Management system for beverage distributors
For beverage and food wholesalers: counter sales, customer accounts, price lists, stock by branch and cash register.
See it live: book a 15-minute walkthroughSales, stock and cash in one system
Software for distributors
Counter and business sales, each customer’s account, price lists, each branch’s stock, the cash register and accounting, in one system. Each sale deducts the branch’s stock and generates its accounting entry, with no manual entry. We adapt it to the way your distribution company works.
Definition
What is software for distributors
Software for distributors brings day-to-day management into one system: counter and business sales, each customer’s and each supplier’s account, price lists, stock, purchases, the cash register and accounting. If the distribution company has several branches, each one invoices with its own point of sale and has its own cash register and its own stock, and accounting is single for the whole company.
Signs
When it makes sense
These are some signs that it is time to organize sales, prices and stock in one system:
- Information is scattered across spreadsheets, chats and individual people.
- Nobody has a complete view of customers, orders or tasks.
- When a supplier updates its prices, someone has to recalculate the price lists and send them to each customer.
- Before confirming an order, someone has to check whether there is stock.
- Knowing which batch was delivered to each customer depends on sheets filled in by hand in the warehouse.
Commercial management
What the system does
It runs the management of the distribution company and of each of its branches in one system. This is what the system does, and we adapt it to the way you work.
In sales and customers
- Counter sales with two price lists: retail, for end consumers, and wholesale, for registered businesses.
- An invoice matching each customer’s tax status, with its printable voucher.
- Sales by unit or by case, with the branch’s stock in view.
- Each customer’s account, with its balance, its payments and its credit limit. A sale that exceeds it is not confirmed.
- Price updates by category, in a single step for both lists.
In the warehouse, the cash register and administration
- Stock by branch, with transfers between branches. Whatever falls below the minimum is flagged.
- Purchases with the supplier’s invoice: they add to stock, update the latest cost and go on the supplier’s account.
- Each branch’s cash register with its count: the expected cash, the counted cash and the difference.
- The summary of the day, for each branch or for the whole company: sales, average ticket, gross margin and best-selling items.
- Each sale, purchase, payment received and payment made generates its entry in the general journal, with the trial balance.
- Users with their profile, their branch and their access by module, such as the accounting firm with read-only access to accounting.
Batches and expiry dates
If your distribution company works with batches, the system can track them too. There is another example, for healthcare product distributors, that assigns the batch that expires first, warns which ones are about to expire and shows which customers each batch reached.
Walkthrough
See it live
In a 15-minute call we will show you this system working with sample data. It is a starting point: afterwards we adapt it to the way your business works.
What we can show you
- Make a counter sale: search by code or description, or use the quick buttons.
- Choose a registered business and see how it switches to the wholesale list, with its balance and its credit limit.
- Confirm the sale and see the sample invoice.
- See how the sale deducts the branch’s stock and generates its entry in the general journal.
- See the summary of the day for each branch or for the whole company.
- Switch branches, do the cash count or move goods from one branch to another.
Another example for distributors
We can also show you a related system, with sample data.
Batches Batch and expiry tracking for healthcare distributors
Every batch with its expiry date, assigned automatically on the delivery note, with alerts before it expires.
See it live: book a 15-minute walkthroughMore about batch and expiry tracking
A custom ecosystem
And it is not just the management system
We can build a complete custom ecosystem that connects management with WhatsApp, reports and the tools you already use. We also train executives and employees to use AI responsibly and improve their work processes.
Automation WhatsApp assistants and processes that run themselves
An AI assistant answers the inquiries that arrive by WhatsApp, Instagram and Facebook, and syncs with tools such as Google Calendar, HubSpot, Salesforce or Shopify.
More about automationCustom software Systems and CRMs built around your business
We build systems to organize quotes, orders and customers, with the integrations each business needs. There are 10 live examples to try.
More about custom softwareWebsites Websites, online stores and landing pages that convert
We improve or build your business’s website, store or digital journey so that it converts. We also fix sites that break.
More about websitesAI training AI training for companies and teams
We train executives and employees in the responsible use of AI: hands-on training in AI, automation and digital tools, built on real cases.
More about AI training
Process
How we work
The approach is always the same: understand first, build what is needed and stay involved afterwards.
- 01The first meeting
It all starts with a call.
We get to know each other, listen to your context and decide what is worth improving first.
- 02A foundation made for you
We build with a clear direction.
We agree on the scope, prioritize what has the most impact and build the solution around your business.
- 03Close by, afterwards too
Your team has someone to count on.
Dedicated support and video calls to answer questions, review real use and make decisions together.
- 04A step forward every month
We review. We adjust. We improve.
We follow clear monthly goals and evolve your systems according to what your business needs.
Made around you
We do not sell a ready-made system: we adapt it to the way you work or suggest how to organize it. And it does not end with development: we support you through the launch and train your team in the responsible use of AI in their day-to-day work.
Before you start
Frequently asked questions
How does software for distributors work?
It brings management into one system. Each counter sale takes the customer’s price list, issues its invoice, deducts the branch’s stock and, if it is on account, adds to the customer’s balance. Purchases bring the goods in and go on the supplier’s account, and each sale, purchase, payment received and payment made generates its accounting entry. Each branch’s cash register has its count, and the summary of the day shows sales, average ticket and gross margin.
Does it work with several branches?
Yes. In the walkthrough, each branch invoices with its own point of sale and has its own cash register and its own stock. Goods move from one to another with a transfer, and accounting is single for the whole company. Vouchers, transactions and the summary of the day are shown by branch or for the whole company.
Does it work for both counter and wholesale sales?
Yes. The same sales screen applies the retail list to end consumers and the wholesale list to registered businesses, such as grocery stores, kiosks and bars. Sales are by unit or by case. The business gets an invoice matching its tax status, and can buy on account within its credit limit. Both lists are updated together, by category.
Does it adapt to my distribution company?
Yes. What we show you is a starting point, not a closed system. We start with a call to understand how your distribution company sells, buys and collects today, and with that we adapt the system to the way you work or suggest how to organize it. If you already use a system, we look at what is worth connecting and what is worth replacing. If you work with batches and expiry dates, there is an example of that too.
Can I see it before committing?
Yes. Book a 15-minute walkthrough and we will show you a system like this working with sample data. It is a starting point, not a closed system: afterwards we adapt it to the way you work.
What happens after it goes live?
It does not end with development. We support you through the launch, with dedicated support and video calls to answer questions and review real use. We follow clear monthly goals, evolve the system according to what your distribution company needs and train your team in the responsible use of AI in their day-to-day work.
Let’s talk
Tell us how your distribution company works today
Message us on WhatsApp: we will set up a call to understand your processes, and the team will confirm the time with you. You can also write to us at hello@staberman.com.
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