Why growing distributors can’t afford to run on spreadsheets anymore

When you’re small, spreadsheets feel perfectly fine. You know every customer by name, every route like the back of your hand, and where every pallet sits in your warehouse. Then things change. You hire a few more reps, add another truck or two, maybe open a second location… and suddenly your “system” becomes this wild patchwork of Excel files, WhatsApp groups, and someone literally shouting across the warehouse, “Wait, did we ship that order yet?”

That’s the moment when software for distributors goes from being something nice to have to something you absolutely need to survive. All that manual data entry, retyping the same orders into your accounting system, updating stock counts by hand, texting drivers for status updates – it all adds up to delays, extra costs, and real risk. And here’s the worst part: nobody actually trusts the numbers anymore.

There’s solid research backing this up. Around 68% of wholesale businesses say they process orders faster after going digital, and 65% of distributors report way fewer manual errors.
So the pain you’re feeling with spreadsheets? It’s real, it’s measurable, and the upside of fixing it is just as real.

How the right software for distributors cleans up data chaos

Good distribution software replaces all that chaos with one clean, structured flow of information.

Orders get captured once – whether it’s by your reps, your buyers, or customer service – and they automatically sync into your distributor order management, inventory software for distributors, and accounting software for distributors.

Logistics software for distributors takes that same order data and builds your routes, drops, and delivery plans without anyone having to retype anything.

Every change gets tracked and time-stamped so it’s actually visible, instead of being buried in someone’s laptop in a file called “final_v7_really_final.xlsx.”

You stop chasing information and start managing exceptions. That’s when you finally see the efficiency gains everyone talks about: automated order processing for distributors, way less manual data entry, and far fewer “wait, that’s not what I ordered” calls.

Why should inventory, routes, orders, and accounting finally tell the same story?

Because when they don’t? You pay for it.

If your order management system says something’s in stock but your inventory software for distributors disagrees, you disappoint customers. When logistics and accounting aren’t aligned, you’ve got deliveries you can’t invoice properly. If your CRM and ordering systems don’t match up, your reps are walking into accounts completely blind.

The numbers here are pretty striking. Businesses using barcode-based inventory systems hit up to 99.9% accuracy, while manual methods hover around 63%. That’s the difference between “we think we have it” and “we know we have it.”

• When all your systems are telling the same story, here’s what you get:
• Clean margin visibility: You can trace every order, every discount, every delivery cost.
• Fewer write-offs: Mis-picks, mis-shipments, and lost pallets become rare exceptions instead of a weekly headache.
• Real trust in your reports: So you can actually make decisions based on data instead of gut feelings and arguments around the conference table.

That alignment? That’s what modern software for distributors is really buying you.

What types of software for distributors does your business need?

You don’t need some massive, monolithic platform on day one. But you should understand the main pieces and what they do.

Order management for distributors

This is your core engine for distributor order management. It captures orders from reps, telesales, EDI, customer portals, marketplaces – wherever they come from – and routes them for automated order processing for distributors. It should handle your pricing, promotions, order minimums, and basic workflows without needing spreadsheets in the middle.

Inventory software for distributors

Dedicated inventory software for distributors gives you real-time visibility into what stock you have, broken down by warehouse, location, even by truck or van. It supports cycle counts, reorder rules, and helps you avoid that “oops, we sold it twice” problem that destroys trust with your biggest accounts.

Logistics software for distributors

Logistics software for distributors and DSD software for distributors handle your routes, loads, and delivery windows. We’re talking route optimization, proof of delivery, GPS tracking, return handling – all tied directly back to the original orders.

Accounting software for distributors

Tools like QuickBooks and other accounting software for distributors manage your invoicing, payments, taxes, and financial reporting. Here’s a sobering stat: 92% of accountants say they spend too much time on admin tasks, but only about half actually automate recurring work. Integrated accounting cuts that admin burden and eliminates all that error-prone retyping of orders and invoices.

