Wholesale and distribution automation: fix one order workflow at a time, on the software you already run
Customer orders arrive as emails and PDFs. Someone retypes each one, then checks the units, the price and the freight by eye. I fix one of these workflows at a fixed price, on the stock and accounting software you already run. I am Renzo Demartini, a Chartered Accountant (CA ANZ), and I build every workflow myself. A person on your team approves what is posted, sent or paid.
Fixed price, AUD, no GST charged.
- Free fit check by emailYour software, the workflow, team size, timing
- Workflow Audit, A$990Read-only review and a written report in 5 working days
- Fixed-price build: from A$3,900With written acceptance criteria
- A person approvesWhat posts, what is sent and what is paid
Prices in AUD, no GST charged.
Where an order slips between the email and the invoice
Sample flow, not a client's: the path of one order
| Step | What happens today | Where it can slip |
|---|---|---|
| Order arrives | A trade customer emails a PDF or a list | The customer, product code, unit or price is not as in your system |
| Order keyed | The office types it into the stock system | A retyping error, or the wrong price list |
| Pick and ship | The warehouse ships. Freight is added afterwards | Freight lands after the invoice is raised |
| Invoice | The office checks invoices against orders | A missing line or a duplicate |
| Payment | A payment is matched to invoices in the accounts | One remittance covers several invoices, or has a deduction |
Every handover is a place where a product code, a unit, a price or the freight can go wrong. These are checks with clear rules, which is why they suit automation. The judgement stays with your people: whether a different price is a mistake or a deal.
One emailed order, checked before it becomes a sales order
Sample data: one emailed order from Customer A (sample), four lines, invented
| Line | On the customer's order | Matched in your stock list | Check result |
|---|---|---|---|
| 1 | 12 x 5 L floor cleaner | FC-5L (sample), sold by the carton of 4 | The unit differs: 12 each is 3 cartons. Held for a person |
| 2 | 20 x large garbage bags | GB-L-200 (sample) | Matches the product and the customer's price list |
| 3 | 6 x pallet wrap | PW-500 (sample) | The price on the order differs from the customer's list. Held for a person |
| 4 | 2 x spray bottle | No match found | No product code found. Held for a person |
On this sample order, 1 of 4 lines is ready and 3 wait for a person. Nothing is created in your stock system until the office approves. The customer, product codes and prices are invented.
Rules read the order and check the customer, the product code, the unit, the price and the delivery address. A draft sales order is prepared. Anything uncertain goes to a queue with the reason beside it, and the office approves, corrects or holds it. A duplicate order stops before it is created.
Example workflows, each one a fixed-price build
These are examples, not a menu. Your audit picks the top 3 for your business and gives a fixed quote for each. Some builds are listed on this site and some are custom, and the table says which.
Example workflows for a wholesaler or distributor
| Workflow | What it does | Build | Price and time |
|---|---|---|---|
| Emailed customer orders to checked sales orders | Reads the order, matches customer, product, unit, price and address, prepares a draft sales order and queues the exceptions | Custom build, quoted after the audit | Custom builds start from A$9,500 and take 4–8 weeks |
| An invoice check before posting | Compares each invoice with the order, including freight. Flags a missing freight line and a duplicate. The office approves every flagged invoice. It needs your stock and accounting systems to let a workflow read orders and invoices, which the audit confirms | Invoice Check | A$3,900, 2–3 weeks |
| Trade quote requests answered from your price list | Drafts each reply from your approved price list. The rep approves it before it is sent | Enquiry and Quote Follow-up | A$4,900, 3 weeks |
| Supplier bills matched to purchase orders and receipts | Flags duplicates and mismatches, queues the odd bills and records who approved. It never pays a bill. Matching a goods receipt depends on what your stock system exposes. If it does not, the audit may recommend a custom build | Supplier Bill Approval | From A$3,900, 2–3 weeks |
| Landed cost and margin by product | Spreads freight in and duty from supplier bills over the stock, and compares provisional and final cost. Quoted only when landed cost is recorded on the stock | Custom build, quoted after the audit | Custom builds start from A$9,500 and take 4–8 weeks |
The published sample audit for a made-up wholesaler found invoices missing freight, quote requests waiting more than two days, and a margin report that was not ready yet. It said “not yet” to the margin build until landed cost is recorded. A “not yet” is a finding too. See the sample wholesaler audit
Check what your stock and accounting software already does
- Customer orders (email or PDF)
- Supplier bills
One fixed-price workflow
- Your stock or order system
Xero or MYOB
Wholesalers run a range of stock and order software. Cin7 says it connects with QuickBooks and Xero to sync sales, purchases and costs. Unleashed says it has open API access plus an API sandbox, and lets you set specific prices for certain customers on each sales order (both read 31 October 2026, on the vendors' own pages). Use what your system does first.
In the audit I check what your software does today, what its connection and your plan allow, and where the data disagrees. If a built-in setting does the job, the report says so and the quote comes off the list.
