Automating wholesale orders from WhatsApp, all the way to a reconciled payment
If you run a wholesale or distribution business, you already know where the orders come from. Not from a tidy portal. They come from a WhatsApp message that says "same as last week". From an email with a photo of a handwritten list. From a voicemail left at 6am. Your customers order the way that is easy for them, and then someone on your team spends the day turning that into something your business can actually fulfil and invoice.
That someone is retyping. And every retype is a chance to ship the wrong thing, price it wrong, or miss it entirely. WholesaleHub is built to take that whole path off your team, from the message to the money, with a person confirming each step.
The order arrives however the customer sends it
The starting point is that you do not change how your customers behave. WholesaleHub reads orders as they arrive, across the channels your customers already use: WhatsApp, SMS, email, and photos of written lists.
A message like "same as last week, but double the cartons of the 500ml" is not a problem to be solved by training your customers. It is an input. The AI reads it against that customer's history, works out what "same as last week" refers to, applies the change, and drafts a structured order with the right products, quantities and customer specific pricing.
You confirm before anything is real
This is the part that matters. The drafted order lands in a review queue, sitting next to the original message. Your team checks it in a glance and confirms it. Nothing is picked, priced or promised until a person says yes. That is human in control, and in wholesale it is the difference between a smooth week and a warehouse full of the wrong stock.
From confirmed order to delivery with proof
Once the order is confirmed, it flows straight into fulfilment. Pricing is already applied at the customer level, so the margins you agreed are the margins you get, without anyone rekeying a price list.
At delivery, proof is captured on the spot: a signature, a photo, a timestamp. That proof of delivery is attached to the order, so when a customer later says they never received the pallet, the answer is one click, not a morning of phone calls. The evidence lives with the transaction.
From delivery to a payment that is reconciled
Here is where most order systems quietly hand the problem back to you. They capture the order, maybe the delivery, and then leave your bookkeeper to match payments by hand at the end of the month.
WholesaleHub closes the loop. It generates the invoice, supports eInvoicing where your customers are set up for it, and then reconciles the incoming payment against the invoice. When the money lands, the system matches it, and the transaction is complete end to end. The order that started as a WhatsApp message finishes as a reconciled payment, with an audit trail all the way through.
Reporting that actually reflects the business
Because every step is captured, the reporting is real, not reconstructed. WholesaleHub ships with a broad set of built in reports covering orders, deliveries, pricing and cash position, so you can see how the business is running without exporting to a spreadsheet and rebuilding it.
Why this beats bolting tools together
You could stitch this together yourself: an order form here, a delivery app there, an accounting package doing the invoicing, and a person gluing it all with copy and paste. Plenty of wholesalers do. The trouble is the gaps between the tools, because that is where orders fall through, proof goes missing and payments drift unmatched.
WholesaleHub runs the one trade end to end on a single foundation, so there are no gaps to fall through. And because it is localised for Australia, New Zealand and Singapore, the pricing, tax and invoicing behave correctly in each market. As an illustration, a distributor taking dozens of messaged orders a day could stop rekeying almost all of them, and free the person who used to do that to work on customers instead. That is time back, which is the whole point.
Frequently asked questions
Does my customer need to install anything or change how they order?
No. Your customers keep ordering by WhatsApp, SMS, email or a photo of a written list. WholesaleHub reads what they send and drafts the order for your team to confirm.
What stops the AI from getting an order wrong?
Every drafted order sits in a review queue next to the original message. A person on your team confirms it before anything is picked, priced or promised, so a misread is caught in seconds, not shipped.
Does it handle invoicing and payment matching too?
Yes. WholesaleHub generates the invoice, supports eInvoicing, and reconciles the incoming payment against it, so the order is complete from the first message to the reconciled payment.
See it on your own orders
Bring us a few of your real, messy orders and we will show you what WholesaleHub does with them. Book a demo and watch a WhatsApp message become a confirmed order, a delivery with proof, and a reconciled payment.