Inventory
Wholesale Inventory Management & Distribution Software
Software that pays for itself the first time it stops an oversold order.
Multi-warehouse stock, barcode scanning, purchase orders, invoicing, multi-currency and a customer portal. One flat monthly price
What actually sets this apart
Not another generic stock counter
Most inventory tools stop at counting boxes. Here's what's structurally different underneath.
Your data lives alone
Every business runs on its own separate database, not a shared table filtered by an account ID. Cross account data leaks aren't just unlikely, they're structurally impossible.
Finance is built in, not bolted on
Full accounts receivable and payable, 3-way match, multi-currency FX, VAT locked at document time. Most competitors expect you to plug in separate accounting software for this depth.
Runs your own delivery fleet
A dispatch board, driver routes and proof-of-delivery photos for distributors who deliver themselves, not just those printing a courier label.
Permissions that actually flex
An admin-editable permission matrix controls every action and every screen, live not a fixed set of roles you have to work around.
Why not just use a spreadsheet
What actually changes when you switch
A side-by-side of what a spreadsheet-and-email setup can and can't do, next to a generic stock counter, next to Wholesale OS.
| Capability | Spreadsheet + email | Generic stock app | Wholesale OS |
|---|---|---|---|
| Stops the same item being oversold twice | No | Sometimes | Yes |
| Tiered / quantity-break customer pricing | Manual | Basic | Built in |
| Multi-warehouse stock in one order | No | No | Yes |
| VAT locked correctly on every invoice | Manual | Basic | Automatic |
| Multi-currency & FX gain/loss | No | No | Yes |
| Customer self-service ordering portal | No | Rare | Included |
| Full audit trail of every stock change | No | Partial | Every action |
Included in every plan
Built around how distribution actually runs
Everything below ships as standard nothing here is a paid add-on hidden behind a higher tier.
Purchasing & suppliers
Draft, submit, approve
Purchase orders route for approval automatically once they cross a buyer's spending limit no chasing sign-off by email.
Partial deliveries
Receive a purchase order across several shipments; stock and the supplier bill update with every delivery, not just the last one.
3-way cost matching
If a supplier's invoice doesn't match what you ordered, the variance is flagged and recorded never silently absorbed.
Reorder suggestions
A rolling-demand calculation flags what's about to run out based on real sales history and each supplier's lead time, grouped ready to raise.
Selling & fulfilment
Multi-warehouse split fulfilment
One sales order can draw stock from several sites at once. Customer never knows or cares which warehouse it came from.
Tiered & quantity-break pricing
Each customer's price is resolved automatically from their tier and order quantity. No manual price checking on every order.
Backorders, handled properly
A shortfall reserves what's available and reports exactly what's still owed nothing gets lost in an email thread.
Barcode receive & pick
Warehouse staff scan with a phone or handheld scanner. No manual data entry standing at a shelf.
Internal dispatch & delivery
Plan driver routes, and capture proof of delivery, receiver name and photo right from the driver's own device.
Returns that reconcile themselves
A return automatically restocks what's sellable and raises the customer's credit note. No separate manual step.
Finance & accounting
Invoicing & accounts receivable
VAT, discount and shipping are calculated and locked at invoice time. A later rate change never rewrites history.
Accounts payable
Receiving stock raises what you owe the supplier automatically, with the option to pay several bills in one payment run .
Multi-currency & FX
Trade with each partner in their own currency; realised and unrealised exchange gains and losses are tracked without a spreadsheet.
Credit limits, enforced
An order is checked against a customer's real exposure; unpaid invoices, open credit, committed orders before it's ever confirmed.
Expense management
Staff expenses, company card spend and reimbursements post straight into the same set of books as your inventory.
Accounting-ready exports
A balanced journal export maps to your own chart of accounts, ready for e.g Xero, QuickBooks or your bookkeeper.
Access, audit & customer experience
Role-based permissions
Every action and every screen is gated by a permission you control, editable live without waiting on a developer.
A complete audit trail
Every stock change and every sensitive action, credit overrides; approvals is logged with who, what and when.
Customer self-service portal
Customers browse their own agreed pricing, place and edit their own orders, and check their own invoices without a phone call.
Your branding, not ours
Your logo and details appear on every invoice, packing slip and the customer portal. It reads as your system, not a third-party tool.
