Wholesale Order Workflow: What Changes About Your Week
It's Tuesday morning. You have three wholesale inquiries sitting in your inbox from Monday. One is for 200 croissants for a coffee shop. Another is 50 dozen donuts for a corporate event on Friday. The third is from a new account asking for a quote on custom brownies — they want to know if you can do 500 units monthly. You open your spreadsheet. You've got the old pricing from last year. You're not sure if butter is still $4.50 a kilo or if it went up. You guess. You price the croissants at $1.80 each and send it. Two hours later, the coffee shop replies: they need 400, not 200. You have to reprice and resend. You don't know if you actually make money on these orders until tax season. With BakeOnyx, Tuesday morning looks different. You open your phone. The three inquiries are waiting in your pipeline. You tap the croissant order. BakeOnyx shows you the recipe cost: $0.67 per croissant (flour, butter, salt, yeast — all linked to your current supplier prices). You add your labor and overhead. You hit "Generate Quote." It sends automatically with a link. When the coffee shop replies "actually 400," you change the quantity on your phone. The quote updates. They accept. The order moves to "Confirmed." Your production schedule now shows 400 croissants baking Friday morning. Your inventory alerts tell you Wednesday that you need more butter. You order it. Friday bakes happen on time. No guessing. No spreadsheet panic.
How It Works
Create a wholesale inquiry from an email or phone call
You're on the phone with a new coffee shop account. They ask for a price on 200 croissants weekly. You open BakeOnyx on your iPad. Tap "New Inquiry." Enter the customer name, the product (croissants), the quantity (200), and the delivery date (every Friday). Add a note: "Wants laminated, not frozen." Hit save. The inquiry lands in your pipeline with today's date. You don't have to remember to email yourself or write it down on a sticky note.
Pull the recipe and let BakeOnyx calculate the ingredient cost
You tap the croissant inquiry. BakeOnyx opens your croissant recipe: 500g flour, 250g butter, 50g sugar, 10g salt, 5g yeast. Each ingredient is linked to your supplier prices. Flour is $0.45/kg (you updated this last week). Butter is $4.80/kg (your new supplier). BakeOnyx shows: total ingredient cost for one batch of 24 croissants = $8.94. Cost per croissant = $0.37. The customer wants 200. That's 8.33 batches. Total ingredient cost = $74.55. You add labor ($0.25 per croissant) and overhead ($0.15 per croissant). Selling price: $1.20 per croissant. Profit per unit: $0.43. Total profit on 200 units: $86.
Generate and send a quote in 45 seconds
You review the numbers. They look good. You tap "Generate Quote." BakeOnyx creates a PDF with your logo, the customer name, the product, the quantity, the unit price, the total, and a delivery date. It includes your payment terms (Net 15, or whatever you set). You tap "Send." The quote goes to the customer's email with a link. They can accept the quote directly from the email. When they do, the order automatically moves to "Confirmed Order" in your pipeline.
Confirm the order and it lands on your production schedule
The coffee shop accepts the quote. You see a notification. You tap "Confirm Order." BakeOnyx now knows: 200 croissants, Friday 8 AM delivery. It adds the order to your production schedule. Your team opens the app. They see "Friday: 200 croissants, 8 batches, start at 4 AM." The recipe is linked. They tap it. They see: 4kg flour, 2kg butter, 400g sugar, 80g salt, 40g yeast. They know exactly what to prep Thursday night.
Track inventory depletion and get reorder alerts
BakeOnyx now knows you have 8kg flour in stock and you need 4kg for Friday's croissants. You have 2.5kg butter. You need 2kg. You have enough butter. But you're low on flour. Wednesday morning, BakeOnyx sends you an alert: "You have 8kg flour. Friday's order needs 4kg. You have 3 other orders this week that need 6kg total. Reorder by Thursday." You tap the alert. It opens your supplier list. You order 20kg flour. Done.
Invoice and track payment after delivery
Friday morning, 200 croissants are boxed. You deliver them to the coffee shop at 8 AM. You mark the order "Delivered" in BakeOnyx. It automatically generates an invoice: customer name, order details, amount due ($240), payment terms (Net 15). You can email it or print it. The coffee shop pays you Monday. You mark it "Paid." BakeOnyx now knows this customer's order history, average order size ($240), and delivery frequency (weekly). This data feeds into your reports.
