One portal for your approved customers, orders that land in QuickBooks as invoices
Today your salesmen take orders by email and WhatsApp off a PDF catalog. We heard what you want instead: a private, invite-only site where approved customers log in, order on the credit terms you already give them, and have it sync straight into QuickBooks — with per-customer pricing, a delivery day on every order, and items priced correctly whether they're sold by the case or by the pound.
A new restaurant or supermarket fills in the application on your site instead of a paper form.
You review it in your admin, approve it, and set that customer's prices, shipping address and credit terms. They get a login by email.
They see only their own prices, add cheese or ham by weight and olives or seafood by the case, enter a PO number and pick a delivery day.
The purchase order flows into QuickBooks as an invoice, priced correctly for weight items and case items. No re-typing.
Your team sees the order in the admin, plans the route, and your own truck delivers on that customer's day.
What we heard on our call
- You're a Spanish & European specialty food importer in South Florida — cheeses, hams, olives, seafood and gourmet goods — selling to restaurants, grocery stores and specialty shops, delivered on your own trucks and routes (Miami Beach every Tuesday, for example). No shipping carriers involved.
- Today it's manual. Salesmen take orders by email and WhatsApp, and customers work off a PDF catalog.
- You showed us a New York supplier's portal you liked — browse, add to a cart, a PO number, the shipping address you've set for that account, then pick a delivery day. No checkout, no card — your customers order on credit.
- Pricing is per customer, set by you. No pallet or bulk-tier discounts — cases only, at whatever rate you've already agreed with that account.
- Many items sell by weight (cheese, ham especially), others by the case — both need to invoice correctly in QuickBooks.
- New customers apply, you approve. The wholesale side stays invite-only and hidden from the public — approval comes with an email and a login.
- No rush on your end. This goes to your team and the decision-makers first; a build could start in a couple of months, around January.
How it works, for them and for you
Two roles, each with just the screens that matter to them.
Apply once, order in minutes
- Apply online and get approved by email
- Browse the catalog at their own price — by the case or by weight
- Add to a purchase order, pick a delivery day, submit — no checkout, no card
Approve, price, and let QuickBooks do the rest
- Review and approve new accounts; set each one's pricing and shipping address
- Keep the catalog current — upload your PDF price list, or edit products directly
- Watch orders arrive and sync to QuickBooks as invoices, priced right by weight or by case
A first look at your ordering portal
A concept of the direction, built around the flow you showed us from the New York supplier you liked — browse, add to a PO, pick a delivery day. Concept only — the colors, layout, product names and prices here are placeholders; we'll match your real brand once you share it, and the final design is confirmed with you before we build it.
Browse by weight or by the case, at the rate we've agreed for your account.
Tap a delivery day and submit your PO.
Your workflow, screen by screen
We mapped what you described on the call into the screens your customers and your team would actually use. Concept only: names, products and prices are samples, and the final look is confirmed with you before we build.
Apply for a wholesale account
Restaurants, supermarkets and specialty shops. We will email you once approved.
| Applicant | Type | Status | |
|---|---|---|---|
| Sample Restaurant | Restaurant | Pending | Review |
| Sample Supermarket | Supermarket | Approved | Done |
| Sample Specialty Shop | Shop | Pending | Review |
| Product | Sold by | Your price | Qty |
|---|---|---|---|
| Manchego | per lb | $ / lb | -5+ |
| Serrano ham | per lb | $ / lb | -0+ |
| Olives | case of 12 | $ / case | -2+ |
| Canned seafood | case of 24 | $ / case | -0+ |
| Item | Qty | Unit |
|---|---|---|
| Manchego | 5 | lb (est.) |
| Olives | 2 | case |
| PO | Delivery | Status | |
|---|---|---|---|
| Recent order | Tue | Confirmed | Reorder |
| Earlier order | Tue | Delivered | Reorder |
| Earlier order | Thu | Delivered | Reorder |
Customers see when to expect each delivery, so they stop calling to ask.
| Customer | Delivery | Items | Status |
|---|---|---|---|
| Sample Restaurant | Tue | 4 lines | New |
| Sample Supermarket | Tue | 11 lines | Confirmed |
| Sample Specialty Shop | Thu | 3 lines | Confirmed |
| Order | Invoice | Sync |
|---|---|---|
| Sample Supermarket | Created | Synced |
| Sample Specialty Shop | Created | Synced |
| Sample Restaurant | Waiting for weights | Pending |
If a sync ever fails, it shows here with a Retry button instead of disappearing.
| Found in PDF | Sold by | Check |
|---|---|---|
| Manchego | per lb | OK |
| Olives | case of 12 | OK |
| New product | Needs a unit | Review |
Cheeses, hams, olives, seafood and gourmet products, delivered to restaurants, grocery stores and specialty shops.