Pricing
One flat fee. No per-order charges, ever.
Every plan includes unlimited orders, invoices and stock movements. You only pay for warehouses, users and the depth of features you need.
Starter
One warehouse, small team, core order flow.
Billed monthly · REPLACE with your real price
- 1 warehouse
- Up to 5 users
- Purchase & sales orders
- Invoicing & VAT
- Barcode scanning
- Email support
Growth
Multi-warehouse distributors trading across currencies.
Billed monthly · REPLACE with your real price
- Up to 5 warehouses
- Up to 25 users
- Everything in Starter
- Multi-warehouse split fulfilment
- Multi-currency & FX
- Customer self-service portal
- Dispatch & proof of delivery
- Priority support
Enterprise
Unlimited scale, white-label, dedicated support.
Talk to us for a quote
- Unlimited warehouses
- Unlimited users
- Everything in Growth
- Full permission matrix & audit log
- Custom onboarding & import
- Dedicated account manager
- Service-level agreement
Built for
Distributors who've outgrown spreadsheets
Multi-warehouse wholesalers
Stock split across sites that needs to act like one pool, not three disconnected spreadsheet, one order, sourced from wherever the stock actually is.
Import / export traders
Buying or selling in more than one currency, and tired of reconciling exchange-rate gains and losses by hand at month end.
Distributors with their own delivery fleet
Running your own vans rather than shipping by courier, plan routes, and get proof of delivery back automatically.
Security & data isolation
Your data doesn't share a table with anyone else's
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Database-per-business isolationEach business runs on its own physically separate database not a shared table filtered by an account column.
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Role-based access controlEvery action is gated by a permission your admin controls, down to which screens each role can even see.
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A complete audit trailEvery stock movement and every sensitive action is logged with who did it and when, kept separately from day-to-day data.
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Encrypted in transit, access-controlled at restAll traffic runs over HTTPS; documents and receipts are stored private not public files.
Ask us about our security review
Being upfront
What we're building next
We'd rather tell you what's coming than let you find a gap after you've signed up.
E-commerce channel sync
Two-way stock and order sync with Shopify, so an online storefront and wholesale orders share one stock count.
Online invoice payment
Let your customers pay an invoice directly from the portal, reconciled automatically.
Courier label printing
Direct carrier integration for distributors who ship via courier rather than their own fleet.
EDI for large retail accounts
For distributors supplying big-box retail partners who require EDI trading.
From distributors like yours
What Masterminds Customer Says
"We stopped overselling low-stock lines the week we switched that alone paid for the plan."
"Multi-currency invoicing used to take our bookkeeper a full day at month end. Now it's automatic."
"Our customers order themselves through the portal now. Support calls dropped noticeably."
Questions
Pricing & plans, answered
Is there a free trial?
Yes — every plan starts with a 14‑day free trial, no card required. You can import your own product catalogue during the trial to see it running on real data.
Do you charge per order or per transaction?
No. Pricing is a flat monthly fee per plan, based on warehouses and users; never per order, per invoice, or per SKU.
Can I switch plans later?
Yes, upgrade or downgrade at any time from Settings. Changes are prorated for the current billing period.
Is my data isolated from other companies using Masterminds Wholesale System?
Yes. Every customer runs on their own separate database, not a shared table filtered by account, so your data is structurally isolated, not just access‑controlled.
What happens if I go over my plan's warehouse or user limit?
You'll get a heads‑up in‑app before you hit the limit, with a one‑click upgrade nothing is ever cut off mid‑task.
Can I import my existing product catalogue and stock levels?
Yes. Bring a spreadsheet of your products, opening stock, and pricing, and we'll help you get it loaded during onboarding rather than entering it by hand.
Does it connect to my online store?
Not yet for most platforms. Shopify sync is in progress (see our roadmap above). Today, online orders can be entered manually or via your customer portal.
What support do I get?
All plans include email support during business hours; Growth and Enterprise include priority response times, and Enterprise adds a dedicated account manager.
Do I need my own delivery fleet to use the dispatch features?
No, dispatch and proof-of-delivery are entirely optional. If you ship via courier instead, you can ignore that module and use packing slips as normal.
Ready when you are
Start your 14‑day free trial today
Bring your real product catalogue no card required, no obligation.
