WholesaleHub
What it is and who it is for
WholesaleHub takes an order that arrives by message all the way to a payment that is reconciled. It reads orders from WhatsApp, email and photos, applies your customer pricing, manages delivery with proof of delivery, sends compliant eInvoices and gives you 61 built in reports. It runs the whole wholesale operation, from the first message to the money.
It is for wholesalers and distributors, and the sales and ops teams who take orders the way customers actually send them, as messages, and then have to turn that into deliveries, invoices and reconciled payments without a mistake.
The problem it solves
Wholesale orders do not arrive as neat forms. They arrive as a WhatsApp message, an email, a photo of a handwritten list or a phone call written down later. Someone retypes each one into the system, applies the right price for that customer from memory or a spreadsheet, arranges delivery, invoices, and then tries to match the payment when it eventually comes. Every retype is a chance for an error, pricing gets inconsistent, proof of delivery is patchy, and reconciliation is a monthly slog.
WholesaleHub reads the order as it arrives, prices it correctly, carries proof through delivery, invoices compliantly and reconciles the payment, so the whole chain holds together.
How it works end to end
- Messy input. An order arrives by message, WhatsApp, email or a photo, in the customer's own words.
- AI proposes. The system reads it and proposes a structured order, with the right customer pricing applied.
- A person confirms. The proposed order sits for a person to confirm before it is committed. Nothing ships on its own.
- Proof and outcome. Delivery captures proof of delivery, an eInvoice goes out, and the payment is reconciled, with reports covering every part.
Key capabilities
AI order capture from WhatsApp, email and photos
The core of WholesaleHub is order capture that reads the channels your customers already use. A WhatsApp message, an email or a photo of a list is read into a structured order. A regular customer can message the way they always have, and it becomes a clean order for a person to confirm, without anyone retyping it.
Customer pricing and delivery with proof of delivery
Customer pricing is applied automatically, so each customer gets their agreed price without someone looking it up. Delivery is managed through to the drop, and proof of delivery is captured so there is a record the goods arrived and were received. Disputes about what was delivered have an answer.
eInvoicing
Invoices go out as compliant eInvoices, so billing is fast and standards based rather than a manual document. The invoice follows the confirmed order and the delivery, keeping the chain consistent.
61 built in reports
WholesaleHub comes with 61 built in reports, so the numbers you need are there without building them yourself in a spreadsheet. From sales to delivery to payment, the reporting covers the operation out of the box.
A typical day or workflow
A sales rep starts the day with a queue of overnight orders the system has captured from WhatsApp and email, each already structured with the right customer pricing applied. They confirm the clear ones and check a couple that need a look. Through the day, deliveries go out and drivers capture proof of delivery at each drop. As orders are fulfilled, compliant eInvoices are sent. When payments come in, they are reconciled against the invoices. At the end of the week the owner opens a handful of the built in reports and sees sales, deliveries and outstanding payments without touching a spreadsheet. The order that started as a message ended as a reconciled payment, with proof at every step.
Setup and getting live
You connect the channels where orders arrive, such as WhatsApp and email, load your customers and their pricing, and connect your delivery and invoicing. The team confirms the first captured orders to settle the patterns, and you are running the operation on it. Because the capture reads the channels you already use, most distributors are live in days, not months.
Security, privacy and localisation
WholesaleHub is Australian hosted in the Sydney region, and our practices are ISO 27001 and SOC 2 aligned. eInvoicing is standards based. Proof of delivery, confirmed orders and reconciled payments all carry a record, so any part of the chain can be evidenced for a customer, a driver dispute or an audit on demand.
FAQ
Can it really read an order from a WhatsApp message or a photo? Yes. AI order capture reads WhatsApp, email and photos into a structured order, which a person then confirms before it is committed.
How does customer pricing work? Each customer's agreed pricing is applied automatically when their order is captured, so nobody has to look it up and pricing stays consistent.
What is proof of delivery good for? It is a captured record that the goods arrived and were received, so a dispute about a delivery has a clear answer.
Does anything ship or invoice automatically? No. The AI proposes the order and a person confirms it. Delivery and eInvoicing follow the confirmed order.
What reporting do I get? WholesaleHub includes 61 built in reports covering the operation, so you do not have to build your own in a spreadsheet.
How long until we are live? Days, not months. You connect your order channels, load customers and pricing, confirm the first captured orders, and go live.
Next step
Book a demo and send us the kind of message your customers send. We will show you it captured, priced, delivered with proof and reconciled, end to end.