CRM software for distributors

CRM software for distributors keeps track of your stores, chains, buyers, contacts, visit history, and opportunities. It gives your sales team and customer service folks a single view of each account – what they’re buying, what they’re skipping, and what they’re complaining about.

ERP software for wholesale distributors

When things get more complex, ERP software for wholesale distributors can tie together finance, purchasing, inventory, and sometimes even production. It’s heavier and more structured, usually best for larger operations or fast-scaling businesses that need strict process control.

Customizable ordering software for distributors

Finally, customizable ordering software for distributors powers your buyer portals and mobile ordering apps. It makes placing orders easy and accurate for both your customers and your reps – no more late-night text messages and blurry photos of shelves.

Best in class point solutions: top tools in each category

Before we talk all-in-one, it’s worth looking at the “greatest hits” of point solutions distributors actually use. Just solid examples that show what’s possible in each category. Your exact choices might be different, but the pros and cons pattern will look pretty similar.

Top 3 order management tools for distributors

Cin7 Omni

Cin7 Omni combines order management, inventory, and warehouse in one platform, and it’s popular with wholesalers that also sell via retail or eCommerce. It supports barcode scanning, multi-channel orders, and strong reporting—which one wholesale distributor specifically called out for improved stock management accuracy.

Pros:

• Centralizes orders from multiple channels into a single view
• Strong barcode and automation features for fast order entry
• Good fit if you already sell via marketplaces or online channels

Cons:

• Can feel heavy for very small distributors
• Implementation and pricing are overkill if you only need basic van/phone orders

Brightpearl (by Sage)

Brightpearl is a retail/wholesale operations platform with a strong focus on order workflows and automation, especially for multi-channel merchants. A wholesale distributor case study highlights better visibility into sales trends after implementing it.

Pros:

• Powerful automation rules across sales channels and warehouses
• Integrated financials and inventory help reduce rekeying
• Built for high-volume environments

Cons:

• More retail/eCommerce-centric than classic DSD field sales
• Typically a mid-market solution, not a “five-users-and-a-dog” starter tool

inSitu Sales

inSitu isn’t just order management system—it’s a field sales & B2B eCommerce solution built for distributors, with data sync to QuickBooks, Xero, and SAP Business One.

Pros:

• Order taking app for reps plus B2B portal for buyers
• Good match for route/DSD workflows with mobile invoicing
• Tight accounting integrations reduce manual order entry

Cons:

• Less of a pure “back-office” order management system, more sales-first
• You still may need separate heavy inventory/warehouse tooling if you’re complex

Top 3 route and logistics software for distributors running field and DSD fleets

OptimoRoute

OptimoRoute optimizes delivery and field service routes, with strong scheduling and recurring route capabilities. It’s designed to increase performance by optimizing route planning processes.

Pros:

• Excellent for complex, recurring routes and capacity constraints
• Flexible planning for delivery plus field service-style visits
• Good reporting on route performance

Cons:

• No native inventory or merchandising; it’s routing only
• Integration work needed to connect with order management system/ERP

Track-POD

Track-POD is delivery management software with auto route planning, electronic proof of delivery, photos, signatures, and live tracking.

Pros:

• Strong ePOD (photos, signatures, geolocation)
• Real-time tracking for customers and internal teams
• Good usability for drivers, including less tech-savvy ones

Cons:

• Focused on last-mile delivery; doesn’t manage orders or pricing
• You still need a system of record for customers, products, and invoices

Detrack

Detrack offers delivery tracking, ePOD, route planning, and notifications, with a clear focus on last-mile logistics and distributors/suppliers.

Pros:

• Easy way to add tracking and ePOD without ripping out your tech stack
• Route planning plus status notifications out of the box

Cons:

• Limited upstream capabilities (no order management system/inventory)
• Another tool to integrate and manage in your stack

Top 3 inventory software for distributors that need multi-warehouse control

Unleashed

Unleashed is a cloud wholesale inventory system built for multi-warehouse environments and real-time stock updates.

