Wholesale Order Management: What Changes About Your Week
It's Tuesday morning. A café owner you've been supplying for eight months calls with an urgent order: 200 croissants for a corporate event Friday, plus 60 of your signature lemon cakes. You grab a pen. Your mind does math. Butter costs more this month. You factor in packaging. You think about what you charged them last time. You quote a number. They push back. You knock 8% off because you're not sure if you're even making money on this account anymore. You hang up and open three spreadsheets to figure out if you just made a mistake. With BakeOnyx, you open your wholesale account for that café, click their standing order template, adjust quantities for Friday's event, and BakeOnyx calculates your exact ingredient cost ($847.32), your labor cost ($156), your packaging cost ($34), and shows you a 38% margin at your current wholesale price. If the math doesn't work, you adjust the price before you call them back. You quote with confidence. You know the number is right.
How It Works
Set up your wholesale account with standing products and pricing tiers
You navigate to the Wholesale Accounts section and create a new account for 'Riverside Café.' You add the three products they order regularly: croissants (24-count box), lemon cake (whole, 9-inch), and chocolate chip cookies (dozen). For each product, you set your wholesale price ($18/box for croissants, $32 for cakes, $12/dozen for cookies). BakeOnyx stores this pricing. If you offer tiered discounts—say, 5% off on orders over $500—you enter that rule once. It applies to every order from this account automatically.
Create a wholesale order from a phone call or email in under 90 seconds
The café owner emails: '200 croissants, 60 cakes, 40 dozen cookies for Friday delivery.' You open BakeOnyx on your phone while you're mid-batch. You tap 'New Order' and select 'Riverside Café' from your wholesale accounts. The form auto-fills their standing products and pricing. You change croissants from 24 to 200 units (BakeOnyx converts this to 8 boxes + 8 loose units), cakes to 60, cookies to 40 dozen. The total shows: $1,248 before any discounts. The 5% bulk discount applies automatically because the order exceeds $500. Your new total: $1,185.60. You add delivery notes ('Friday 7 AM') and hit 'Send Quote.' The café owner gets an email with the breakdown and a link to confirm.
See your exact ingredient and labor cost for every wholesale order before you confirm it
When you create that order for 200 croissants, 60 cakes, and 40 dozen cookies, BakeOnyx pulls the current ingredient costs from your recipes. It knows croissants cost $1.84 in butter, flour, and salt. 200 croissants cost $368. It knows your lemon cake recipe uses $4.20 in ingredients; 60 cakes cost $252. Cookies cost $0.62 each; 40 dozen cost $298.80. Total ingredient cost: $918.80. BakeOnyx also factors in labor: if you've logged that croissants take 12 minutes of labor per box, it calculates labor cost for 8 boxes. All of this appears on the order details screen before you send the quote. You see immediately: ingredient cost + labor cost + packaging cost = $1,108. Your quoted price is $1,185.60. Margin: 8.1%. You decide if that's acceptable for this customer.
Convert confirmed orders into production batches automatically
The café owner confirms the order. BakeOnyx marks it as 'Confirmed' and sends you a production schedule. It calculates: you need to bake 8 full boxes of croissants (192 croissants) plus 8 loose ones. That's 6 batches of your 32-croissant recipe. 60 cakes means 10 batches of your 6-cake recipe. 40 dozen cookies means 3.33 batches of your 12-dozen recipe (so you'll make 40 dozen, not 39). BakeOnyx creates a job sheet for each batch with scaled ingredient amounts. You print the sheets or view them on your tablet at the mixer. No math. No mistakes.
Track production status and alert your team to deadlines
You're baking Monday and Tuesday for Friday delivery. BakeOnyx shows the order in your production schedule with a Friday 7 AM delivery deadline. Your team clocks in Tuesday morning, opens their mobile app, and sees 'Riverside Café — 200 croissants, 60 cakes, 40 cookies — DUE FRIDAY 7 AM.' They see which batches are done, which are in progress, which are next. If a batch finishes early, they mark it complete in the app. BakeOnyx updates the order status in real time. You see at a glance: 4 of 6 croissant batches done, all cake batches done, 2 of 3 cookie batches done. No phone calls. No guessing.
Invoice and track payment for wholesale orders separately from retail
Friday morning, your team delivers the order. You mark it 'Delivered' in BakeOnyx. An invoice generates automatically with your wholesale pricing, the discount applied, and the total due: $1,185.60. You can email the invoice directly to the café owner or print it for their records. BakeOnyx tracks payment status. When the café owner's check clears (or their ACH payment posts), you mark it paid. Over time, BakeOnyx shows you: Riverside Café has spent $8,420 with you this year, average order size is $1,089, and they pay in 8 days on average. This data helps you decide if they're a profitable account worth prioritizing.
