Stock and order software for wholesalers and distributors
Turn your stock spreadsheet into a back office.
Stock levels in one sheet, orders in another, purchase orders in someone's inbox. We build one back office around them, so stock is always current, every order is tracked to delivery, and reordering does not depend on someone noticing an empty shelf.
Before and after: the same data as a spreadsheet and as a back office
Your spreadsheet
| A | B | C | D | |
|---|---|---|---|---|
| 1 | SKU | Product | In stock | Notes |
| 2 | CB-1001 | Copper pipe 15mm 3m | 240 | ok |
| 3 | CB-1002 | Copper pipe 22mm 3m | 18 | REORDER!! |
| 4 | cb1003 | Elbow 15mm (bag 10) | 65 | |
| 5 | CB-1004 | Ball valve 15mm | -4 | check count |
| 6 | CB-1004 | Ball valve 15 mm (dup?) | #REF! | |
| 7 | CB-1005 | PTFE tape 12mm | 310 | |
| 8 | CB-1006 | Radiator valve TRV | 9?? | PO sent? ask Raj |
| 9 | ||||
| 10 | ||||
| 11 |
- Stock is only right until the next person forgets to update it.
- Orders and stock live in different files that never agree.
- Reordering happens when someone notices an empty shelf.
- STOCK_LIST_live_v12 (Raj's copy).xlsx
7 rows read6 products created1 duplicate merged2 cells to checkImported Wednesday 15:22 by Raj
- Goods in week 41.xlsx
4 rows read4 stock levels updated0 to checkImported Monday 08:47 by Mia
Any list can be exported back to Excel, filtered however you like.
- TriggerWhen stock falls below its reorder level, draft a purchase order for the buyer to approve.
- ScheduleEvery Friday at 16:00, email the low-stock list to purchasing.
- NotificationWhen an order is dispatched, email the customer the delivery date.
- ApprovalPurchase orders over £2,000 wait for a director to approve.
Automations are add-ons. Each one is built to your rule and switched on when you are ready.
A working preview with made-up data from a plumbing supplies wholesaler. Search it, open a row, switch tabs. The full demo uses a job-tracking example and lets you change statuses, upload more rows and run automations.
- Keep using Excel
- Fixed price, live in 2–6 weeks
- You own the code and the data
What changes
Same data. Five things work differently.
Nothing is retyped. The rows you already have become records, and the jobs a spreadsheet is bad at are handled for you.
- Stock levelsRight until someone forgets to update the sheet.Stock moves when an order is picked or goods arrive.
- ReorderingTriggered by an empty shelf.Low stock is flagged at the level you set, with a draft purchase order.Add-on
- OrdersOrder status lives in emails and memory.Every order is tracked from quote to delivery on its own page.
- FindingThree files to answer what a customer ordered last time.Search any product, order or customer in one box.
- HistoryA count changes and nobody knows why.Every stock adjustment is logged with a name and a reason.
What we replace
The wholesale spreadsheets we turn into one system.
Stock, orders and purchasing usually sit in separate files that have to be reconciled by hand. Send us the ones you have. They become one set of linked records.
Stock list
Live quantities, locations and reorder levels for every line.
Sales orders
From quote to pick, dispatch and delivery.
Purchase orders
What is on order, from whom, and when it is due.
Price lists
Customer-specific prices and discounts without separate files.
Customer accounts
Order history, terms and contacts in one record.
Supplier list
Lead times, minimum orders and who to call.
Goods in and returns
What arrived, what went back and why.
Delivery schedule
Routes, drops and proof of delivery.
Add-ons, on demand
Automation built for wholesale.
Start with the base. When a manual step starts to hurt, we automate it. Each add-on is built to your rule and quoted at a fixed price.
Triggers
Reorder before you run out
When stock falls below its reorder level Then draft a purchase order for approval.
Approvals
Control the spend
When a purchase order is over £2,000 Then hold it for a director to approve.
Email and SMS
Keep customers posted
When an order is dispatched Then email the customer the delivery date.
Scheduled tasks
Friday stock report
Every Friday at 16:00 Then email low stock and open orders to purchasing.
Portals
Let trade customers reorder
When a trade customer logs in Then they see their own prices and reorder in two clicks.
Integrations
Stop retyping invoices
When an order is delivered Then raise the invoice in your accounting software.
These are examples. If a task follows a rule, it can be built. Tell us the rule on the audit call.
