Taking wholesale orders can be a time-consuming part of running a food business. Between phone calls, emails, changing quantities and customer-specific prices, it is easy for administration to build up.
For butchers, farm shops, fishmongers and food wholesalers, a more organised ordering process can save time and help staff prepare orders accurately.
The right software can bring customer orders into one place, making them easier to manage from receipt through to fulfilment.
Why wholesale ordering can become complicated
Many food suppliers work with regular customers who order different products and quantities throughout the week.
Some customers might place orders by phone, while others send emails or messages. Staff then need to record the details, check availability and pass the information to the people preparing the order.
This creates several steps where information can be missed or entered incorrectly.
As the number of wholesale customers grows, managing orders manually can become increasingly difficult.
Give customers a simpler way to order
One way to improve the process is to let customers submit orders digitally.
Dimension Pro, supplied by South Coast Systems, offers OrderIQ, an ordering app designed for business-to-business customers such as chefs and other trade buyers.
Customers can place orders using an Apple or Android device and receive an order confirmation. The order then comes into Dimension Pro for the supplier to process.
This can reduce the need for repeated phone calls and emails while giving customers a more convenient way to order.
Find out more about Dimension Pro software.
Bring orders into one system
Receiving orders digitally is only part of the solution. Staff also need a clear process for handling those orders once they arrive.
Dimension Pro allows wholesale orders to be processed through the system, with production sheets and invoices supporting the workflow.
Keeping order information together helps staff see what needs preparing and gives the business a more consistent way to manage customer requests.
For businesses using compatible Avery Berkel system scales, Dimension Pro can connect order processing with weighing and labelling operations.
Explore the range of Avery Berkel scales available through South Coast Systems.
Manage customer-specific prices
Wholesale customers do not always pay the same prices. Rates may vary depending on the customer, the products purchased or an agreed pricing arrangement.
Keeping track of these differences manually can add another layer of administration.
Dimension Pro supports customer-specific price lists, allowing invoices to reflect the relevant pricing for each account.
This can help staff process orders more consistently and reduce the need to check separate price lists for every transaction.
Make order preparation more organised
Once an order has been received, staff need to pick the correct products, check quantities and prepare everything for collection or delivery.
Dimension Pro supports production sheets and order processing. Businesses can also use ProGo, a barcode-scanning tool that helps staff allocate labelled packs to the correct orders without needing to process every item directly through a scale.
Once the order is completed, the relevant information can return to Dimension Pro so delivery notes and invoices can be produced.
The precise workflow will depend on your equipment, configuration and the way your business operates.
Connect wholesale orders with your website
If you also take orders through an online shop, you may be managing another stream of customer information.
Dimension Pro can integrate with compatible WooCommerce websites, allowing website orders to flow into the software rather than being handled only through website notifications.
This can help bring wholesale and online order processing closer together, making it easier to review demand and prepare orders.
Learn more about integrated websites from South Coast Systems.
Spend less time on administration
Wholesale ordering will always involve careful checks and good communication. However, the process does not need to rely entirely on manual data entry.
Digital ordering, connected product information and organised order preparation can help food businesses manage their workload more efficiently.
For butchers, farm shops, fishmongers and food suppliers, the right combination of software and weighing equipment can support a smoother process from the moment an order arrives.
Looking to improve your wholesale ordering process? Visit South Coast Systems to explore its software and weighing solutions, or contact the team to discuss your requirements.