Wholesale distribution software that runs order to cash

Wholesale distribution software runs the order-to-cash cycle for B2B distributors: order capture, warehouse pick-pack-load, route-optimised delivery, invoicing and credit control on one platform. RouteMagic does all of it in one system, so orders aren’t re-keyed between a generic ERP, a spreadsheet and a paper POD book.

Order-to-cash is the full lifecycle of an order: capture, credit and stock validation, fulfilment, invoicing, payment collection and reconciliation. RouteMagic runs every step on one record, so an order captured by telesales, EDI, portal, app or as a standing order is credit-checked at capture, routed to pick, pack and load, then invoiced against the goods actually accepted and reconciled the same cycle.

EDI feeds are mapped to the same Sale Order pipeline as every other channel. Once a feed is configured, orders land validated, credit-checked and ready for pick, exactly like a telesales order, with no separate ledger to reconcile afterwards.

For most distributors it does not need to. RouteMagic is the order-and-fulfilment spine and integrates with the accounts package you already run, so there is no rip-and-replace. Where a distributor does want one system, the back office carries the ledger too.

Yes. Keep your sequence and we ingest it, so customer-facing documents carry your numbering rather than ours.

In a fixed order the customer’s own pricelist wins, then their group’s, then the default. Manual overrides apply only where you have enabled them. Promotions apply automatically and recalculate on every save, so a discount stays a deliberate act rather than an accident.

Yes, on the same spine. Collect an order from a supplier or a sister branch, raise a service order for on-site work with no pick or pack and invoice labour and parts, or charge a customer for the warehouse space you rent them.

Yes. Start with one team and a few vans, then add warehouses, routes, entities and users on the same platform and data. RouteMagic was built for the complexity mid-market and enterprise distributors deal with, so nothing has to be replaced as you scale, but that capability is configuration rather than a long implementation, which is what makes it practical at the smaller end too.

Yes. Standing Sale Orders auto-generate on the schedule you set; telesales agents take calls against a call cycle and build orders live. Portal orders, rep orders and quotes land in the same pipeline and go through the same warehouse pick / pack / load steps.

All first-class flows. Line-level amendments are straightforward right up to the pick step; after pick, substitution and partial-fulfilment take over, reason-coded and ledger-true, without a manual rebuild. At the door the driver records the reason, captures a photo if needed, and the order splits or amends cleanly. The invoice reflects what was actually delivered; the rest becomes a back-order, a return, or a cancellation. Your rules decide.

AI demand forecasting uses a machine-learning model to predict how much of each product you’ll sell, instead of relying on a buyer’s judgement and last week’s figures. RouteMagic trains a neural model on your own sales ledger and forecasts 30 days out at SKU, customer and route grain, then feeds that forecast straight into replenishment and order generation, so buying matches selling.

A meaningful fit starts at 90+ days of transactional history. Three to six months is the sweet spot for catching weekly and monthly seasonality. New SKUs and new customers cold-start from category and route priors until they have their own signal.

Every run reports its error against a slice of your own history the model was not allowed to see, next to a plain moving-average baseline. If the neural model is not beating the simple one on your data, you can see it rather than assume it.

Four alerts ship built in, covering vehicle weight, volume and inspection defects and accepted samples. Everything else you build: pick the record, choose whether it fires on an event, a schedule or a button, filter which records qualify, and send an email or a WhatsApp message or apply a bulk update.

Yes. They are off by default for every role until an administrator enables them, so you decide what runs and who can reach it.

On hand is what is physically there, committed is what is already reserved against an approved order that has not left, and available to promise is the difference. That last number is the one a rep or telesales agent should quote. Van stock is counted separately, because it is separate.

Yes, against a deposit balance per customer, counted out on delivery and back on collection, so the float reconciles rather than quietly leaking. A monthly holding charge can be billed per unit held where your customer agreement allows it.

Batch Management tracks batch numbers and expiry from receipt through delivery. Picking can enforce FIFO or FEFO; expiry is validated on receipt, pack and deliver. Cold-chain temperature can be captured at POD.

After POD confirms the delivered quantities, the order moves to Pre-Invoice. Finance can review exceptions (amendments, substitutions, short deliveries) or let clean orders auto-advance to Invoiced. Skip the step entirely with one setting if you prefer same-second invoicing.

Every customer has a Credit Class, a credit limit and a live Customer Balance. Orders over the limit can block at entry, at load, or at delivery, depending on how strict you want to be. Dunning messages fire automatically against aging buckets.

RouteMagic connects to Xero, QuickBooks, Sage 50, Sage 200, Tally, Zoho Books and Microsoft Dynamics 365. Stripe and Razorpay handle card, UPI and recurring payments, and anything else goes through the REST API. Invoices meet UK Making Tax Digital and UAE FTA e-invoicing requirements.

Create, picked, packed, loaded, delivered, with cancel, hold, return and service branches and a separate track for quotes. Then pre-invoice, ready, invoiced, unless you would rather invoice the moment the POD lands. An urgent hand delivery or a walk-in can be marked delivered directly, skipping pick and pack, so it stops being a paperwork exception someone unpicks later.

Yes. Raise the order with agreed prices and an ETA per line, get it approved and email it to the supplier. Receive against it with batch and expiry captured, then match the purchase invoice to what actually arrived and keep supplier terms, payments and credit notes on the same ledger.

Either. Pack into cages, pallets or totes in the warehouse and the driver confirms one row per package by scanning it, skipping the line-by-line screen entirely. Pack loose and the driver confirms each line instead. The order tells the app which way to run.

It waits in a review queue as submitted, approved, rejected or merged, and approval runs the same credit, pricing and minimum-order checks a telesales order gets.