproving the PO before it goes.
- 04
Customer updated
Confirmation, back-order and dispatch updates go out when the status changes. The invoice flows to accounting.
Stays humanCredit holds and difficult conversations.
What it usually includes
A Custom Operations System for wholesale.
Only the modules your workflow needs, connected to the tools you keep.
Orders
One order book, whatever channel the order came in on.
Customers & price lists
Accounts, customer-specific pricing, terms and order history.
Purchasing & suppliers
Draft POs from shortfalls, supplier details and expected deliveries.
Inventory
Stock levels that move with orders, deliveries and returns.
Dashboard
What is late, short, waiting for approval or ready to ship.
Email & AI order capture
Orders read out of customer emails, checked by a person before they are confirmed.
Accounting integration
Orders and invoices passed to the accounting package you already use.
Buy or build
Sometimes a platform is the right answer.
We would rather tell you that early than build something you did not need.
Buy a wholesale platform if…
- Your ordering process is standard for your sector
- A product fits without a spreadsheet alongside it
- The data does not need to reach many other systems
Build around your workflow if…
- Customer pricing, terms or fulfilment are part of how you compete
- You would need several tools plus the spreadsheet to cover it
- You want to own the system rather than rent it on changing terms
How it starts
A Blueprint first. Then phases, not a leap.
The AI Workflow Blueprint follows a real order through your business and ends with a prototype and a fixed-price proposal. From £500, credited toward the build.
- Phase 1Orders, customers, dashboard
- Phase 2Purchasing and suppliers
- Phase 3Inventory
- Phase 4Email / AI order capture
Initial builds typically £3,000–£10,000. Something usable at the end of every phase. You own the code.
Questions
Wholesale operations software, answered.
Will it replace our accounting software?
No. Your accounting package is a standard tool and should stay. The operations system handles orders, stock and purchasing, and passes orders and invoices across through an integration, so nothing is typed twice.
Do we have to move everything at once?
No. The first phase usually covers orders, customers and a dashboard — the part that removes the most re-keying. Purchasing, inventory and email or AI order capture follow as separate fixed-price phases, each usable on its own.
Why not buy an off-the-shelf wholesale platform?
If your process is standard and a platform fits it without a spreadsheet alongside, you should. Building around your workflow makes sense when your pricing, customer terms or fulfilment process are part of how you compete, or when you would need several tools plus the spreadsheet to cover it anyway.
How do we start?
With an AI Workflow Blueprint: a 60–90 minute session following a real order through your business, then a workflow map, proposed system, prototype, savings estimate, phases and a fixed-price proposal. The introductory price is £500–£1,000, credited toward the build if you go ahead.
Further reading
For operations leads deciding whether the spreadsheet has done its job.
- Your Wholesale Order Book Is Still Email and Excel. Here's Where That Stops Working.Email and a spreadsheet are a perfectly good order system — up to a point. How to tell whether your wholesale business has passed it, and what replaces them when it has.
- What's in an AI Workflow Blueprint — and When We Tell You Not to BuildSeven deliverables, one fixed fee, and a real chance the answer is 'don't build'. What the Blueprint actually produces, and why we would rather tell you no early.
- Another SaaS Login or Software That Fits? A Practical Decision for 10–100 Person Ops TeamsEvery new subscription promises to remove a job, and often adds a handoff instead. A workflow-by-workflow way to decide when to buy, and when to build around how your team already works.
Show us how an order moves through your business.
From the first email to the invoice. We’ll tell you honestly whether building around it makes sense.