Wholesale Handler
The problem
Taking phone and email orders is time-consuming. Your customers can only order during your working hours, and you spend valuable time writing down orders that could be automated.
- Orders come through phone calls, emails, WhatsApp messages, and Post-It notes
- Phone calls lead to confusion and errors
- The person taking orders is tied to their phone during ordering windows
- Hard to keep track of everything in one place
What Wholesale Handler does
Wholesale Handler is a self-service ordering portal for wholesalers. Your customers can place orders 24/7, and the system enforces your rules automatically - delivery days, holidays, cutoff times, and minimum orders.
For merchants
Orders
- View all orders in one place with order numbers, delivery dates, and totals
- Search by order number, customer name, or business name
- Filter orders by customer
- Sort by date or status
- Mark orders as processed
- Print professional PDF packing slips for each order
Inventory
- Create and update products with names, descriptions, and pack sizes
- Set VAT rates
- Give each product an optional SKU code that shows on your packing slips, invoices, and CSV export - paste your own code from an existing system, or let Wholesale Handler suggest a memorable three-word code like "oak-hawk-fox" that's easy to read over the phone to a customer. Shuffle for a different one, or leave it blank if you don't use codes
- Store an optional manufacturer barcode on each product - a GTIN, UPC, EAN, or produce PLU - the universal code printed on the carton, kept separate from your own SKU. A product can carry one, both, or neither
- Mark a product unavailable for one or more date ranges, each with a reason (weather delay, limited stock, discontinued, or other) and an optional note customers see - "back in April", "frost damage" - or leave the end open for "until further notice"
- Set a recurring season on a product - "available 1 March to 30 April" repeats every year on its own. Out of season the product can't be ordered, but it still shows on the order form with the date it returns. A single product can carry more than one season, and a season can span the new year
- Set quantities and prices per product
- Optional stock quantity tracking per product - leave off for unlimited stock, or enable to track finite quantities
- Restock products with "add to stock" or "set exact quantity" modes
- Customers can subscribe to email notifications when out-of-stock products are restocked
Pricing
Price each product the way it actually sells. Most take a flat price per unit, but produce often isn't that simple - so you can price by weight too.
- Per unit
A flat price for each selling unit - a piece, a box of 12, a case of 6.
- Catch weight
For goods counted by the piece but billed by weight, where every piece weighs a little differently - a whole salmon, a leg of lamb, a wheel of cheese, a box of grapes. Customers order a count at your price per kg or lb and see a typical price based on a typical weight; at pick you record the real weight for each line and the order settles to the actual amount, which is what flows through to the invoice - "5.1 kg at $4.00/kg".
- By weight
For goods ordered as an exact weight directly, at a per-kg or per-lb rate settled at order time.
Customers
- Invite your customers via email
- Customers create their own passwords when they accept the invitation
Price lists
- Create up to 20 named price lists (e.g. Default, Trusted, Friends & Family)
- Assign each customer to a price list - they see one price, never the list name
- Set prices per product per list, or use percentage discounts from your default list
- Move customers between lists at any time
- Pre-assign new customers to a specific list when you invite them
- Rounding controls - round to the nearest cent, 5 cents, or 10 cents, with optional charm pricing (e.g. $4.99 instead of $5.00)
Order profiles
Group customers who share the same delivery schedule and terms into a reusable order profile - delivery days, ordering cutoff, maximum lead time, delivery charge, and minimum spend all in one named bundle. A customer two hours away who can only be served on a Wednesday or Thursday goes on a "Far North" profile; update the profile once when the run changes and every customer on it follows.
- Create up to 20 named order profiles (e.g. Default, Far North, City centre)
- Each profile carries its own delivery days, cutoff, maximum lead time, delivery charge, and minimum spend
- Set one ordering cutoff for the whole profile, or a different one per delivery day - close Saturday's orders Friday lunchtime while Monday stays open until Sunday evening, because each day's run starts at a different time
- Assign each customer to a profile - their order page only offers the delivery days that profile allows
- Move customers between profiles at any time, or pre-assign a profile when you invite them
- Optional - merchants who deliver to everyone on the same days just keep the single default profile
Standing orders
For customers who order the same things on the same schedule - weekly, fortnightly, three-weekly, or four-weekly. The system generates each upcoming order at your cutoff time and emails the customer three days ahead with a preview at today's prices and a one-click skip link. If they do nothing, the order fires normally.
