Wholesale distribution software from order to cash
Wholesale distribution software runs the trade side of a business: customer orders, picking and delivery, invoicing, credit control, buying and stock across warehouses. Cash Flow Inventory does all of it on one live ledger, so every order, pick, delivery and invoice posts to the books as it happens.
The problems it solves
Customers who pay late
About half of B2B invoices in the US are paid late, and bad debts are about 8% of B2B sales on credit (Atradius, Payment Practices Barometer, 2024). A distributor lends money every time it ships on terms.
Orders that leave short or wrong
When picking, packing and delivery are not recorded step by step, nobody knows what actually left the warehouse — and the invoice and the stock figure drift apart.
Stock spread over several sites
Each warehouse or depot holds part of the range. Without one figure per location, sales promise goods that sit somewhere else and buying orders what is already on hand.
How a wholesale order runs in Cash Flow Inventory
Choose your process once
Five questions — orders or not, pick and pack, a delivery step, invoice before or after delivery, where charges go — pick one of 20 sales processes. The Distribution mode sets quotation → order → pick → pack → delivery → invoice → payment.
Approve the order
By hand, automatically, or automatically once enough is paid in advance. Approval reserves the stock, and an approver’s limit and credit control are checked: a customer on credit hold is refused.
Pick, pack and deliver
Picks set aside the stock, with lots and serials chosen there. The delivery records carrier and tracking, with shipped and delivered as separate statuses. Each step can be partial.
Invoice what was delivered
One invoice can cover several deliveries. It posts revenue, receivables, cost of goods sold and stock at once, and closes only when it is settled.
Collect and chase
Payments received reduce the invoice. Payment reminders by level go to customers with overdue invoices, and the aging shows who owes what and how late.
What you can do
Credit control: off, warn or block
Set a credit limit on each customer card and decide what happens when an order goes past it: no check, a warning while the order saves, or the order is refused.
Price tiers and price lists
A wholesale price beside the retail price on each product, a second tier when you need it, and price lists for groups of customers.
Couriers and cash on delivery
Book parcels with a courier; a cash-on-delivery invoice can wait for the courier’s report and settle itself when the amount collected is right. Steadfast runs live; other couriers are tested against each provider’s sandbox.
Several warehouses
Stock per location, and transfer orders that pick at the source, ship and receive at the destination, with what is on its way shown as in transit.
Buying to match
Requisitions, requests for quotation, purchase orders, blanket agreements and supplier price lists, goods received with lots and serials, landed costs, and bills made from the receipt.
Work queues
Tick the waiting orders and approve them together, then pick, or deliver and invoice in one step. Each order still goes through its own rules; a refusal never stops the others.
Receivables you can follow
Payment reminders by level, holds and disputes, advances applied to invoices, write-off or settle-for-less with a reason, and an optional provision for doubtful debts by aging.
Dropship and make to order
Order lines your supplier delivers straight to the customer, or that are bought or made for that order.
Rights down to fields
Each person gets rights per page, field and amount: sales staff can sell without seeing cost, margin or supplier prices, and approvers have limits.
Where it is not the right fit
- A business that depends on one connector that is only “built” and not yet proven — prove it with your live account first.
- A country that requires a certified fiscal device or e-invoice profile the app does not yet cover; the national profiles are built to the published specification and are not certified.
- Very large enterprises that need a global multi-company ERP rollout with on-premise hosting — this is a cloud product per business.
Questions and answers
Software that runs the work of a distributor: customer orders, picking, packing and delivery, invoicing, credit control, buying and stock across warehouses. In Cash Flow Inventory every one of those documents posts to the accounts as it happens.
Yes. Credit control has three settings: off, warn (the order saves and the page says so) or block (the order is refused). Credit control is also checked when an order is approved, and a customer on credit hold is refused.
Yes. A product can carry a wholesale price for trade customers next to its normal price, with a second tier when needed, and price lists can be set up under Settings.
A cash-on-delivery invoice can be held until the courier reports the parcel. When the courier confirms delivery of exactly the amount booked, the invoice is approved, the payment recorded and the courier’s real delivery charge put on its bill. Anything different goes to review. Steadfast runs live; other couriers are tested against their sandbox.
Yes. Pick, pack, delivery and invoice can each be partial, and one invoice can cover several deliveries. An order that will not be fulfilled in full is closed with a reason.
Yes. Stock is held per location and transfer orders move it between them through pick, ship and receive, with goods on their way shown as in transit. A person can be fixed to one location.
Yes. Payment reminders go out by level with your wording, customers or invoices can be held back, and uncollectable amounts are written off or settled for less with a reason — as an expense or against a provision.
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