Software and automation for B2B wholesale
We build B2B wholesale software for distributors whose orders still arrive by email, PDF, phone and EDI: order automation into the ERP, customer portals for reordering and product data customers can rely on. Your order desk handles the exceptions while routine orders flow straight through.
Where the work gets stuck.
Orders in every format
Customers send purchase orders as PDFs, Excel sheets, email text and EDIFACT messages, and the order desk rekeys them into Business Central, SAP Business One or Exact. Every typo becomes a wrong delivery.
Customer-specific prices and assortments
Each account has its own price agreements, discounts and assortment, recorded in the ERP and in the heads of account managers. Customers phone to ask what they pay and whether an item is in stock.
Supplier data that never matches
Thousands of articles arrive from suppliers with their own codes, units and descriptions. Mapping them to your item master occupies the purchasing team every season.
How we improve wholesale.
Each one is scoped around your systems and rules, and each one keeps a person in charge of the decisions that matter.
Sales order intake
Orders from email, PDF and spreadsheets are read, matched to customer, article numbers and agreed prices, and created as draft sales orders in the ERP. The order desk checks only the orders the system flags, such as unknown items or price deviations.
ERP and EDI connections
EDIFACT orders, dispatch advices and invoices flow between your ERP and trading partners, including older ERP versions that only accept file imports. A monitor shows failed messages, and new partners are added through mapping.
B2B ordering portal
Business customers log in, see their own prices, stock and order history, and reorder from a list or a scanned barcode. Account managers spend their time on advice and larger deals.
Article data matching
Supplier files are matched to your item master using descriptions, specifications and codes, with new articles proposed and units converted. The purchasing team approves every match below a confidence threshold.
Quote request handling
Requests for quotation are read, items matched, prices and stock checked against the customer's agreement, and a draft quote prepared in the ERP. The account manager adjusts margins and sends it.
Stock and sales data pipeline
Sales, stock and purchasing data from ERP, portal and warehouse lands in one reporting database, refreshed through the day. Buyers see slow movers and stock-outs before customers call about them.
Built around the rules.
What we design for from the first week. Your legal and compliance people keep the final word.
E-invoicing and Peppol
Belgium has required structured B2B e-invoices since January 2026, and the EU's VAT in the Digital Age package makes e-invoicing mandatory for intra-EU B2B trade from 2030. We build invoice flows on Peppol and the EN 16931 standard so they keep working as requirements spread.
GDPR for B2B contacts
Portals and order automation process names, email addresses and phone numbers of buyers at your customers. We apply role-based access, retention rules and a processing agreement to that data.
GPSR duties for distributors
For consumer products, the General Product Safety Regulation requires distributors to check manufacturer and safety information, and online listings must show it. Product data flows we build carry those fields from supplier to portal.
Security expectations of large customers
Retail chains and industrial customers increasingly question suppliers about cyber security, sometimes as part of their own NIS2 supply chain duties. We build integrations with authentication, logging and access reviews you can point to.
Works with what you run.
If a system has an API, a database, an export or an inbox, we can build on it. These are the ones we meet most.
- Microsoft Dynamics 365 Business Central
- SAP Business One
- Exact Globe
- Exact Online
- AFAS Profit
- EDI (EDIFACT)
- Peppol
- Sana Commerce
- Salesforce B2B Commerce
- Microsoft Outlook
Where to start.
Order intake from one mailbox
We start with the orders mailbox that costs the order desk most time and automate reading and matching of PDF and email orders into draft sales orders. The team keeps handling orders the system is unsure about, and more orders pass straight through as matching rules improve.
Talk it throughWhat it includes
- Mailbox connection and document reading
- Customer, article and price matching against the ERP
- Draft sales orders in Business Central, SAP Business One or Exact
- Exception queue for the order desk
A guide to start with.
Further reading.
Document parsing with LLMs: extracting data from invoices and forms
How to turn invoices and forms into reliable structured data with LLMs, schemas, validation and a review queue for the cases that need a person.
4 min read
Build vs buy software: when custom development pays off
A practical way to decide between off-the-shelf software and custom development, covering total cost of ownership, integrations and risk.
5 min read
Human-in-the-loop AI agents: design patterns for production
The patterns we use to run AI agents safely in production: approval checkpoints, confidence thresholds, tool permissions, audit trails and fallbacks.
4 min read
Common questions.
Usually. Where the ERP has an API we use it, and where it only accepts imports or database access we build a connector for that and test it on a copy first. We check this in the first week because it shapes the plan.
That depends on your documents and item data, so we measure it on a batch of your own historical orders before go-live. Orders with unknown articles, price deviations or unusual quantities always go to a person.
Sana and similar products fit well when you run Business Central or SAP and your ordering process is standard. A custom portal makes sense for unusual pricing logic, configurable products or a portal on top of several ERPs. Our build-vs-buy guide sets out the trade-offs.
Yes. We build EDIFACT and other message flows with a mapping per partner and monitoring for failed messages, documented so your team can add partners later. If you use an EDI service provider, we integrate with it.
We can run and monitor them under a support agreement, or hand them to your IT team with documentation and tests. Either way, the code and configuration are yours.