Wholesale is many SKUs, many trade customers, a different price for almost every one of them, large orders, long supplier lead times and money owed on account. Most distributors run it on email, Excel, an accounting package and the judgement of two or three people who know everything.
Wholesale ERP is Inspirotech’s own AI-native ERP for distributors. It runs the three chains that matter — order-to-cash, procure-to-pay and inventory — and its agents act on them: reading orders, pricing, buying, allocating, chasing and flagging. People approve the exceptions.
Fourteen capabilities across order-to-cash, procure-to-pay and inventory, on one record.
01 · Sales ordersFrom an email to a sales order.
Wholesale orders arrive every way at once: email, phone, PDF purchase orders, spreadsheets, WhatsApp, a note from a rep. Someone reads each one and types it in.
Wholesale ERP reads them. It works out the customer, the products, the quantities, the delivery date and which price applies — contract, last order, promotion — then checks stock, the customer’s credit, warehouse availability and delivery capacity.
If everything clears, the sales order is created and a confirmation drafted. If something doesn’t, the order waits with the reason, not a guess.
Incoming orders
Today · 23 read · 21 turned into sales orders
Email12PDF PO5WhatsApp4Phone notes2
SO-8840 · Coastal Tyres Ltd
Lines40 × 215/55R17 · 20 × 225/60R18
DeliveryThursday · Tauranga run
PricingContract price, same as SO-8691Rule
ChecksStock ✓ · price ✓ · credit ✓ · warehouse ✓ · truck space ✓All clear
Total$11,960 excl. GST
Operations agentD. Reid
Email from Coastal Tyres · 09:12
Hi, can we get 40 × 215/55R17, 20 × 225/60R18, same pricing as last order, delivery Thursday.
Worked for 8s
✓Match customerCoastal Tyres
✓Match 2 SKUsDone
✓Price from last orderContract
✓Stock · credit · delivery capacityClear
✓Create SO-8840Done
SO-8840 created — $11,960, on Thursday’s Tauranga run. Confirmation email drafted.
Send confirmationOpen order
Ask Wholesale ERP, or tell it what to do…
02 · QuotingAsk the lowest price that keeps your margin.
In wholesale there is rarely one price. There are customer discounts, volume breaks, contract prices, promotions and whatever a rep agreed last time.
For every quote Wholesale ERP looks at cost, list price, what this customer paid before, the volume and your target margin, and recommends a price with the margin it leaves.
Reps can ask it straight: what is the lowest price on 500 that still keeps 25 per cent? The answer comes back in seconds, with the working.
Pricing/Q-5512
Quote · Tyre repair kit TRK-20
Pukeko Auto asks for 500 units
Cost$18.20
List price$27.00
Their last price$25.40
Quantity500
Target margin25%
Floor at 25%$24.27
$24.90$25.40Margin 26.9% · volume break earned at 500From their order history and the current volume
Operations agentD. Reid
What’s the lowest I can go on 500 and still keep 25%?
10:04
Worked for 2s
$24.27 is the floor for 25% margin.
I’d quote $24.90: 26.9% margin, below the $25.40 they paid last time, and it reflects the volume. They’ve accepted every quote within 2% of their last price.
Quote $24.90Change
Ask Wholesale ERP, or tell it what to do…
03 · Customer pricingIt knows each account as well as your best rep.
Every trade customer has habits: how often they order, what they spend, how they pay, how hard they negotiate, how much they send back.
Wholesale ERP learns each account from its own history and watches for changes: an order that is late against the usual rhythm, a margin drifting down, a competitor quote.
When keeping an account means moving a price, it suggests the price and shows the margin left. Price changes always wait for a person to approve them.
Customers/C-0317
Ridgeline Fleet
Account since 2019 · rep D. Reid
Orders every21 d
Since last order28 d
Avg order$18,400
Margin23%
Pays in9 d
Returns1.2%
HabitsAsks for a discount on every quote; accepts within a day
RiskCompetitor quoted them on SKU-822 last monthMedium
Operations agentD. Reid
Account watch · 08:30
Ridgeline Fleet usually orders every 21 days. It’s been 28. Last month a competitor quoted them on SKU-822, their biggest line.
✓Order rhythmLate by 7 days
✓Price vs competitorSKU-822 · $31.50 vs $30.60
✓Margin at $30.8024%
Moving SKU-822 from $31.50 to $30.80 should keep them, and margin stays at 24%. Needs your approval.
Approve $30.80Call them first
Ask Wholesale ERP, or tell it what to do…
04 · ReplenishmentBuying decisions that account for everything a buyer checks.
“Stock low” is not a buying decision. What matters is how much is already promised, what the next weeks need and how long the supplier takes.
