Wholesale and distribution from order to collection, in one flow.
A wholesale and distribution business wins or loses in the gap between taking an order and getting paid. That gap is full of steps that repeat every day — checking a dealer's credit limit, picking and packing, printing a dispatch note, chasing an overdue invoice — and each one that happens in a different system or a different chat thread leaves the next person working blind. Tenderely BPM connects those steps into one traceable flow, without code, running on the same platform your drivers and office staff share.
What does a wholesale and distribution operation repeat every day?
01
Receiving and checking orders
Dealers call, message or visit to place orders. If the request is not structured from the start, what was ordered and what was promised are two different stories by delivery time.
02
Credit limit and account checks
Before confirming an order, someone needs to know whether that dealer has room on their credit limit and no overdue balance. When that check is a phone call to the accountant, it creates a bottleneck and sometimes gets skipped.
03
Picking, packing and dispatch
The warehouse needs clear instructions on what goes into which vehicle. A dispatch note that does not match the order creates returns, disputes and lost revenue.
04
Purchasing and replenishment
Stock that falls below reorder levels needs a purchase request raised, approved and sent to suppliers. When this happens reactively rather than systematically, stockouts become routine.
05
Invoicing and collections
An invoice raised against a completed delivery, then tracked until payment is confirmed, is the final step in every transaction. When it is tracked in a spreadsheet, overdue amounts stay invisible until they are already a problem.
06
Returns and claims
Damaged goods, wrong quantities or refused deliveries all need a return record: who returned what, in what condition, and whether a credit note or replacement is due.
Where does this break down today?
Orders come in from too many channels
WhatsApp, phone, in person, e-mail. Each channel means someone transcribes the order manually, and a transcription is where mistakes are born. By the time the wrong product reaches a dealer's warehouse, tracing the error back is nearly impossible.
The credit check is a conversation
Sales takes the order, calls the accountant, the accountant checks a spreadsheet, calls back. If the accountant is busy, the order either waits or ships on faith. Neither is acceptable when margins are thin.
Dispatch and stock are disconnected
The warehouse dispatches from one list, the system holds another, and by the end of the week nobody is sure which figures to trust. Spot-counting becomes the only way to know what is actually there.
Collections are chased person by person
An overdue invoice gets a reminder when the person who remembers to send one has time to send it. Dealers who are allowed to drift past their terms train themselves that the terms are negotiable.
What changes with Tenderely BPM
01
The order is a structured record from the start
Whether placed by a field rep on their phone or by a dealer through a shared form, every order arrives with the same fields filled. Comparison, picking instructions and invoicing all start from the same data.
02
Credit checks happen inside the flow
An approval step that runs before dispatch can surface the dealer's current balance and open invoices as part of the record. The check is built into the process, not bolted onto it as a phone call.
03
Approval steps move on SLA, not on memory
Give any step a time limit and Tenderely sends a reminder when it passes. An order waiting for a credit decision or a purchase request waiting for a manager does not sit silently — it surfaces itself.
04
Field teams approve and log on mobile
Drivers, sales reps and warehouse staff work from the same flows on iOS and Android. A delivery confirmation, a return record or a customer visit log is captured on the spot, not reconstructed at the end of the day.
05
Dealers interact without needing accounts
A public form sent as a link lets a dealer submit an order or a return claim directly into your flow. They do not need a user account, and the submission lands as a structured record from the first moment.
06
Open orders, stock positions and overdue amounts are visible now
Dashboards and reports in Tenderely show pending orders, dispatched but uncollected invoices and return claims in real time, so management sees the picture without waiting for someone to assemble it.
FAQ
Can we set different credit limits and payment terms for different dealers?
+
Yes. Each dealer account is a record, and the fields on that record — credit limit, payment terms, current balance — can be referenced inside the approval flow for any order that dealer places. The flow can branch on those values so that an order within limit is approved differently from one that exceeds it.
How do field sales reps use the system when they are on the road?
+
The same flows and forms run on the iOS and Android apps. A rep can open a new order, check a dealer's account, record a visit or log a return from their phone without needing to be in the office. Everything they submit joins the same record that the warehouse and accounts team see.
Can dealers submit their own orders without getting access to our internal data?
+
Yes. A public form published as a link lets a dealer place an order or file a return claim. They see only what you put on that form. Your internal records, pricing rules and account data remain invisible to them.
How do we handle returns and credit notes in the flow?
+
A return starts as a structured record — what was returned, in what condition, by which dealer, against which delivery. That record then moves through its own approval steps: inspection, approval of the credit note or replacement decision. Every step is logged and the history is auditable.
Is there a ready-made setup for wholesale and distribution?
+
Yes. The Wholesale and Distribution package installs with forms, workflows and dashboards already in place, so a working setup is ready within minutes. You then adjust each part to match your own product categories, dealer structure and approval rules — the package is a starting point, not a constraint.