Wholesale Orders app
Take retailer orders, deliver by route, invoice, collect payments and manage credit, right beside your WhatsApp chats.
Install it from the marketplace inside Scratchboard, then change anything to fit how you work.
Built for
- FMCG distributors
- Pharma wholesalers
- Building materials suppliers
- Stockists and super stockists
- Distributors with route-based sales reps
- Modules
- 8
- Automations
- 20
- One-click actions
- 29
- Reports
- 13
- WhatsApp templates
- 11
Sound familiar?
The everyday problems the Wholesale Orders app takes off your plate.
Orders scattered across chats
Shops send orders on WhatsApp to reps and the office. Lines are typed again, prices vary, and some orders are missed.
Credit runs past the limit
Goods go out to shops that already owe too much, because nobody checks the outstanding balance before the order is confirmed.
Collections depend on memory
Reps chase overdue invoices when they remember, cheques bounce unnoticed, and shops never get a clear statement.
How it works
From the first message to a finished job, step by step.
- 1
Order
Create an order from the WhatsApp conversation, add lines or repeat the last order at today's prices. Prices come from your price list at the shop's tier.
- 2
Confirm
Confirming checks the credit limit: outstanding invoices plus confirmed orders not yet invoiced. An over-limit order waits for a Team Lead's approval. The order summary goes out as a PDF.
- 3
Pack and deliver
Packing takes the stock and records any short supply per line. The order goes out for delivery on its route.
- 4
Invoice
Delivery raises the invoice from what was delivered, with its due date from the shop's credit days. The invoice is sent as a PDF.
- 5
Collect
Payments are set against the oldest invoices first. Cheques count only once they clear. Reminders, overdue messages and statements keep collections on track.
What's inside
The records the app sets up for you, already linked together, with forms, lists, boards and dashboards.
Retailers
Each shop with its route, price tier, credit limit, credit days and a ledger of outstanding, overdue and ageing balances.
Routes
Delivery routes with their sales rep and route day. Statements follow the route day.
Products
Your price list with Standard, Scheme A and Scheme B rates, floor prices, tax rate, stock and reorder level.
Orders
Retailer orders from Draft through Confirmed, Packed and Out for delivery to Delivered or Cancelled.
Order lines
Each product ordered, with quantity, discount and any short supply.
Invoices
Raised on delivery, with a due date fixed from the shop's credit days, ageing and payment status.
Payments
Payments from shops, with cheques held as pending until they clear or bounce.
Allocations
How each payment is set against invoices, oldest first or a named invoice first, with unallocated credit kept on account.
Runs itself
Automations that are switched on when you install the app.
- Orders are priced from your price list at the shop's tier
- Confirming an order checks the credit limit; over-limit orders wait for a Team Lead's approval
- Stock is taken at packing and put back if the order is cancelled
- Delivery raises the invoice with its due date from the shop's credit days
- Payment reminder 2 days before the due date, then overdue messages at 1, 7 and 15 days
- A shop goes on hold automatically at 15 days overdue and is released once paid
- A bounced cheque reverses the payment and puts the shop on hold
- Statements sent weekly, fortnightly or monthly on the shop's route day
- Reorder nudges when a shop is past its usual ordering interval, and dormant shops are flagged
- Managers are alerted when a product falls to its reorder level
From the chat
What your team does without leaving the conversation.
- Create a new order, add lines or repeat the last order
- Confirm, pack, send out and mark orders delivered
- Send the invoice or create a Stripe payment link
- Record a payment and send the receipt
- Send the shop its statement
- Put a shop on hold or request a credit approval
Inside the 24-hour window, messages go out automatically. Outside it, the app uses approved WhatsApp templates, or asks your team to send the message by hand.
Documents, reports and roles
Ready on day one, and yours to change.
Generated from the record and sent on WhatsApp in one click.
- Order summary
- Invoice
- Payment receipt
- Account statement
For owners and managers, with a ready dashboard.
- Sales by route, rep and retailer
- Sales by product
- Ageing
- Ageing by retailer
- Collection efficiency
- Collections by mode and collector
- Dormant retailers
- Reorder due
- Product velocity
- Credit decisions
- Short supply
- Cheques pending and bounced
- Distribution overview dashboard
Everyone sees only what their job needs.
- Wholesale ManagerEvery route, retailer, order, invoice and payment, the price list with costs, credit limits and settings. The only role that cancels invoices.
- Team LeadThe team's retailers and their ledger. Approves credit and discounts, sets credit limits, clears or bounces cheques and releases holds. Sees costs and floor prices.
- Sales Rep (Staff)The retailers on their own route with their orders, invoices and payments. Takes orders and payments and can put a shop on hold. No costs, floor prices or deletes.
- Order DeskThe office team answering WhatsApp for every route, with the same rights as a sales rep across all retailers.
Questions
Common questions about the Wholesale Orders app.
Do I need WhatsApp to use the Wholesale Orders app?
No. The app works in Scratchboard on its own. Connect a WhatsApp number through the Libromi Team Inbox to take orders from the chat sidebar and send invoices, reminders and statements automatically.
How is the credit limit checked?
When an order is confirmed, the app adds the shop's outstanding invoices and its confirmed orders not yet invoiced. If the new order goes over the limit, it waits for a Team Lead's approval.
Can my sales reps see costs or floor prices?
No. Reps and the order desk never see costs or floor prices. Sales below the floor price and extra discounts need approval.
How are part payments and cheques handled?
Payments are set against the oldest invoice first, or a named invoice first, and any balance is kept as credit on account. Cheques count only once cleared. A bounce reverses the payment and puts the shop on hold.
How are WhatsApp messages sent outside the 24-hour window?
The app comes with 11 WhatsApp message templates. They are submitted for Meta approval when your workspace is linked to the Team Inbox. Until a template is approved, the sales rep is asked to send that message by hand.
Does it work with my product catalog?
Yes. If you use the Product Catalog app, you can pull a product's rate and HSN code into your price list.
Can I change the stages, fields or messages?
Yes. Everything the app installs can be edited with the visual builders or by asking the AI Builder, for example to add a price tier or change when overdue messages go out.
Works well with
Other apps businesses like yours install alongside it.
Ready to try the Wholesale Orders app?
Start a 7-day free trial and install the Wholesale Orders app, or book a demo and we'll walk you through it.