- Set up by the customer themselves, or by you on their behalf
- Weekly, fortnightly, three-weekly, or four-weekly cadence on a chosen delivery day
- Three-day advance email with the line items, today's prices, a one-click "Skip this order" link that doesn't need a login, and a link to edit the schedule
- Default-yes - if the customer does nothing, the order fires at the cutoff as planned
- Pause to a specific resume date or pause indefinitely; skip a single occurrence in one click
- Edit products, quantities, or the schedule itself anytime - changes apply to all future occurrences
- Optional minimum-spend override per schedule for customers who reliably order below your threshold
- Up to 10 active standing orders per customer
Invoices
- Create invoices from individual orders or batches
- Generate invoices automatically from all un-invoiced orders for a customer
- Send invoices directly to customers via email
- Mark invoices as draft, sent, or paid
- See total unpaid invoices
- Sort and filter invoice history
- Print professional PDF invoices
Payment tracking
Track who has paid and who hasn't without cross-referencing your bank against a spreadsheet. Check your bank once a week, mark off what's cleared, and move on. The system remembers everything so you don't have to.
- Customers can declare payments from the same portal where they place orders
- Merchants confirm or dispute declarations after checking their bank
- Dispute a declaration with one click - Wholesale Handler writes and sends a professional email so you don't have to
- Add payment references to invoices for easy bank matching
- Full payment history timeline on every invoice
- Entirely optional - customers don't have to participate, and merchants can just mark invoices as paid directly
Data export
Export invoice line items to CSV for your accounting software. Select a date range, preview the data, and download.
- Preset periods (this month, last month, this quarter) or custom date ranges up to 6 months
- Preview the first 20 rows before downloading
- Choose which columns to include and rename them to match your accounting software
- Column settings are saved so you only configure once
Dashboard
The home page shows what needs your attention and how business is going. Action items first, analytics second.
- Pending orders, uninvoiced orders, and unconfirmed payments surfaced as action items
- This month vs last month: order count, revenue, and average order value
- Top products by quantity and top customers by spend
- Quiet customers who have stopped ordering
Your customers get their own dashboard too. They see pending orders, spending summaries, and their most-ordered products. Re-ordering takes a few clicks, which means more repeat business for you.
Public storefront
Opt-in public product page for your business. Nothing is published unless you choose to set it up. If you do, potential customers can find you on Google and see what you sell.
- Completely optional - disabled by default, your product catalogue stays private until you decide otherwise
- Choose exactly which products to display publicly
- Control pricing with a dedicated storefront price list - show your public rates, not your negotiated customer prices
- Show or hide prices entirely
- Custom URL with your business name
- SEO optimised with structured data so search engines understand your business
Settings
- Delivery days
Choose which days of the week you typically accept deliveries
- Holidays
Block out dates when you're closed (single days or date ranges)
- Cut-off time
Set the deadline for last orders within your lead time
- Cut-off message
Write your own short message that's shown to customers once a delivery date has locked - tell them how to reach you if they really need a last-minute change, in your voice
- Lead time
Set how far in advance customers need to order (e.g., "orders must be placed 2 days in advance")
- Delivery charge and minimum spend
Choose to either charge a delivery fee on all orders, OR offer free delivery for orders above a certain amount
- Packing slip and invoice details
Add your business information, bank details, returns policy, or opening hours to include on invoices and packing slips
For customers
- Place orders any time, day or night
- View complete order history with status updates (pending or processed)
- Repeat previous orders and adjust quantities
- Set up your own standing orders for recurring deliveries (weekly through four-weekly). Three days before each order, get a preview email with today's prices and a one-click skip link - if you do nothing, the order goes through normally. Pause to a chosen resume date or indefinitely, skip a single occurrence, or edit anytime
- Receive invoices by email
- Opt in to email receipts when you place, update, or cancel an order
- Subscribe to weekly seasonal updates - one email rounding up which of your supplier's products are coming into season and which are about to go out, with a heads-up before a seasonal item's last week. Separate from the per-product "Notify me" button, which emails you the moment one specific out-of-season or out-of-stock item is orderable again
- View invoices online and download PDFs
- Place orders during your wholesaler's holidays for delivery when they return
On your phone
Wholesale Handler works on iPhone and Android. Merchants can check on orders from anywhere, customers can place them on the move, all from a phone browser - no App Store download needed.
For one-tap access, you can install Wholesale Handler to your phone's home screen. It opens in its own window with no browser chrome - the experience is the same as a native app you'd download from an app store.
iPhone
Open Wholesale Handler in Safari, tap Share, then "Add to Home Screen", then "Add".
Android
Open Wholesale Handler in Chrome, tap the three-dot menu, then "Install app", then "Install".
What's not included
- No warehouse management
Simple stock tracking is included for products you sell from inventory. But there is no multi-location warehouse management, bin locations, or supply chain tracking.
- No payment processing
You handle payments directly with your customers (bank transfer, direct debit, etc.). No transaction fees and full flexibility with payment terms. Built-in payment tracking lets both sides record and confirm payments without Wholesale Handler touching the money.
- No delivery tracking
Most wholesalers already know their customers and delivery routes. No need for software to manage what's already handled well.
