Stop Managing Wholesale Orders in Email and Spreadsheets — Give Your Distributors Their Own Portal
Your wholesale distributors can place orders anytime, see real-time inventory, and track shipments — while you cut 5 hours a week of order admin.
Cut wholesale order admin from 5 hours a week to 30 minutes. Let distributors place orders anytime, see real-time stock, and track shipments without emailing you.
It's Wednesday morning. You've got three emails from distributors asking about stock levels, two more asking for price quotes on bulk orders, and one asking if you can rush 50 dozen croissants for Friday delivery. You're checking your spreadsheet to see if you have the inventory, calculating whether you can produce that volume, and typing out individual replies to each one. Meanwhile, your production manager is asking what's coming in this week, and you're realizing you haven't updated the master list since yesterday. If you're selling wholesale — whether it's to restaurant chains, specialty food stores, or corporate caterers — you know that managing distributor orders through email and spreadsheets costs you real time and real money. A distributor portal for bakery software lets your wholesale customers place orders 24/7, see live inventory, and track shipments on their own — without you fielding the same questions ten times a week.
Free 14-day trial. No credit card required.
Sound Familiar?
“You're answering the same stock question 15 times a week”
Every morning, distributors email asking if you have 200 croissants in stock or when the next batch is ready. You're checking your spreadsheet, doing the math in your head, and typing out the same answer to five different people. By the time you reply, the numbers have changed. One distributor orders thinking you have 300 units; you actually have 240. Now you're scrambling to communicate a shortage, and they're upset. This happens twice a week, and you're losing 2 hours just answering inventory questions.
“Wholesale pricing changes and nobody knows it”
You updated your bulk pricing last month — 5% discount on orders over 100 units, 10% on 200+. But one distributor is still quoting the old price to their customers. Another one asks if the discount applies to their standing order. You're explaining the same pricing structure in four different emails. A third distributor calls because they're confused about whether the discount applies to mixed orders (croissants + bagels) or just single products. You spend 45 minutes clarifying something that should be crystal clear.
“Orders come in at 11 PM and you don't see them until morning”
A distributor places an order at 11:30 PM for Monday delivery. You don't see it until 8 AM Tuesday — now you've got 24 hours to produce 300 units instead of 48. Your production schedule is already locked. You have to call them back, negotiate a Tuesday delivery instead, and shuffle your whole week. This happens once a month and costs you either a lost order or a rushed, expensive production run.
“You can't tell which distributors are actually profitable”
You've got eight wholesale accounts. Three of them order 200+ units a week. Two order sporadically. One orders small quantities but demands rush delivery every time. You're spending the same amount of time managing all of them, but you have no idea which ones are actually making you money after you factor in rush fees, delivery costs, and the admin overhead. You suspect one account is barely profitable, but you can't prove it because your numbers are scattered across emails and a messy spreadsheet.
“Your staff doesn't know what to bake until you tell them”
Orders come in throughout the day. You're supposed to consolidate them and give your head baker a production list by 4 PM so they can plan the next day's bake. But orders are still trickling in at 5 PM, and you're updating the list by hand. Sometimes you miss an order. Sometimes you double-bake something because you didn't realize two distributors ordered the same item. Your staff is frustrated because they don't have a clear, real-time picture of what needs to be made.
Your Distributors Get a Portal. You Get Your Time Back.
Monday morning looks different now. Your distributors logged in over the weekend and placed their orders themselves — no emails from you, no spreadsheet updates. The system automatically checked inventory, confirmed what's available, and gave them a delivery date. Your production manager pulled up the consolidated bake list at 7 AM and saw exactly what needs to be made, in what quantity, for which customers. You spent 20 minutes this morning reviewing profit margins by distributor and realized which accounts are worth pushing for growth. No more inventory questions because distributors can see stock levels in real-time. No more pricing confusion because the portal shows them exactly what they pay based on order volume.
- ✓Distributors place orders 24/7 — you see them consolidated in one dashboard, not scattered across email
- ✓Real-time inventory shows what's in stock — reduces 'do you have...' emails by 80%
- ✓Automatic order confirmation with delivery dates — no back-and-forth negotiating
- ✓Bulk pricing rules apply automatically — $4.20/unit for 50+, $3.85 for 100+ — no manual quotes
- ✓Production list auto-generates every morning with consolidated orders from all distributors
- ✓Profit margin tracking by distributor — know which accounts are worth your time
- ✓Shipping & tracking — distributors see when their order ships and when it arrives
How It Works
Invite Your Distributors to Their Portal
You send each distributor a login link. They sign up in 2 minutes — name, email, delivery address. That's it. They don't need to understand your software; they just see a simple product catalog with prices, stock levels, and a place to add items to an order.
They See Live Inventory and Place Orders Anytime
A distributor logs in Tuesday evening and sees you have 240 croissants in stock, 180 bagels, and 60 danish. They add 150 croissants and 100 bagels to their cart. The system shows the price ($3.85/unit for orders over 100), a delivery date (Thursday), and an order total. They hit confirm. Done.
Orders Land in Your Dashboard — Consolidated, Not Scattered
The order appears in your BakeOnyx dashboard instantly. You can see all orders from all distributors for the week in one place. The system has already consolidated them by product — you need 450 croissants total (150 from Distributor A, 200 from B, 100 from C). Your production manager pulls up the bake list and sees exactly what to make.
Your Staff Bakes. The System Tracks Fulfillment.