Customer LoginSample data throughout. Your real customers, products and prices are loaded during the build.
What's included
- Private, invite-only ordering portal — hidden from the public, visible only to approved accounts.
- Online application form with admin approval — and an automatic email with login details once you approve.
- Per-customer pricing, set and changed by you — no pallet or bulk-tier logic, cases only.
- Purchase orders, not checkout — your customers order on the credit terms you already give them, no card required.
- Delivery-day selection on every order, with the shipping address you've set per customer.
- Items priced by weight (cheese, ham) and by the case, both invoiced correctly.
- Orders sync to QuickBooks as invoices automatically once approved.
- Catalog updates from your PDF price list (while it keeps the same layout) or directly in the admin.
- Mobile-friendly for customers ordering from their phone on a route day.
- A company website — Home, About, Products, Contact — plus a Customer Login button to the portal.
What we checked before quoting
We looked at the parts of this that could cause surprises later, so there are none once we start.
QuickBooks Desktop or Online?
On the call it sounded like Desktop. Desktop sync runs through a connector on a dedicated workstation on your side, not pure cloud-to-cloud — we'll confirm which you're on and, if Desktop, that you have a machine that can stay connected.
Invoicing by weight
QuickBooks needs to be set up so weight-sold items (cheese, ham) and case-sold items both invoice correctly. We'll test this against your real product list before go-live, not after.
PDF catalog auto-import
Auto-filling products from your PDF works well as long as it keeps the same layout each time you send it. If the layout changes often, we'll add that update's products by hand instead.
Application, approval & delivery day
Per-customer pricing, the approval workflow, and delivery-day selection are straightforward custom development with no platform dependency.
Milestones and pricing
Our Oct 1 note here pointed at an existing B2B platform (Orderwerks). On the call, the direction moved to a custom WordPress build instead — so rather than two platforms, this is one clear choice between two looks for that same build: a template-based look closer to your budget, or the fully custom look Abu described.
Option A — Template-based look Near your budget
A pre-built, professionally styled WordPress theme, colored and arranged for your brand, with the same portal functionality underneath.
Portal foundation: application form, admin approval flow, customer accounts, theme styled to your brand.
Catalog, per-customer pricing, purchase order flow, delivery-day selection.
QuickBooks invoicing (by weight and by case), company website pages, testing, launch.
Option B — Fully custom look As discussed on the call
A homepage and portal designed from scratch around your brand — the ~$10K version Abu described on the call.
Discovery and design: confirm QuickBooks setup, custom homepage and portal design concepts, PDF catalog format review.
Custom-designed ordering portal: application/approval flow, per-customer pricing, purchase orders, delivery-day selection.
QuickBooks invoicing (by weight and by case), PDF catalog auto-import, company website build.
End-to-end testing, team training, launch.
Either way, payments are fixed milestones on Upwork, released only once you've reviewed and approved the work.
After launch: keeping it running
Portals and websites need small ongoing care — updates, security, catalog and pricing tweaks, backups. Pick a plan, or pay as you go.
| Plan | What it covers | Price |
|---|---|---|
| Essential | Updates, backups, security monitoring | $99 / mo |
| Standard Recommended | Everything in Essential, plus catalog/pricing edits and priority support | $199 / mo |
| Priority | Everything in Standard, plus same-week changes and a monthly check-in call | $349 / mo |
Anything outside a plan — or if you'd rather not take one — is billed at $40/hr, agreed with you before we start.
When is it done?
What we need from you
- QuickBooks access (Desktop or Online — let us know which) so we can test the invoice sync.
- Your current PDF catalog, so we can check it works for auto-import, plus any product spreadsheet you already keep.
- Your customer list and their pricing/discount tiers, so we can set each one up in the admin.
- Logo, brand colors and any photos you'd like used on the website and portal.
- A decision on Option A or B, and sign-off on the homepage concept, before we start Milestone 1.
Relevant work
A few examples from our wholesale and e-commerce work.
How we work
- One point of contact. Abu leads the project and is on every call; our designers and developers are an in-house team based in Pakistan.
- Full visibility. An Asana board with every task, so you and your team can check progress any day.
- Check-ins on your schedule. Short calls or recorded walkthroughs, in your time zone, as often as you'd like.
- Pay as it's delivered. Fixed-price milestones on Upwork, released only once you've reviewed and approved the work.
Next steps
- Tell us which direction you'd like — Option A (template look) or Option B (fully custom) — and whether you're on QuickBooks Online or Desktop.
- Share your current PDF catalog, customer pricing tiers, and any brand assets you have.
- We lock the scope and start Milestone 1 on Upwork.