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Benefits
Price a wholesale order with your exact margin visible before you quote
You're no longer guessing or doing mental math on phone calls. When a wholesale customer calls with a bulk order, you open their account, enter quantities, and see ingredient cost, labor cost, packaging cost, and your margin in seconds. If the margin is too thin, you adjust the price before you commit. This eliminates the Sunday night panic where you realize you undercharged by 12% and lost $140 on the order.
Quote a 200-unit wholesale order with full cost breakdown in 60 seconds instead of 15 minutes of spreadsheet work
Stop manually calculating scaled recipes and batch quantities for bulk orders
A wholesale customer wants 300 cookies instead of your standard 12-dozen batch. You don't reach for a calculator. You enter 300 into BakeOnyx. It calculates: that's 25 dozen, which is 2 full batches (24 dozen) plus 12 more. It scales your recipe, shows you need 6.25 kg of flour (not 6 kg), 3.13 kg of butter, and prints a job sheet with every ingredient amount adjusted. Your team bakes to the sheet. No conversions. No waste from over-batching.
Eliminate recipe scaling math and reduce ingredient waste by 3-5% on bulk orders
Manage multiple wholesale accounts and their unique pricing tiers without spreadsheet chaos
You have five wholesale accounts. Riverside Café gets 5% off orders over $500. The hotel gets 8% off and requires Monday delivery. The corporate caterer gets tiered pricing: 5% off on orders $1,000–$1,999, 10% off on $2,000+. Instead of maintaining separate sheets or remembering these rules, you enter each rule once in BakeOnyx. Every order from each account automatically applies the correct discount. When you raise prices in January, you update the base price once. All accounts and all their discount tiers recalculate.
Manage 5+ wholesale accounts with unique pricing in one place instead of three spreadsheets
See which wholesale customers are actually profitable and which ones drain your margin
BakeOnyx runs a 'Wholesale Customer Profitability' report. It shows you: Riverside Café averages 38% margin, the hotel averages 22% margin (because of their 8% discount and delivery cost), the caterer averages 44% margin. You also see payment speed: Riverside Café pays in 8 days, the hotel in 35 days. Suddenly you know that while the hotel orders are large, they tie up cash and eat margin. You can renegotiate terms, raise prices, or deprioritize them. You're not flying blind.
Identify which wholesale accounts are profitable and which ones lose money—typically revealing 1-2 accounts you should renegotiate or drop
Deliver orders on time because you see production deadlines clearly and your team knows what to prep
Every wholesale order appears in your production schedule with its delivery date. Your team sees the deadline the moment they clock in. BakeOnyx calculates backward: if an order is due Friday 7 AM and croissants need 18 hours of proofing plus 4 hours of baking, BakeOnyx flags that you need to start Tuesday evening. Your team doesn't miss deadlines because the deadline is visible and non-negotiable. Late deliveries damage your wholesale reputation; on-time delivery builds it.
Reduce late wholesale deliveries by 95% because deadlines are visible to your entire team
Track wholesale inventory separately so you never double-sell or run out mid-batch
You have 40 kg of laminated dough in the walk-in. You get three wholesale orders that week totaling 45 kg of croissants, which requires 42 kg of dough. BakeOnyx alerts you: 'You have 40 kg of dough. Confirmed orders need 42 kg. You're short 2 kg.' You either make extra dough Monday or adjust one order. Without this visibility, you'd start baking Wednesday, run out Thursday, and scramble to remake dough or disappoint a customer.
Prevent stockouts on wholesale orders by seeing inventory vs. committed orders 3-5 days in advance
Related Features
Order Management
Track every wholesale order from inquiry through delivery and payment, with status updates visible to your team.
Recipe Costing
Calculate exact ingredient cost for every recipe so your wholesale pricing reflects true cost of goods sold.
Batch Costing
See the ingredient and labor cost of each batch you produce, ensuring wholesale margins stay profitable.
Inventory Tracking
Monitor ingredient levels and finished goods inventory so you never run short on a wholesale order.
Production Scheduling
Schedule wholesale production batches with deadlines visible to your entire team so orders ship on time.
Invoicing
Generate and track wholesale invoices with tiered pricing, discounts, and payment status automatically applied.
Reports & Analytics
Run profitability reports by wholesale customer to see which accounts are worth your time and which drain margin.
Supplier Management
Track supplier costs and update ingredient prices so wholesale orders always reflect current cost of goods.
Frequently Asked Questions
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