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Benefits
Price a 500-unit wholesale order accurately in 2 minutes instead of guessing
You get a call from a corporate buyer. They want 500 brownies for an event. Your old way: you'd grab last year's pricing, hope the numbers were right, and quote $1.50 per brownie. Your new way: you open the brownie recipe in BakeOnyx. Chocolate, butter, eggs, sugar, flour — all linked to current supplier costs. BakeOnyx calculates ingredient cost: $0.42 per brownie. Add labor and overhead. Selling price: $1.15 per brownie. Profit: $0.73 per unit. 500 brownies = $365 profit. You send the quote in 90 seconds. You know you're making money. No second-guessing.
Price a 500-unit wholesale order in 90 seconds with real costs, not guesses
Stop overbaking or underbaking because your production schedule is tied to confirmed orders
Before BakeOnyx, you'd bake 300 croissants on Friday because that's what you did last Friday, even if you only had 200 confirmed. You'd freeze the extras. Some would go bad. With BakeOnyx, your production schedule pulls directly from confirmed wholesale orders. Friday shows 200 croissants (coffee shop), 100 donuts (corporate), 50 brownies (grocery store). You bake exactly what's ordered. No waste. No frozen inventory taking up space.
Cut ingredient waste by 15-20% by baking only what's confirmed
Handle 12 wholesale inquiries in one week without losing track of a single one
June is your busy season. You get wholesale inquiries from catering companies, corporate buyers, new retail accounts. In the old way, they'd come in via email, text, Instagram DM, phone calls. You'd lose track. You'd forget to follow up. With BakeOnyx, every inquiry lands in one pipeline. You see the status of each: "Quoted," "Awaiting Response," "Confirmed," "Delivered," "Paid." You can filter by date or customer. You can see which quotes are still pending. You can set a reminder to follow up on the catering company's quote from Tuesday. Nothing falls through the cracks.
Manage 12+ wholesale inquiries per week without losing a single email thread
Know exactly what your wholesale business is making you — and which products are actually profitable
You run a bread bakery with 15 recipes. You sell wholesale to 8 accounts. At tax time, you have no idea which products make money. Sourdough boules? Profit margin is 35%. Sandwich bread? Margin is 12%. You've been pricing them the same. With BakeOnyx, you run a report: "Profit by Product, Last 90 Days." It shows you sourdough boules are your best performer ($2.10 profit per unit). Sandwich bread is dragging down your average. You raise sandwich bread prices by $0.20. Margin jumps to 18%. You focus your wholesale pitches on sourdough. In 3 months, your wholesale revenue is up 22%.
Identify your most profitable wholesale products in one report; adjust pricing and boost revenue by 15-25%
Your wholesale customers get automatic order updates — they don't have to call you asking where their delivery is
A grocery store manager texts you: "Where are my donuts?" You're in the middle of frosting. You have to stop and text back. With BakeOnyx, when you confirm an order, the customer gets an email with a delivery date and a tracking link. When you mark the order "In Production," they get an update. When it's "Ready for Pickup," they get another one. When it's "Delivered," they get a receipt. They don't have to call. You don't have to interrupt your work.
Cut customer follow-up calls by 70% with automatic order status updates
Run your wholesale business from your phone — no need to go back to the office to check orders
You're at a farmers market on Saturday. A wholesale buyer asks if you can do 150 croissants weekly starting next month. You open BakeOnyx on your phone. You pull up the croissant recipe. You calculate the cost in 30 seconds. You quote $1.20 per unit. They say yes. You create the order right there. It goes into your system. Your team sees it Monday morning. You didn't have to go back to the office. You didn't have to send an email. You didn't have to write anything down.
Quote and confirm wholesale orders from anywhere — phone, market, delivery truck — in under 2 minutes
Related Features
Recipe Costing
Link every ingredient to your supplier prices so BakeOnyx calculates real costs for wholesale orders automatically.
Production Scheduling
Confirmed wholesale orders feed directly into your bake schedule so your team knows exactly what to prep and when.
Inventory Tracking
See how much flour, butter, and chocolate you have left and get alerts when wholesale orders will deplete your stock.
Invoicing
Generate invoices automatically after delivery and track which wholesale customers have paid and which are overdue.
Reports & Analytics
See profit by product, customer lifetime value, and which wholesale accounts are your most profitable in one dashboard.
Supplier Management
Keep all supplier prices in one place so when butter goes up, every recipe that uses it updates automatically.
Frequently Asked Questions
Ready to Transform Your Bakery?
Join hundreds of baking businesses using BakeOnyx to manage orders, recipes, inventory, and more. Start your free trial today — no credit card required.
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