Buyer’s Guide: How to Select the Right Order Entry Software for Your Wholesale Business

We’ve all seen it: the sales support team spending their entire day re-typing orders that come in via WhatsApp, email, or even the occasional fax. It is a process prone to errors. Orders get delayed, item numbers get mixed up, and there’s a constant stream of phone calls from customers asking where their goods are.

Going digital is the logical next step. But once you start searching for 'Order Entry software', you quickly find yourself in a jungle of vague promises and complex systems.

How do you separate the wheat from the chaff? In this guide, we look at what really matters for a wholesaler who simply wants orders to enter the system faster, flawlessly, and without the hassle.‍

1. The ERP integration is your starting point‍

Many systems promise a 'seamless integration', but in practice, this often falls short. Order Entry software is only as strong as the data it works with.

A good solution pulls real-time information directly from your ERP. Think of customer-specific pricing, volume discounts, and current stock levels. If the software doesn't pull this data directly, you’ll still end up manually synchronizing information. That is exactly what you want to avoid. So, always dig deeper: is the connection live, or is there a delay?‍

2. Ease of use: The 'field test' for sales

Your field sales team is the primary user of the software. They are in dusty warehouses, on construction sites, or in a busy car between appointments. They don’t have time for an app with twenty different screens and endless menus.

The software must be intuitive. An order should be placed in just a few clicks. Can a new colleague use the app without reading a thick manual? If so, you’re on the right track. Also, don’t forget to ask about an offline mode. Nothing is more frustrating for a sales rep than a system that fails because the customer's showroom Wi-Fi is down.‍

3. Flexibility without custom coding

Wholesalers often deal with complex agreements. Customer A might only be allowed to order certain brands, Customer B has a specific pallet price, and Customer C only gets a discount when buying a full box.

The temptation is high to choose a system and then have it completely 'custom built' to match your current (often manual) process. Try to avoid this. Custom code is expensive, slow, and difficult to update. Instead, look for software that is flexible enough by default to handle different units and customer conditions. A good tool guides your processes into a logical flow without putting them in a straightjacket.‍

4. The blind spot: Workplace adoption

The biggest mistake when selecting new software is making the decision solely at the executive or IT level. If the people in the office and out in the field don’t understand the system, or feel it takes them more time, they simply won’t use it.

During your selection, don’t just look at the features, look at the support. How easy is it to train people? Does the vendor offer help with onboarding your team? Software is a tool, not a goal. Success stands or falls with the people entering the orders.‍

5. The costs: Look beyond the license fee

Of course, price plays a role. But don’t stare yourself blind on the monthly license fees. A cheap package that doesn’t integrate well will eventually cost you more money due to the hours your team spends fixing errors.

Calculate the ROI based on the time you save. If your back office spends 30% less time on administration, how much more time do they have for actual customer contact and sales? That is where the real profit lies.‍

Conclusion

Choosing the right Order Entry software isn't about checking off the most features. It's about finding a system that understands your specific wholesale logic, speaks fluently with your ERP, and is so simple that your sales team actually enjoys using it.

Do you want to know if your current process is ready for the next step? We’re happy to help you map out the best route for your organization.