Buyer's guide: How to select the right order entry software for your wholesale business

You know how it goes: the inside sales team spending their entire day re-entering orders that come in via WhatsApp, email, or even fax. It's a process full of friction. Orders get lost, article numbers contain errors, and there's a constant stream of customer calls asking where their goods are.

Digitalization is the logical next step. But when you search for 'Order Entry software', you quickly end up in a jungle of vague promises and complex systems.

How do you separate the wheat from the chaff? In this selection guide, we look at what really matters for a wholesaler that simply wants orders to land in the system faster, error-free, and hassle-free.‍

1. The connection to your ERP is the starting point

Many systems promise 'seamless integration', but in practice, it 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 customer-specific pricing, volume discounts, and current stock levels. If the software doesn't pull this data directly, you'll still be manually synchronizing information. That's exactly what you want to avoid. Always ask: is the connection live, or is there a delay built in?‍

2. Ease of use: The practical test for sales

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

The software needs to be intuitive. An order should be placed in a few clicks. Can a new colleague use the app without reading a thick manual? Then you're good. Also don't forget to ask about offline mode. Nothing is more frustrating for a sales rep than a system that doesn't work because the wifi in the customer's showroom is down.‍

3. Flexibility without customization

Wholesalers often have complex agreements. Customer A may only order certain brands, Customer B has a different pallet price, and Customer C only gets a discount when ordering a full case.

The temptation is great to choose a system that you then have completely 'customized' to fit your current process. Don't do that. Customization is expensive, slow, and hard to update. Instead, look for software that's already flexible enough as standard to handle different units and customer conditions. A good tool steers your processes in a logical direction without putting them in a straightjacket.‍

4. The blind spot: Adoption on the shop floor

The biggest mistake in selecting new software is making the decision only at the management or IT level. If the people in inside sales and field sales don't understand the system or feel it costs them more time, they won't use it.

So when selecting, look not only at the features, but also at the support. How easy is it to train people? Does the vendor help with onboarding your team? Software is a tool, not an end in itself. Success comes down to the people entering the orders.‍

5. The costs: Look beyond the license

Of course, price plays a role. But don't fixate on monthly license costs. A cheap package that doesn't integrate well will cost you more money at the end of the month through the hours your inside sales team still spends fixing errors.

Calculate ROI based on the time you save instead. If your inside sales team spends 30% less time on administration, how much more time do they have for real customer contact and sales? That's where the profit is.‍

Conclusion

Choosing the right Order Entry software is not about checking off the most features. It's about a system that understands your specific wholesaler logic, integrates seamlessly with your ERP, and is so simple that your sales team enjoys working with it.

Want to know if your current process is ready for the next step? We'd be happy to explore the best route for your organization.

View the PLGGR Order Entry App and discover which package is right for you →