What a person still decides
Rules do, a person decides
| Check | Rules do | A person decides |
|---|---|---|
| Customer, product, unit | Match the order to your stock list | What to do when nothing matches |
| Price | Compare with the customer's price list | Whether a different price is a mistake or a deal |
| Duplicate order or invoice | Stop it before it is created | Whether it is a repeat order |
| Stock differences | Flag the product and the location | Any adjustment. Nothing is overwritten |
| A failed step | Alert the named owner | How to fix it. The team can carry on the current way meanwhile |
Nothing is created, changed or paid without a person approving it. The build does not pay supplier bills. A change history shows who approved what.
What you can look at before you pay
Proof you can open, each labelled
| Item | What it shows |
|---|---|
| Sample audit report: a wholesaler | A made-up wholesaler on Cin7 and Xero. Every name and figure is invented. It shows the A$990 report: verdicts, fixed quotes, where a person approves, and a margin build it says "not yet" to |
| Invoice Check demo | A flagged invoice waiting for a person, on sample data |
| Selected past work | Two paid KPI builds, for Elliotts Landscape and Harrys Tyres, named with their agreement |
The sample audit The Invoice Check demo Selected past work
Proof here is limited to what is published, and each item is labelled. On the past work: before, about 4 hours each month and countless emails, for each business. After: one click per KPI submission. The 4 hours is my estimate of office and admin time, so it is time saved, not cash saved. Revenue and financial return were not measured. I also built supplier bill checks for a business on MYOB AccountRight, which flagged duplicate bills and matched each bill to its purchase order or quote. Read how
There is no published wholesale case study yet, so none is shown here.
Price, and the path from the first call
- Workflow Audit (credited to a build signed within 30 days)A$9905 working days
- Invoice CheckA$3,9002–3 weeks
- Supplier Bill ApprovalFrom A$3,9002–3 weeks
- Enquiry and Quote Follow-upA$4,9003 weeks
- Custom buildFrom A$9,5004–8 weeks
Start with a free fit check by email. Send the form with your software, the workflow to fix, your team size and your timing. I reply by email, usually with a question or two, and tell you whether it is a fit. No call needed.
The next step is the A$990 Workflow Audit: a 60-minute call, a read-only review of your systems and a written report in 5 working days, with a fixed quote for each of the top 3 things worth automating. It is credited in full to a build signed within 30 days. Every build has written acceptance criteria and 30 days of fixes, with a 50% deposit and 50% on handover.
Hours saved and dollars saved are counted apart. Beside them are the running costs: optional support from A$350 a month, and software and AI usage paid to the providers. Running costs (software and AI usage) are estimated in your audit, before you commit to a build. All prices
Is your problem wider than one workflow, for example choosing or replacing a stock system, changing how stock is managed, several warehouses or entities, and management reporting together? That is advisory work. See renzodemartini.com/how-i-engage/.
Chartered Accountant (CA ANZ) · MBA · Xero certified · 16 years in finance, operations and systems · Canberra, working across AU and NZ
About RenzoThe same approach runs an agentic finance system I built: 30 agents, about 10,000 automated tests, and a person approves every money decision.
Questions from wholesalers and distributors
Do I have to replace my stock system?
No. The audit starts from what you run and checks what it already does. If your problem turns out to be the system itself, the report says so, and a wider decision like that is advisory work, not a fixed-price workflow.
Which stock and accounting software does it work with?
That depends on what each system's connection allows on your plan. I confirm yours in the audit before we agree a scope, and I do not promise a named product before then.
Will it create orders or change stock without a person?
No. It prepares a draft and queues the exceptions. The office approves before a sales order is created, and stock differences are flagged, not overwritten.
What about EDI and Peppol?
EDI is not a listed build. If a large customer requires EDI or e-invoicing, say so in the fit check, and the audit scopes what your customer needs and whether it fits a custom build.
What does it cost beyond the build?
Optional support from A$350 a month, and software and AI usage paid to the providers. Both are in the written scope, and the audit estimates them before you commit.
Sources, read 31 October 2026 on each vendor's own page: Cin7 ("connects with QuickBooks and Xero to sync sales, purchases, and costs"); Unleashed ("Yes, Unleashed has open API access plus an API sandbox"; "Set specific prices for certain customers for each sales order"). No claim is made about any other product.
Start with one order workflow
A free fit check by email first. The A$990 Workflow Audit is the next step, credited to your build.
Get a free fit check by email The next step after the fit check: the A$990 Workflow Audit
Get a free fit check by email
Send the form with your software, the workflow, your team size and your timing. I reply by email, usually with a question or two, and tell you whether it's a fit. No call needed. If it is, the next step is the A$990 Workflow Audit.
Thanks, it's with me.
I read every enquiry myself and reply by email to the address you gave, .
Next, I reply by email, usually with a question or two, and tell you whether it is a fit. No call needed.
If it is a fit, the step after that is the A$990 Workflow Audit.
In the meantime, see how each build runs: worksbetter.ai/#builds
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