Order Form Template for Wholesale Orders

A useful order form template lets wholesale buyers tell you exactly what they want and gives your team enough information to confirm it. Cases need to stay distinct from individual units. Prices need to match the account, and delivery requests need to reach the right store.

The hardest part usually comes after buyers hit send. Your team still has to check stock, resolve missing details and confirm what you'll supply. A well-designed form makes those checks easier by separating requested quantities from the accepted order.

Use the copy-ready template below while that review stays manageable. When reps and buyers repeatedly work from different prices, B2B order management software gives them a shared place to enter orders with account-specific pricing. Start by getting the fields and confirmation rules right, whichever tool you use.

Free wholesale order form template

Copy this form into a document or spreadsheet and replace the bracketed fields. It's set up for full-case orders. The tables are free to copy, but they don't calculate totals automatically.

Pre-fill product details and approved account prices before sending forms to buyers. Give buyers the quantity fields to complete, then use the confirmation section to record what you've accepted.

Wholesale order request

Products

Line total = cases ordered × price per case × (1 − line discount).

Enter 0% when there's no line discount. Use 0.10 in calculations for a 10% discount. Add product rows as needed, and keep quantities and prices in cases throughout this version.

Order totals

Terms and seller confirmation

Minimum order value or quantity: [Requirement and calculation basis]. Product minimums and order multiples: [Rules].

Order cutoff: [Day, time and time zone]. Requested delivery dates are subject to seller confirmation.

Payment terms: [Approved terms and due date basis]. Payment method: [Invoice or approved secure payment method]. Don't enter card numbers or banking credentials on this form.

Shortages: [Ship available products / hold for complete shipment / contact buyer]. Substitutions: [Not allowed / contact buyer for approval].

Backorders and additional freight: [Your policy]. Returns and cancellations: [Reference to your existing terms].

Submitted by: [Buyer name and date]. Authorized approval, if required: [Name and signature].

Seller confirmation: [Confirmed sales order reference and revision]. Accepted quantities: [Confirmed rows or attached accepted version]. Confirmed total: [Amount and currency]. Confirmed delivery date: [Date]. Confirmed by: [Name and date].

End of copy-ready form. Use your existing commercial terms and adapt the fields before sending it to customers.

Check the numbers before confirming orders

Keep case counts separate from unit counts when checking totals. Say buyers order eight cases of oat bars, five cases of tea and four cases of crackers. Each product has its own case pack, so 17 cases doesn't tell the warehouse how many individual items are involved.

The tea line is 5 × $24 × 0.90, or $108. The three lines total $332 and contain 158 individual units. Those unit counts help with picking and inventory checks, but the prices in this example remain per case.

With an additional approved 5% discount on the merchandise subtotal, subtract $16.60. Net merchandise comes to $315.40. Add $20 in agreed freight for $335.40 before tax, then include the applicable tax amount from your accounting process before confirming the final total.

Now reduce the tea quantity to three cases because two are unavailable. The tea line becomes $64.80, and the merchandise subtotal falls to $288.80. After the same 5% order discount, net merchandise is $274.36.

If your minimum is $300 after merchandise discounts and before freight and tax, that partial shipment falls below it. Contact buyers about the changed quantity and how your minimum applies before confirming. Additional shipping charges also need to be agreed if the remaining cases will ship separately.

Save the accepted change as a new revision and mark the earlier request as superseded. Two versions with different totals shouldn't both look ready for the warehouse.

Customize your order form around how you sell

Make pack sizes hard to misread

Give each product variant its own SKU and a description buyers recognize. Good SKU management connects those descriptions with the product records your warehouse uses. A new flavor or pack configuration needs to be distinguishable without a phone call.

If you sell individual units, rename both columns to “Units ordered” and “Price per unit.” For mixed selling units, add a “Selling unit” column to every row. Don't multiply case quantities by unit prices or expect buyers to infer pack sizes from product names.

Put ordering rules where buyers need them

Pre-fill approved prices and identify which price-list version applies. Keep account-specific prices in separate customer copies. A shared sheet that unrelated buyers can open exposes prices intended for other accounts.

State whether your minimum order quantity applies to individual products or the whole purchase. If you use a minimum dollar value, say whether discounts reduce the amount used to test it. Show whether freight counts toward the minimum rather than leaving staff to interpret the rule when stock changes.

Add an effective date to new price lists. For open requests, check which prices you've already agreed before replacing them with newer amounts.

Choose a format your buyers will actually use

Documents and PDFs work for short catalogs with occasional orders. Spreadsheets suit longer product lists and repeated calculations. Use a PDF only when buyers have a practical way to fill it out and return it, especially if most orders come from phones.

In Excel or Google Sheets, protect product and price cells while leaving quantity cells editable. Allow whole-number quantities for full-case orders. Test a discounted line and a below-minimum order, then export a sample to check that all columns remain readable.

Keep one controlled master. Buyers shouldn't need to search old email threads to decide which form is current.

Turn incoming requests into confirmed sales orders

Send requests to one monitored inbox or queue and define who reviews them. Receiving forms is the start of review. Buyers still need confirmation of what you're supplying and when.

Use a short check before accepting requests:

• Match the account and ship-to location
• Confirm product codes and selling units
• Check approved prices and order minimums
• Verify availability and any proposed substitutions
• Confirm final charges and the delivery commitment

Search for existing requests before creating sales orders. Buyers will email forms and then call their reps to make sure they arrived. Match the account and PO reference so that follow-up doesn't produce a second shipment.

Use statuses that describe what has happened, such as “Received,” “Needs clarification” and “Confirmed.” When quantities change, send the accepted version back to buyers and retain the earlier request. Your warehouse needs the confirmed version, while customer service needs the history.

Merchandisers who notice empty shelves can recommend replenishment, but those recommendations still need the appropriate buyer approval. Keep suggested quantities separate until someone authorized to order has accepted them.

Know when forms are creating more work than they save

There isn't a universal order count that makes templates stop working. Stable catalogs and consistent prices are easier to manage than small volumes of orders with different account rules. Watch the work your team repeats every week.

For one normal ordering week, record each request that needs correction and why. Note how much time staff spend re-entering approved details. If one missing field causes most problems, fix the form. If prices or availability keep changing before requests are confirmed, the information needs a better way to stay current.

An online ordering system becomes worth evaluating when buyers need current account catalogs or frequent reorders from past purchases. Reps also need to see orders buyers have already submitted so they don't enter duplicates during store visits.

Check what happens after checkout. Online forms that send emails still leave staff to create sales orders elsewhere. Ask how accepted requests reach fulfillment and accounting, and how your team handles rejected transfers or later changes.

Pilot the new process with a few repeat buyers and one rep. Include a normal reorder and an unavailable product, then check a changed delivery address. Keep your old form labeled as a backup during the pilot, with a way to identify requests already submitted online.

Give buyers and reps the same ordering information

Your order form works when buyers can complete it accurately and your team can confirm requests without chasing basic details. Keep improving those checks while the form does the job. When the same corrections return every week, use them to define what your next system needs to handle.

SimplyDepo's B2B ordering app combines mobile order capture for field reps with a buyer storefront. Account-specific pricing and order history support repeat wholesale orders, and its QuickBooks Online integration connects supported records with your accounting system.

Book a SimplyDepo demo with a completed form from your current process to see how those ordering steps would work for your team.