Pros:

• Real-time inventory across unlimited warehouses
• Barcode support, BOM/assembly, and strong reconciliation tools
• Good fit if inventory complexity is your main headache

Cons:

• You’ll lean on integrations for advanced route/DSD workflows
• Can be more than you need if you operate a single small warehouse

Exact for Wholesale Distribution

Exact focuses on wholesalers with multiple locations, drop shipments, and integrated webshop/scan solutions.

Pros:

• Purpose-built for wholesale inventory with multi-warehouse visibility
• Supports drop shipments, stock levels, and order timing rules

Cons:

• More of an ERP-style environment; you’ll likely involve IT/consultants
• Might feel rigid if you want lightweight experimentation

StockUnify

StockUnify positions itself as wholesale inventory management with multi-warehouse capabilities and easy transfers between warehouses.

Pros:

• Clear focus on multi-warehouse tracking and transfers
• Helps maintain stock visibility across locations

Cons:

• Less brand recognition and ecosystem than giants like NetSuite
• You’ll need to check the depth of integrations with your OMS/accounting

Top 3 accounting software for distributors, including QuickBooks

QuickBooks Enterprise for Wholesale Distribution

QuickBooks Enterprise is still the default accounting backbone for a huge number of small and mid-size distributors. The wholesale edition adds advanced pricing, inventory, purchasing, and sales order workflows on top of core accounting.

Pros:

• Familiar, widely supported, and designed with distributors in mind
• Advanced pricing rules for discounts, bulk orders, and more
• Many OMS/DSD tools already integrate natively

Cons:

• Desktop focus, though hosted options exist
• Not a full ERP; complex workflows can get “hacky” over time

Xero

Xero is a cloud accounting platform that handles bookkeeping, financial reporting, inventory, and basic invoicing well for SMB distributors.

Pros:

• Cloud-native, clean UI, easy to use
• Large ecosystem of integrations (AR tools, OMS, CRM)

Cons:

• Inventory and AR depth are limited as you scale
• You may need add-ons for serious collections/credit control

NetSuite ERP for Wholesale Distribution

NetSuite provides a unified ERP environment with accounting, inventory, order management, and warehouse operations built into one cloud platform.

Pros:

• True “single source of truth” for financials + operations
• Designed for multi-entity, multi-warehouse, multi-country environments

Cons:

• Big-boy implementation: time, money, and change management
• Overkill for smaller regional distributors still figuring out basics

The real cost of juggling too many tools in wholesale distribution

Here’s the uncomfortable truth: every tool above is “good,” but stacking too many of them turns your business into a real mess.

Companies today use an average of 20+ SaaS applications each, which is now driving a wave of consolidation as businesses try to reduce complexity and cost. At the same time, research shows that data silos create inconsistencies and errors that make it harder to make good decisions, and most IT leaders say those silos actually obstruct digital transformation.

For a distributor, that looks like:

• Orders in one system, inventory in another, pricing in a spreadsheet, routes in a routing app, invoices in accounting
• Reps and CS spending their day retyping data between systems
• No one being 100% sure which number is “the real one” when a customer calls

The financial costs show up as:

• Duplicate licenses and overlapping features
• Integration projects that never quite end
• Manual fixes when integrations break right before month-end

The operational costs show up as:

• Slower onboarding for new reps, drivers, and admin staff
• More errors in orders, pricing, and deliveries
• Slower reporting because data has to be stitched together

So yeah, best-in-class point tools are powerful. But if you’re not careful, they quietly tax your growth.

All-in-one solutions for distributors: routes, orders, field sales, and tasks in one place

This is where all-in-one software for distributors comes in. Think of it as a distribution-centric platform that combines:

• Routes & DSD / delivery management
• Order entry (field, telesales, portal)
• Basic inventory and pricing/promo logic
• Field sales workflows, forms, and audits
• Task management and activity tracking
• Integrations with QuickBooks/Xero/NetSuite and CRM

So instead of five logins and four exports, your teams work in one environment and push clean data into finance and CRM.

How does an all-in-one software for distributors replace point tools without breaking workflows?

