Dealer orders without the phone tag.
Your dealers order by phone, WhatsApp and through salespeople, each with their own price list, scheme and credit limit. We build the partner portal and the approval workflow behind it, so the terms hold from order to invoice.
Many channels, one set of terms.
Picture a distributor of electrical goods supplying retailers across two states. Orders come in through the field sales team's notebooks, a WhatsApp group for each area, and the odd email with a photo of a handwritten list. Someone at the office keys each one into the accounting system, checks the dealer's price slab and current scheme, and looks at the outstanding before releasing it.
When that person is on leave, or a scheme changes mid-month, things slip. A dealer gets last month's discount. An order goes out to an account well past its credit days. A salesperson promises a delivery date the warehouse never heard about.
A shared product catalogue helps, but the commercial rules are the hard part: which price list applies to which dealer, which schemes run in which territory, when an order needs a credit check, and who can approve an exception.
We would build a partner portal where dealers place and track orders on their own terms, an internal queue for orders that need approval, and statements showing each dealer what they owe. Your accounting system, whether Tally or an ERP, stays the books; the portal reads from it and posts approved orders back.
What a dealer portal holds.
The parts we would expect to build, scoped to how your network actually trades.
Ordering on the dealer's terms
Dealers see the catalogue with their own prices, applicable schemes and minimum quantities, and can repeat a past order. Salespeople can place orders on a dealer's behalf from their phone.
Credit and approval rules
Orders over a dealer's limit, or from accounts past their credit days, wait for an authorised reviewer. The dealer sees the order is on hold and why.
Statements and collections
Invoices, payments received, credit notes and the running outstanding, pulled from accounts, so dealers stop calling to ask what they owe.
Status from order to dispatch
Approved, picked, invoiced, handed to the transporter with LR details. The price and terms used stay attached to the order even when the list changes next month.
Agree the rules before the portal.
- Every price list in use, and which dealers, territories or tiers each applies to
- How schemes and discounts are defined, and whether they stack
- Credit limits and credit days per account, and who can override them
- Which system is the source for stock, prices and outstanding, so the portal never shows two answers
- What salespeople may do for a dealer, and what only the dealer or the office can do
- How returns, damages and short supplies are claimed and credited
Questions distributors raise.
Can different dealers see different prices?
Yes. Prices, schemes and even the visible catalogue can follow dealer, tier or territory rules. Each dealer sees only what applies to them.
Will it connect to Tally or our ERP?
We check what your system allows — APIs, connectors or scheduled exports — and agree exactly which records move each way: dealers and items in, orders out, ledgers back. Where there is no clean route, we tell you before building around it.
Our dealers are used to WhatsApp. Will they switch?
Some will and some won't. We usually keep a salesperson-assisted path so orders taken on a call still land in the same queue, and make reordering on a phone quicker than typing a message.
What should the first release include?
Ordering with dealer-specific prices and the credit hold, for one region or one product line. Statements and scheme management can follow once the office trusts that portal orders match what it would have keyed in by hand.
Related reading for distribution teams.
API integrations
Linking the portal to accounting, stock and transporter systems.
API integrations AI capabilitySales follow-ups
AI that flags dealers who have gone quiet or are due to reorder, for your sales team to act on.
Read more IndustryLogistics
Getting orders to dealers, with delivery records that close the loop on proof of delivery.
LogisticsSend us one dealer's price list and credit terms.
That is usually enough for us to point out where the portal's rules will need the most care.