Wholesale Management

Finally, Wholesale Management Built for Bakeries

Stop losing money managing wholesale accounts in spreadsheets and QuickBooks. BakeSmart gives you complete control over pricing, orders, invoicing, and customer relationships—all in one system.

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The Problem

Why Wholesale Is Killing Your Profits

You're either managing wholesale in spreadsheets (and bleeding money) or avoiding it entirely because there's no good system.

QuickBooks Doesn't Understand Bakeries

It's built for generic invoicing, not recurring orders or per-customer pricing for 50 different products.

Spreadsheets Break Everything

Managing wholesale pricing, orders, and invoicing in Excel? One wrong formula and you're undercharging everyone. And good luck tracking account balances.

You're Drowning in Phone Calls

Coffee shops calling at 6am to place orders. Restaurants texting changes. Customers asking for invoices. You need another person just to answer the phone.

Customer Management

Track Every Detail of Your Wholesale Relationships

Manage organizations with multiple locations, custom pricing, flexible payment options, and complete order history—all in one place.

One coffee shop chain with 5 locations? Manage them as a single organization with location-specific managers, delivery preferences, and billing contacts.

Multiple physical locations under one account
Role-based access (only one user can invoice orders)
Separate billing contact for AP
Location-specific delivery preferences & hours

Set payment expectations per customer—whether they pay at time of order, on pickup/delivery, or via invoice. Track account balances and payment history at a glance.

Payment due at order, pickup, or invoice
Running account balances
Apply payments to specific invoices or oldest first
View last payment date/amount on customer accounts

Store everything you need to know about each wholesale account—from delivery keys to emergency contacts.

Business info, Tax ID, hours of operation
Delivery keys, alarm codes, special instructions
Location-specific managers & emergency contacts
Account notes & order preferences

Handle tax-exempt wholesale customers properly. Store exemption numbers and apply them automatically.

Mark customers as tax-exempt
Store tax exempt numbers
Automatically apply exemptions to orders

WHOLESALE MENUS

Manage Pricing for 100 Customers Without Losing Your Mind

Create product catalogs with custom pricing, then assign them to customer groups. Update pricing once, apply to everyone.

Scalable Custom Pricing

Stop setting prices manually for every single customer. Create "Wholesale Menus" with product lists and pricing, then assign them to customer groups.

Example Use Cases:

Coffee Shop Menu: 20 products (bread + pastries) at wholesale pricing → Assign to 10 coffee shop customers

Restaurant Menu: Dinner rolls, desserts, custom items → Assign to 5 restaurant accounts

Gas Station Menu: Grab-and-go items → Assign to 15 convenience store locations

VIP Pricing: Marriott Downtown's negotiated prices → Assign to one customer only

The power: Change a price in the "Coffee Shop Menu" and it updates for all 10 customers instantly. No manual updates. No mistakes.

Flexible Ordering

One System, Two Ways To Order

BakeSmart adapts to your business, not the other way around.

Manual Orders

Take one-off orders over the phone or let customers place them online through the Customer Portal.

Recurring Orders

Orders that auto-generate daily, weekly, or monthly. Set it once, it runs forever until you change it.

"It saves me hours a day. I would have to hire someone if I didn't have wholesale. "

- Vinny Gencarelli / Gencarelli's Bakery

Let Your Wholesale Customers Manage Their Own Orders

Give customers 24/7 access to place orders, view invoices, and pay balances online. Reduce phone calls and get paid faster.

Order From Custom Pricing Catalog

View order history & recurring orders

Pay invoices online instantly

See account balance in real-time

INVOICING & PAYMENTS

Get Paid Faster, Track Every Dollar

Auto-generate invoices, process stored credit cards, and track account balances/

Auto-Invoice from Orders

Generate invoices manually or automatically from wholesale orders. Match invoice date to order date. Track open, overdue, and closed invoices.

Credit Cards on File

Store cards securely. See last 4 digits for identification. Perfect for weekly billing.

Account Payments vs. Single Payments

Apply payments to specific invoices or automatically to oldest invoices first. Track running balances. See last payment date/amount on customer accounts.

Customer Statements

Generate clean customer statements showing invoices, payments, and running balances. Separate statements by location for multi-location accounts.

THE BREAKTHROUGH

Built By Bakery Owners, For Bakery Owners

Finally, Software That Gets It

When a wholesale customer orders 20 dozen dinner rolls for Friday, it appears in your Friday production report alongside retail orders. Your bakers see one unified bake list.

This means: No manual consolidation. No separate wholesale reports. No wondering if you have enough capacity. Everything is in one place.

Set minimum order quantities, quantity increments (case of 6), and wholesale-specific availability windows. Wholesale orders respect the same seasons, exceptions, and lead times as retail.

Nobody has the features BakeSmart has for wholesale. I've looked. It saves me hours a day. I would have to hire someone if I didn't have wholesale. It's a tremendous, TREMENDOUS feature!

Vinny Gencarelli

Gencarelli's Bakery - Long-time BakeSmart customer