Wholesale Handler
Why cutoffs matter more during a peak
The rest of the year, a missed cutoff costs you a bit of scrambling. During Christmas, Thanksgiving, Valentine's or your own busiest two weeks, it costs you the order you can't fulfil for everyone else.
Two things change at once. Volume goes up, so there are more orders to take, plan and pack in the same number of hours. And your spare capacity goes down, because you're already running flat out. The gap between "I could squeeze that in" and "that just cost three other customers their delivery" closes completely.
So the cutoff stops being an administrative tidiness thing and becomes the one rule that decides whether peak season runs smoothly or falls apart.
Set the cutoff earlier than you do the rest of the year
Work backwards from when production has to start, the same as always. Then move it earlier.
Your normal cutoff assumes normal volume and normal lead times. During a peak both get worse. You have more orders to turn into a production plan, picking and packing takes longer, and your own suppliers are slower and more likely to be out of stock when you reorder ingredients or packaging. A cutoff that gives you comfortable breathing room in March will be too tight in December.
A few things to account for when you pick the peak date:
- How long it takes to turn a full day of orders into a production and packing plan, at peak volume rather than average volume
- Your suppliers' own cutoffs and lead times, which lengthen over the holidays
- Whether you're hiring or rostering extra hands, and need numbers locked before you can commit them
- Delivery and courier cutoffs, which tighten and book up over a peak
Pick the date, then add a margin. The cost of a cutoff that's slightly too early is a few orders that land on the next slot. The cost of one that's too late is orders you've accepted and can't make.
Open the ordering window wider, not just the cutoff
A cutoff closes ordering. The other half of a peak is letting customers order further ahead than usual, so the work spreads out instead of all arriving in the last 48 hours.
If you normally only let customers order a week or two out, widen that for the peak so they can place a Christmas or Thanksgiving order weeks in advance. You still hold a firm cutoff per delivery date - you've just given everyone more runway to hit it. The customers who plan ahead lock in early, and your final few days aren't a wall of last-minute orders.
Tell customers once, in writing, before the peak
Send every customer one clear message ahead of the season. Name the dates, not just "earlier than usual":
"For Christmas deliveries, orders need to be placed by [date and time]. Anything after that goes on the next available delivery. Deliveries pause from [date] to [date]."
That's the whole message. Don't apologise for it and don't over-explain. Every supplier your customers buy from runs holiday cutoffs - this is expected, not unreasonable. Say it once, early, so nobody can claim they didn't know when the date arrives.
If what you sell also moves in and out of season, the cutoff is one of two things buyers need before the peak starts. The other is what will and won't be available, which they plan menus and orders around weeks earlier than most suppliers expect.
The hard part is enforcement, and a peak makes it harder
Most wholesalers who struggle with cutoffs have already chosen one and already told their customers. The problem is holding it.
A good customer messages after the cutoff to add one more thing. You don't want to damage the relationship, so you make an exception, just this once. Except it's never once - the moment you accept a late order, that customer learns the cutoff is negotiable, and at peak season everyone has a reason to push.
A manual cutoff makes you the enforcer every single time. You have to see the late message, decide, reply, and absorb the pushback - in the week you have the least time and energy to do any of it. After a fourteen-hour day, "fine, I'll add it" is the easiest sentence in the world to type.
The fix is to take yourself out of it. If ordering simply closes at the cutoff, there's no message to answer and no decision to make. The customer sees that the date is closed and places for the next one. Nobody's feelings are involved, because nobody said no - the date did.
How Wholesale Handler handles peak-season cutoffs
Wholesale Handler enforces your cutoff automatically. You set the time for each delivery day, and once it passes that date is closed to new orders. Orders already placed lock on the schedule you choose in Settings, from the moment they are placed through to the cutoff itself; a locked order shows a padlock and becomes read-only for both of you. There's no late message to field, because ordering for that date is simply closed. The customer picks the next available delivery date instead.
Cutoffs are set per delivery day, so a Saturday run can close on Friday at noon while Monday stays open until Sunday evening. You can also run different cutoffs for different customers: a far-away account on a tighter delivery schedule can have its own days and its own cutoff, separate from your local customers, and you update them in one place rather than customer by customer.
For the peak itself, you can widen how far ahead customers are allowed to order, so they can place holiday orders weeks in advance while each delivery date still closes at its own cutoff. Standing orders need no action from either side - each delivery is queued three days ahead and placed at that day's cutoff, and a customer who needs to skip a holiday week can do it from a link in the preview email without signing in.
The result is that the cutoff holds on its own. You set it once before the season, and through the busiest two weeks of the year it enforces itself - which is exactly when you need it to.