Wholesale ERP works it out per SKU: stock on hand, open sales orders, forecast demand and lead time, then the practical limits — minimum order, container size, supplier discounts, freight, exchange rate and cash.
It creates the purchase order, sends it to the supplier and tracks the confirmation.
Inventory/Replenishment
SKU-8821 · 215/55R17 94V
Auckland DC · supplier Pacific Tyre Supply
On hand480
On open orders310
Forecast · 4 wks620
Lead time23 d
Shortage risk450
Recommend800
MOQ400 · met
Container800 fills one 20 ftFull
Supplier discount3% at 800+
Freight · FX$1.90 / unit · NZD/USD 0.59
CashPaid on arrival · within this month’s budget
Operations agentD. Reid
Daily check · 07:00
SKU-8821 has 480 on hand but 310 are already promised, and the next four weeks need 620. With a 23-day lead time, we’re 450 short if we wait.
✓Create PO-4417 · 800 unitsDone
◷Send to Pacific Tyre SupplyWaiting
◷Track confirmationWaiting
800 fills a container, clears the MOQ and earns the 3% discount.
Approve & sendChange quantity
Ask Wholesale ERP, or tell it what to do…
05 · Supplier agentSupplier emails turn into re-plans, not surprises.
A supplier writes that a PO is eight days late and one line is short. In most businesses that email sits in a buyer’s inbox until a customer rings.
Wholesale ERP reads supplier emails as they arrive. It updates the ETA and the purchase order, finds every sales order affected and the customers who could be let down.
Then it works out the options — a transfer from another warehouse, a second supplier, which orders can wait — and puts them to the purchasing manager.
Purchasing/Supplier update
PO-2938 · Kaimai Imports
ETA moved +8 days · SKU-X12 short 300
Customer orders affected
| Order | Customer | Needs | Priority |
|---|
| SO-8801 | Coastal Tyres | 220 | High |
| SO-8812 | Ridgeline Fleet | 180 | High |
| SO-8819 | Taupo Tyre Centre | 120 | Normal |
| 3 more | Low priority | 210 | Can wait |
Operations agentD. Reid
Supplier email · 13:40
Unfortunately PO-2938 will be delayed by 8 days and SKU-X12 can only supply 600 instead of 900.
Worked for 11s
✓Update ETA and PO-2938Done
✓Find affected sales orders6
✓Work out options3
6 customer orders affected. Options:
✓A · Transfer 200 from Christchurch2 days
✓B · Buy 300 from Pacific Tyre+4% cost
✓C · Delay 3 low-priority orders6 days
I’d do A and C: the three high-priority customers get theirs on time.
Do A + CPick another
Ask Wholesale ERP, or tell it what to do…
06 · AllocationWhen stock is short, it decides who gets what, and says why.
A hundred in stock, a hundred and fifty wanted. The usual answer is first-come, first-served, and the wrong customer waits.
Wholesale ERP allocates by what actually matters: account value, service agreements, margin, promised dates, whether a partial delivery is acceptable, alternative products and what is arriving next.
Every allocation comes with its reasoning, so a rep can explain it to a customer.
Inventory/Allocation
Allocate SKU-5530
100 in stock · 150 asked for
| Customer | Wants | Gets | Backorder | Why |
|---|
| Coastal Tyres | 60 | 60 | — | Key account · promised Wed |
| Ridgeline Fleet | 50 | 30 | 20 | Fleet contract · partial OK |
| Pukeko Auto | 40 | 10 | 30 | Inbound Fri covers it |
150 more arrive Friday. Every backorder is filled by then.
Operations agentD. Reid
Worked for 4s
100 in stock, 150 wanted. I weighed account value, promised dates, margin, whether a partial is acceptable, and what arrives Friday.
✓Coastal · 60Promised Wed
✓Ridgeline · 30 + 20 laterAccepts part
✓Pukeko · 10 + 30 laterNeeds by Mon
Nobody misses a promised date.
Approve allocationChange
Ask Wholesale ERP, or tell it what to do…
07 · BackordersBackorders sorted by what can be done about them.
A list of twenty-eight backorders usually means twenty-eight lookups, one order at a time.
Wholesale ERP sorts them: critical, can be substituted, can be transferred, can wait, needs the supplier chased. For each order it lays out the options — stock in another warehouse, an equivalent product, the next shipment.
It recommends the fix per order, and the critical ones can be cleared in one approval.
Backorders
28 sales orders · sorted by what can be done
5Critical
7Can substitute
6Can transfer
8Can wait
2Chase supplier
SO-8829 · Pukeko Auto · missing SKU-771 × 40
Transfer 22 from Hamilton+ backorder 18 until the supplier delivers$60Tomorrow
Substitute SKU-772Available · customer approval needed+3%Today
Wait for supplierShipment due in 6 days$06 days
Operations agentD. Reid
Worked for 6s
Sorted all 28 backorders. Five are critical; the rest can be solved by substitute, transfer or waiting.