Included from day one
What every back office comes with.
This is the base build. It is what you saw in the demo, shaped around your own columns, statuses and people.
Search across everything
Jobs, customers, addresses and notes in one box, with filters you can save.
A page for every record
Each job, customer or order gets its own page with details, notes, files and a timeline.
Linked records
Customers link to their jobs, jobs to their invoices. No more matching IDs between tabs.
Spreadsheet import and export
Upload Excel or CSV at any time and export any list back out.
Roles and permissions
Each person sees and edits what their role needs, and nothing more.
A log of every change
Who changed what, and when, so a mistake can be traced and put right.
Phone and desktop
The same system in the office and on site, with nothing to install.
Automatic backups
Your data is backed up without anyone remembering to do it.
How it works
From spreadsheet to live system in weeks.
This is a service, not software you configure yourself. We do the work and you check it as it takes shape.
- 1Week 1
Map
Send us the spreadsheet and walk us through it on a call. We turn your tabs, columns and hand-offs into a screen-by-screen plan with a fixed quote. The plan is yours to keep.
- 2Weeks 2–6
Build
We import your data and build in weekly releases your team can click through and correct. Day one starts with your real records already in place.
- 3Ongoing
Run and extend
We host it, watch it and add automations as you ask for them. One monthly fee and one team accountable. If you ever leave, the code and the data leave with you.
Pricing
Fixed prices. No day rates. No open-ended bills.
You know the full cost before any build work starts, and you pay in stages as working software is delivered.
1 · Blueprint
£1,500
Credited in full against your build.
- Your spreadsheets reviewed tab by tab
- Columns, statuses and hand-offs mapped
- A screen-by-screen plan of the system
- A fixed quote and timeline
2 · Build
from£7,500
The base back office, at a fixed price.
- Your spreadsheets imported and cleaned
- Search, record pages and linked data
- Spreadsheet upload and export built in
- Permissions and a log of every change
- Team training and handover documents
- Payments staged against delivery
3 · Run
from£500a month
Hosting, support and small changes.
- Hosting, monitoring and backups
- Support from the team that built it
- Small changes included
- Add-ons quoted at a fixed price, any time
The audit is free. It ends with a fixed quote, so you know the number before you spend anything.
Book a free auditQuestions
What people ask before they book.
Is this an inventory system or an ERP?
Neither in the off-the-shelf sense. It is a back office built for your products, customers and process, covering as much or as little as you need. A sensible start is stock and orders, with purchasing added later.
Can it handle customer-specific pricing?
Yes. Price lists, discounts and terms are held against each customer, so quotes and orders use the right price without a separate spreadsheet.
Can the warehouse use it on a phone or tablet?
Yes. It runs in the browser, so pickers can check and update stock on a phone or tablet. Barcode scanning can be added as an add-on.
Do we have to stop using Excel?
No. Keep working in spreadsheets where they suit you and upload them whenever you like. The back office adds the things a spreadsheet is bad at: search, history, permissions and automation. You can export back to Excel at any time.
Is this software we sign up for, or something you build?
Something we build for you. There is no generic product to configure. We take your spreadsheets and your way of working, build a system that fits, then host and support it.
What happens when we upload a newer version of a spreadsheet?
New rows are added and changed rows are updated. Anything that does not match, such as a duplicate job number or a missing date, is flagged for you to check. Nothing is silently overwritten, and every import is logged.
Is our data secure?
Every system has role-based permissions, a log of every change, encrypted connections and automatic backups. We sign a data processing agreement with you before any of your data is touched.
What if you disappear?
You own the source code and the data, and both come with documentation. We build on mainstream technology so another developer can pick it up without us.
Free 30-minute audit
Show us your messiest spreadsheet.
We will look at it with you on a call, sketch the back office it would become, and tell you what that costs as a fixed price. No slide deck and no obligation.
- 1Email us. We reply within one working day with times for a call.
- 2On the call, you share your screen and walk us through the spreadsheet.
- 3You get a one-page plan of your back office and a fixed quote.
Book your free audit
One email is all it takes. The button opens a message to us with the subject already filled in.
Email us to bookHelpful to include
- Your company and roughly how many people use the spreadsheet
- What the spreadsheet runs: jobs, quotes, stock, rotas
- A couple of times that suit you for a call
No need to attach the spreadsheet. We look at it together on the call, and we only use your details to reply to you.