The goal isn’t to rip and replace everything overnight. Done right, an all-in-one platform:

Becomes the “front of house” for reps, merchandisers, and dispatch

• Orders, visits, photos, forms, and tasks all originate there

Keeps finance and CRM as systems of record

• Syncs customers, products, invoices, and payments with QuickBooks, Xero, or NetSuite

Gradually absorbs lightweight functions

• Simple route planning, basic inventory visibility, promotions, and visit planning move into the same app

Integrates where depth is needed

• If you have a heavy WMS or ERP, the all-in-one platform becomes the user-friendly front end rather than a competitor

Modern ERPs like NetSuite or Acumatica do this at the enterprise end of the spectrum, unifying inventory, orders, warehouse, and finance for wholesale distributors. All-in-one distributor platforms like SimplyDepo apply that same logic, but with a field-sales and DSD-first mindset.

Why does a single system make your distribution business more transparent and auditable?

When routes, orders, inventory, and field activity run through one platform, you get a clean data trail:

• Every order and invoice is traceable back to the visit, route, and rep
• Every delivery has an associated ePOD, photo, and timestamp
• Every stock movement links to an order, adjustment, or return

Integrated data environments can cut the time to generate reports and insights by up to 50%, and organizations that connect their areas through a well-governed data architecture report productivity gains up to 30%.

For you, that means:

• Faster, more accurate reporting for management, banks, and auditors
• Easier root-cause analysis when margins slip or service levels drop
• Less finger-pointing, because everyone is looking at the same numbers

How does SimplyDepo all-in-one software for distributors work?

SimplyDepo is built to be the single source of truth for distributors and field teams: one app for routes, orders, store visits, photos, and retail execution, with clean data flowing into your accounting and CRM tools.

Instead of running five different tools for route planning, order entry, B2B portal, field sales, and reporting, SimplyDepo pulls those workflows into a single mobile-first platform designed for CPG brands and distributors.

From route planning to order management for distributors in a single mobile app

On a typical day, your reps or drivers:

• See their planned routes for the day with mapped stops
• Open each customer profile, review history, and in-store tasks
• Capture orders directly in the app with real-time pricing and catalog access
• Submit orders that sync back to HQ instantly, even if they’ve been working offline

SimplyDepo combines route planning, territory assignments, and order management in one interface, so the same tool that shows “where should I go next?” is also where reps place the order and log what happened in-store.

No more juggling between a routing tool, an order pad app, and a spreadsheet of “special prices.” Orders flow from the field into your back office with consistent products, pricing, and customer data.

Field sales, forms, and task management in one mobile-first experience

Beyond routes and orders, SimplyDepo is built for field execution:

• Reps log store audits, photos, notes, and planogram checks in the same app they use for orders
• Managers assign tasks and visit plans (e.g., “check new display,” “capture competitor pricing”) and track completion in real time
• The Android app and iOS app work offline, then sync when connectivity comes back, which matters if you’re delivering in rural areas or big-box basements

That means you get one timeline of what really happened at each location: who visited, what they saw, what they did, and what they sold. For sales leadership, it’s basically a field CRM plus retail execution tool baked into your order management.

Plug and play integrations with QuickBooks, other accounting software for distributors, and leading CRM platforms

You don’t need your all-in-one platform to replace accounting or CRM. You want it to feed them clean data.

SimplyDepo offers:

• Native QuickBooks integration, so orders and invoices sync straight into your accounting without manual re-entry.
• Integrations with tools like Stripe, Shopify, HubSpot, Salesforce, Zapier, and Klaviyo, so your B2B eCommerce, CRM, and marketing stack stay in sync.
• Open API support, so you can connect ERPs or custom systems as your business grows.

Net result: finance keeps living in QuickBooks or whatever accounting software you use, sales and ops live in SimplyDepo, and data flows between them automatically.

How SimplyDepo helps small and medium distributors reduce manual order entry and automate order processing?

This is where the rubber meets the road.

