SOP template for wholesale order processing

Wholesale order processing should be boring. Same steps, every time, no exceptions. Here's the template.

SOP: Wholesale Order Processing

Step 1: Order received.

Via B2B portal, email, or phone. Log in order management system with: account name, items, quantities, delivery address, PO number.

Step 2: Verify account.

• Account in good standing? (no overdue invoices)
• Order meets minimum? (check wholesale terms)
• Pricing correct? (matches agreed wholesale tier)

If account has overdue balance: hold order, send payment reminder.

Step 3: Check inventory.

All items available? If partial: contact account with options (partial ship, backorder, substitute).

Step 4: Generate invoice.

Invoice with: PO number, item details, wholesale pricing, payment terms, freight charges if applicable.

Step 5: Pick, pack, dispatch.

Pick list generated. Items picked, quality checked, packed with packing slip. Freight booked. Tracking sent to account.

Step 6: Payment tracking.

Invoice added to accounts receivable. Payment due date logged. Automated reminders at due date, 7 days, 14 days, 30 days overdue.

Step 7: Record keeping.

Order history updated per account. Reorder date estimated based on order size and frequency.

AI handles: step 1 (order intake from email), step 2 (account verification), step 4 (invoice generation), step 6 (payment follow-up), step 7 (record keeping and reorder prediction).

See how AI streamlines wholesale operations →

Further reading

• InboxAgents: AI for wholesale business