Your team bakes the order. When it's ready, someone scans a barcode or clicks 'ready to ship' in the system. The distributor gets an email: 'Your order ships Thursday at 10 AM.' They can track it if you integrate with a carrier. No phone calls. No 'when will my order be ready' emails.
You Review Profit and Plan Growth
Every Friday, you pull a report: sales by distributor, margin by product, which accounts are growing, which are flat. You see that Distributor C is ordering 40% more than last quarter and has a 32% margin. Distributor E is only ordering small quantities with thin margins. You know exactly who to focus on.
Stop Managing Wholesale Orders Manually. Start This Week.
Give your distributors a portal. Get 5 hours back every week. See which accounts are actually profitable.
Before & After BakeOnyx
A distributor needs to know if you have 200 units of a product in stock — and they need to know now
Before
They email you at 2 PM: 'Do you have 200 croissants available for Thursday delivery?' You check your spreadsheet (which was last updated yesterday), do the math, and realize you might have 180 but you're not sure because you've got a custom order that might use some. You email back: 'Probably, let me confirm.' You call your production manager. They say 'maybe, depends on if the wedding cake order uses those croissants.' You email the distributor back 45 minutes later: 'Yes, we can do 200 for Thursday.' They're frustrated by the delay. You're frustrated because this takes 45 minutes.
After
They log into the portal at 2 PM and see: 'Croissants: 240 in stock. Thursday delivery available.' They add 200 to their order, confirm, and it's done. You see the order pop up in your dashboard. Total time: 90 seconds. No email, no phone call, no guessing. Your production manager already sees it on the consolidated bake list.
You changed your bulk pricing last month. A distributor is still quoting the old price to their customers.
Before
Distributor A calls: 'Hey, I quoted a customer $4.50/unit for 150 croissants, but I thought we had a discount for that volume?' You check your records. You updated pricing to $4.00/unit for 100+. But they're right — they've been ordering at the old price because you never told them. You feel bad. You honor the old price for their next order. You lose $75 on that order because you didn't communicate the change clearly.
After
You update bulk pricing in BakeOnyx: 100+ units = $4.00/unit, 200+ = $3.85/unit. Every distributor sees the new price the next time they log in. The pricing applies to their next order automatically. No confusion, no lost revenue, no awkward phone calls. New distributors see the correct price from day one.
It's Friday and you need to know which distributors are worth investing in
Before
You're trying to figure out which wholesale accounts are actually profitable. You've got orders scattered across emails from the last three months, prices in a spreadsheet that's been updated three times, and shipping costs you can't quite track. You spend 2 hours pulling together rough numbers and still don't have a clear answer. You give up and just try to grow all accounts equally, which wastes time on low-margin business.
After
You log into BakeOnyx and pull a 'Distributor Profitability' report. It shows: Distributor A: $4,200 revenue, 32% margin, 45 orders. Distributor B: $1,800 revenue, 18% margin, 12 orders. Distributor C: $6,100 revenue, 28% margin, 62 orders. You spend 5 minutes understanding your business better than you did in 2 hours of spreadsheet work. You know exactly who to call about growth and who might not be worth the effort.
An order comes in at 9 PM on a Sunday and you don't see it until Monday morning
Before
A distributor emails an order Sunday at 9:15 PM for Monday delivery. You're asleep. You see it at 8 AM Monday. Now you've got 16 hours to produce 300 units instead of 40 hours. You have to call them back and negotiate a Tuesday delivery, or you have to disrupt your production schedule and pay overtime. You lose either the order or the margin.
After
The distributor places the order in the portal Sunday at 9:15 PM. The system automatically checks your production capacity and shows 'Tuesday delivery available' (not Monday, because you can't produce that volume overnight). They confirm Tuesday. Your production manager sees the order Monday morning on the consolidated list, already scheduled for the right day. No disruption. No lost margin.
What Changes for You
Save 5 hours a week answering inventory and pricing questions
No more 'do you have 200 croissants?' emails. No more explaining bulk pricing five times a week. Distributors see real-time stock and pricing in the portal. You spend 5 fewer hours a week on email admin — that's 260 hours a year. Put that time toward sales, product development, or just not working nights.
Capture orders 24/7 instead of losing them to competitors
A distributor thinks of you at 10 PM on Sunday and places an order. With email, they wait until Monday morning and might order from someone else by then. With a portal, the order is in your system instantly. You get the sale instead of your competitor. Over a year, this captures an extra 8-12 orders you would have lost.
Cut production planning time from 1 hour to 10 minutes
Instead of collecting orders throughout the day and manually consolidating them, your production manager pulls up one consolidated list every morning. 50 minutes saved every single day. Your staff knows exactly what to bake, in what quantity, without guessing or last-minute changes.
Eliminate pricing errors and margin leaks
Bulk pricing rules apply automatically. No more accidentally quoting the wrong price or honoring an old discount. Every order calculates correctly. A single pricing mistake on a 300-unit order costs you $200+. Prevent three of those a year and you've paid for the software.
Identify your most profitable distributors in seconds
Pull a profit-by-distributor report and see exactly which accounts are worth your time. You realize Distributor A has a 28% margin and orders 200 units weekly. Distributor B has a 12% margin and demands rush delivery every time. You know who to invest in and who to gently push toward a competitor.
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Stop Managing Wholesale Orders Manually. Start This Week.
Give your distributors a portal. Get 5 hours back every week. See which accounts are actually profitable.
Free 14-day trial. No credit card required. Plans from $29/month.