Because orders are captured directly in the app (by reps, merchandisers, or even via a B2B portal), there’s no need for:

• Re-typing emailed or WhatsApp orders into QuickBooks
• Cleaning up spreadsheets before importing
• Guessing what the rep “meant” when they scribbled an order after a long route

Case studies from distributors using SimplyDepo show:

• Empire Snack Distributors cut order processing time by 12 hours and boosted rep efficiency 3x, while reducing manual fixes and stockouts.
• GothamDSD eliminated manual QuickBooks reconciliation and cut reporting time by 3x, giving customers real-time order visibility.

In practical terms, SimplyDepo turns manual order entry into automated order processing for distributors: reps create clean orders once, SimplyDepo validates them against products and pricing, then pushes them into accounting and other systems without someone in the office playing “human API.”

How to choose the right mix of solutions for distributors at your current stage?

All-in-one doesn’t mean “all at once.” Your tech stack should match where you are today. Here’s a simple way to think about it.

If you are a small local distributor getting off spreadsheets and WhatsApp orders

Your main problems:

• Orders scattered across texts, calls, and PDFs
• Pricing inconsistencies and “special deals” that no one remembers
• Zero visibility into rep activity or route performance

What you need first:

• Mobile order capture + basic route planning in one app
• QuickBooks integration, so invoices don’t require retyping
• Simple catalog and customer management

SimplyDepo can act as your front-end system of record for customers, products, and orders, while QuickBooks stays your financial backbone. You don’t need heavy ERP yet; you need clean, structured data and the ability to stop losing orders in someone’s inbox.

If you are a growing regional distributor adding new routes, reps, and warehouses

Now you’re wrestling with:

• Multiple routes per day, per region
• A mix of pre-sell and DSD-style delivery
• Inventory in more than one warehouse (or in vans)
• More complex promotions and customer-specific pricing

At this stage, you want:

• Tighter route optimization and visit planning so reps aren’t wasting time and fuel
• Real-time inventory visibility in the app, so reps don’t sell what you don’t have
• Structured promotions (discounts, deals, bundles) enforced at order entry
• Better reporting by route, rep, channel, and brand

Here, SimplyDepo becomes your operational hub: one place to plan routes, manage promotions, capture orders, and see what’s happening in the field, while still integrating with accounting and possibly a lightweight inventory or WMS system.

If you are a mid-market player deciding between point tools and ERP software for wholesale distributors

You’re now in “too big to wing it, too lean to love a 2-year ERP project” territory. Issues look like:

• Several warehouses, complex purchasing, and maybe 3PLs
• Multiple channels: field sales, key accounts, B2B eCommerce, marketplaces
• A patchwork of OMS, routing, CRM, and WMS tools that don’t fully talk

You’re probably considering NetSuite, Acumatica, or other ERP software for wholesale distributors. They’re powerful, but they’re also heavy to implement and not always beloved by field teams.

A pragmatic option:

• Use ERP as the back-end system of record for inventory, financials, and purchasing
• Use SimplyDepo as the user-friendly front end for field sales, routes, retail execution, B2B ordering, and customer interaction
• Connect them via API/integrations so orders and inventory stay in sync

That way, reps keep a mobile-first app designed for their reality, while finance and operations get the rigor and controls they want in ERP.

Final Thoughts: When it makes sense to book a SimplyDepo demo to unify routes, orders, and field sales

You don’t need a demo if you’re happy living in Excel, WhatsApp, and “call me later, I’ll check the system.”

You should book a SimplyDepo demo when:

• You’re tired of manually retyping orders into QuickBooks or other accounting software
• You’ve got more than a couple of routes and no clear view of what’s happening in the field each day
• You’re running separate tools for order entry, routing, and store audits, and none of them agree on what reality is
• You’re planning to add reps, routes, or territories and want to avoid scaling chaos, not multiply it

SimplyDepo demo will focus on your actual workflows: a real route, a real customer, a real promo, a real order, and how that flows into your accounting and CRM. If, by the end, you can clearly see fewer tools, fewer clicks, fewer errors, and clearer data, then you’ve got the right all-in-one platform in your stack.