Wholesale Order Form Template
A trade ordering sheet for stockists collects case quantities, receiving details, and resale credentials for first-time accounts. You invoice on your terms.
Welcome, stockists. Place your wholesale order below, and we confirm stock and invoice on your account terms. First order with us? We'll need your resale credentials once.
Our wholesale minimum is 5 cases per order.
We ship wholesale on Mondays, so pick any day in your preferred week.
Wholesale ordering has a texture retail never does: minimums, cases, resale certificates, receiving docks, and invoices on terms. Most small brands handle it over email threads that go six replies deep. This form flattens the thread into one structured submission, so a stockist places a complete order in two minutes and your confirmation email is the only reply needed.
From six replies to one. Business name and buyer name are separate because accounts and humans change independently: the shop stays, the buyer moves on. The first-order question drives the form's logic. New accounts see a resale certificate field, needed once for tax, while returning stockists never see it again, a small courtesy that makes the form feel like it knows them. Order lines are free text with a one-line-per-SKU placeholder rather than a dropdown per product, because wholesale catalogs run long and buyers order from your line sheet anyway; the form captures their list rather than re-rendering your catalog. Total cases is a number with your minimum built into validation, so under-minimum orders can't be submitted, which saves the awkward decline email. Receiving address and ship week round out what your 3PL or packing table needs.
Prices live on the line sheet. Wholesale pricing is relationship- and volume-specific, and printing it on a semi-public form undercuts both your retail channel and your negotiating room. The line sheet carries prices; the form carries orders. Payment fields stay off as well: trade orders settle on terms via invoice, as your accounts expect.
Brands with stockists. Makers and small brands with 10–80 stockists, food producers shipping cases to independent grocers, and anyone who exhibits at trade fairs and needs an ordering link to print on the booth card. Distributors onboarding a handful of new independent accounts each season use it to keep those first orders clean.
Make it a private trade counter. Adjust the case minimum in the number field's validation to your real floor. Password-protect the form in Settings and share credentials only with approved accounts, a private trade counter. Add a webhook to push orders into your fulfillment or accounting flow the moment they land, and lean on CSV export at month's end to reconcile order volume by account. The logic rule on the resale certificate is a pattern worth copying for any "only ask once" field.
Settled on terms. The ending confirms the trade rhythm: stock check, order confirmation, invoice on terms. Nothing here asks a buyer to behave like a retail customer, which is why stockists will use it.
Frequently asked questions
How do stockists pay for wholesale orders?
By invoice on their account terms, net 30 or whatever you've agreed. The form records the order; your confirmation email carries the invoice, as trade buyers expect.
Can I keep this form private to approved stockists?
Set a password in Settings and share it when you approve an account. Combined with the resale-certificate question, it keeps the trade counter trade-only.
Why does the resale certificate field only appear for new accounts?
A logic rule shows it only when "first order" is answered yes. Returning stockists skip it entirely, so open the Logic panel to see and reuse the pattern.
Can orders feed straight into our back office?
Add a webhook and each order POSTs to your endpoint in real time, signed and with retries, or export CSV whenever accounting wants the month's wholesale volume in columns.