For SO-8829: transfer 22 from Hamilton and backorder 18 — Pukeko gets most of the order tomorrow.
Do all 5 criticalOne by one
Ask Wholesale ERP, or tell it what to do…
08 · WarehouseThe day’s picking planned before the first picker arrives.
Warehouses lose hours to orders picked in the wrong sequence, trucks waiting and stock that isn’t where the system says it is.
Every morning Wholesale ERP plans the day: which orders must leave first, which can be picked together, which need a pallet and a dock, and which show a stock mismatch that needs a count first.
Pickers work from their phones: every item is scanned to confirm, and an order can only be claimed by one picker at a time.
Today’s picking plan
Auckland DC · 138 orders · cut-off 14:00
Morning23must leave by 10:00
Combined38picked together
Check11stock doesn’t match
Pallet6freight, dock 2
| Wave | Orders | Pickers | Status |
|---|
| 1 · 07:00 · early runs | 23 | AK, TM, RS | Picking · 17/23 |
| 2 · 09:30 · combined | 38 | AK, TM | Next |
| 3 · 12:00 · pallets + rest | 77 | All | Planned |
Operations agentD. Reid
Planned · 06:15
138 orders today. I’ve built three picking waves so the 23 early runs leave first and 38 orders are picked together.
Pickers scan every item on their phones; an order can only be claimed by one picker at a time.
11 orders show stock that doesn’t match the system — they’re in a count list for the first hour.
Start wave 2See the count list
Ask Wholesale ERP, or tell it what to do…
09 · SubstitutesOut of stock doesn’t have to mean no sale.
When a customer wants a hundred and there are forty, most systems say “out of stock” and the rest of the order goes to a competitor.
Wholesale ERP looks for an equivalent: matching specification, stock available, the price difference. It shows how close the match is.
The rep sends the split offer — what you asked for, plus an equivalent for the rest — in one click.
Orders/SO-8850
Not enough of SKU-8825
Taupo Tyre Centre wants 100 · 40 in stock
| Requested | Alternative |
|---|
| Tyre | 205/55R16 91V · SKU-8825 | 205/55R16 91V · SKU-8826 |
| Load · speed | 91 · V | 91 · V |
| Wet grip | A | A |
| Warranty | 50,000 km | 50,000 km |
| Stock | 40 | 240 |
| Price | $175 | $181 (+3.4%) |
Spec match 96%. Suggest 40 × SKU-8825 and 60 × SKU-8826.
Operations agentD. Reid
Worked for 3s
Only 40 of SKU-8825. SKU-8826 matches 96% — same size, load and speed rating, same warranty — and there are 240.
Draft to the customer:
We have 40 of the tyre you asked for, and can fill the other 60 with an equivalent: same size, load, speed rating and warranty. Shall we send them together on Thursday?
Send to customerEdit
Ask Wholesale ERP, or tell it what to do…
10 · Reorder predictionIt knows who is about to order.
Most trade customers order in a rhythm. Nobody has time to watch it for hundreds of accounts.
Wholesale ERP learns each customer’s pattern — what they buy, how much and how often — and flags who is due in the next few days.
It drafts the usual order at this month’s price, with stock held, so the rep sends a quote before the customer thinks to ask a competitor.
Likely to reorder
Next 7 days · drafts ready
| Customer | Usual | Day | Draft |
|---|
| Taupo Tyre Centre300 × SKU-A every 31 days | 31 d | 29 | Quote ready |
| Coastal TyresMixed order every 14 days | 14 d | 12 | Quote ready |
| Ridgeline FleetFleet top-up every 21 days | 21 d | 28 | Late |
| Kauri MotorsSeasonal · before winter | — | — | Watch |
Operations agentD. Reid
Weekly · Monday
Taupo Tyre Centre orders about 300 of SKU-A every 31 days. Today is day 29.
I’ve drafted their usual order at this month’s price, with stock reserved until Friday.
Send quoteCall instead
Ask Wholesale ERP, or tell it what to do…
11 · CreditCredit decisions with the payment history attached.
On account terms, a new order can take a customer past their limit. A system that simply blocks the order loses a good customer; one that ignores it takes the risk.
Wholesale ERP checks every order against the limit, the balance and anything overdue — and against how this customer has actually paid over the past years.
It recommends what to do: a temporary increase, a part payment first, or holding the order. Finance decides with the facts in front of them.
Finance/Credit
Credit check · SO-8866
Harbour Auto Group · Net 30
Credit limit$100,000
Balance$82,000
Overdue$19,000
New order$35,000
Over limit by$17,000
Paid on time97%
Raise limit to $120k for 30 daysPays within 5 days of due date, 2 years runningSuggested
Ask for part paymentClear the $19k overdue first
Hold the order
Operations agentD. Reid
Worked for 3s
This order would take Harbour Auto $17,000 over their limit, with $19,000 already overdue.
But they’ve paid 97% of invoices within 5 days of the due date for two years, and the overdue amount is one invoice from a disputed delivery.
I’d raise the limit for 30 days rather than hold the order.
Raise for 30 daysHold order
Ask Wholesale ERP, or tell it what to do…
12 · Cash in stockIt shows where the cash is sitting, and how to get it back.
For most distributors the biggest cash problem is on the shelves. A stock report shows the value, not what to do about it.
Wholesale ERP ages stock by when it last sold and estimates what is unlikely to sell in the next six months.
For each part of it, it proposes the way out — buy less, return to the supplier, discount, bundle, transfer or clear — and what each frees up.
Cash in stock
Inventory value $3.8M · 3 warehouses
| Last sold | | Value |
|---|
| Within 30 days | | $2.21M |
| 31–120 days | | $950k |
| 120+ days | | $640k |
$280kUnlikely to sell in 6 months
$410kCan be freed this quarter
−18%Suggested cut to next month’s buying
Operations agentD. Reid
Month-end review
$640k hasn’t moved in 120 days, and about $280k of it is unlikely to sell in six months. Ways to free it:
✓Cut next month’s buying on 42 SKUs$150k
✓Return to supplier$96k
✓Discount or bundle$110k
✓Transfer to Christchurch$54k
Together that frees about $410k this quarter.
See the planBy supplier
Ask Wholesale ERP, or tell it what to do…
13 · Margin leaksIt catches the orders that ship at a loss.
Margin leaks one order at a time: a wrong discount, freight not charged, a cost that went up, an expired contract, a supplier surcharge, a unit mix-up.
Wholesale ERP checks the margin on every order against what is normal for that customer and product, and flags the ones that are out of line.
Each flag comes with its cause, often before the order has shipped.
Margin leaks
This week · 4 orders flagged
| Order | Margin | Cause |
|---|
| SO-9228 · Coastal TyresNormal for this customer 21–24% | 8.2% | Freight not passed on |
| SO-9214 · Pukeko Auto | 11.5% | Contract expired in Aug |
| SO-9231 · Kauri Motors | 14.0% | Supplier surcharge not priced in |
| SO-9240 · Ridgeline Fleet | −3.1% | Unit mix-up: box priced as each |
Operations agentD. Reid
Checked on every order
SO-9228 made 8.2% against Coastal’s normal 21–24%. The $1,140 freight to Tauranga wasn’t passed on.
SO-9240 is worse: a box of 20 was priced as a single unit — it hasn’t shipped yet.
Fix SO-9240 nowAdd freight rule
Ask Wholesale ERP, or tell it what to do…
14 · Operations briefThe whole business on one page, every morning.
An owner shouldn’t have to open twenty screens to find out how the business is.
Every morning Wholesale ERP writes one brief: yesterday’s revenue, open orders needing attention, stock at risk, late purchase orders, customers due or over their limit, and orders that may miss the cut-off.
Below it, the handful of decisions that need the owner, each with one button to approve.
Good morning
Monday · 07:30 · all warehouses
Revenue yesterday$284,000↑ 7%
Orders182 open14 need attention
Inventory8 at risk$280k slow stock
Purchasing3 POs late2 supplier replies to approve
Customers6 due4 over credit limit
Warehouse26 ordersmay miss today’s cut-off
Operations agentD. Reid
Prepared overnight · 06:00
Four things need you this morning:
◷Add 300 to PO-4417 · short in 18 daysWaiting
◷Move 180 × SKU-A South → AucklandWaiting
◷Send Coastal their reorder quoteWaiting
◷Review SO-8831 · over creditWaiting
Everything else from overnight is done — 21 orders entered, 3 supplier updates filed.
Approve the first 3One by one
Ask Wholesale ERP, or tell it what to do…
Wholesale ERP is the system of record. Orders still arrive the way customers send them, and it talks to the accounts, suppliers and freight.
01ImportYour catalogueProducts, customers, price lists and open orders — we clean the catalogue with you, usually the biggest job.
02WarehousesYour locationsBranches, zones and bin locations. Pickers get the app on their phones, no install.
03Pricing & creditYour rulesContract prices, discounts, target margins and credit limits.
04Choose the agentsYour approvalWhich run on their own, and which wait for a person.
Distributors and trade suppliers with one or more warehouses — tyres, parts, building products, trade supplies.
A one-off setup fee, then a monthly fee. Both are fixed in writing before anything starts — see Offerings.
