CRM for wholesalers & distributors
Wholesale distribution operators need clear records when negotiating bulk orders. When a buyer modifies quantity requests after a proposal is issued, rework can stall fulfillment. Workspace369 runs the account side of distribution: client records, catalog-based proposals with e-signing, tasks, client messages, and invoices, with inventory tracking from Specialist. Your team records every term clearly before final quantities reach the warehouse.
Key facts
CRM for wholesalers & distributors at Workspace369 covers 9 areas, including client records, proposals, projects and tasks.
The workflow runs in 5 steps, from "establish the client record" to "generate the final invoice".
Workspace369 starts at $29/mo for 1 seat, and the Commander plan includes 20 seats, 500 GB of storage, and 120,000 AI tokens per month at $299/mo.
Additional seats cost $10 each and 100 GB of additional storage costs $15; full pricing is public on the Workspace369 pricing page.
The problem
Wholesale buyers frequently request quantity changes after a proposal is negotiated but before warehouse allocation begins. Without a designated system to track these updates in client records and conversations, managers rely on scattered notes. This creates administrative confusion, as team members look at outdated files while attempting to generate final invoices for the client.
Negotiating bulk pricing involves multiple message threads regarding minimum order volumes and delivery timelines. When conversations are separated from proposals and files, staff lose track of agreed modifications. Matching client records with email threads across disconnected systems delays project setup and leads to incorrect invoice generation, forcing account teams to redo work constantly.
Before items leave the warehouse, distributors must complete verification steps, schedule delivery dates, and assemble compliance files. Managing these tasks across separate spreadsheets causes missed deadlines. When scheduling details are not linked directly to the client record, coordination drops, causing friction between the account team and the operations staff.
When quantity updates occur late in the negotiation cycle, generating accurate invoices becomes difficult. If the final proposal does not reflect the amended conversations, the resulting invoice will be incorrect. Teams waste hours cross-referencing files and client portal messages to verify the actual agreed amounts before initiating separate warehouse processes.
The product
Clients watch progress, files, and invoices in a branded portal instead of asking your team for updates.
Email, SMS, calls, and voicemail land beside the client record — with AI summaries, so anyone on the team can reply with full context.
Tasks, files, and status for every engagement — visible to the team and, through the client portal, to the client.
Send quotes, bill milestones or retainers, and let automated reminders chase anything outstanding.
Workflow
Begin by entering the wholesale buyer information into the client records section. Store initial operational requirements, contact details, and communication preferences here. This record serves as the anchor for all subsequent proposals, tasks, and files. By keeping this profile complete, anyone reviewing the account can access historical conversations and scheduled follow-ups without needing access to separate warehouse management tools.
Create a detailed proposal outlining the negotiated quantities, bulk pricing tiers, and delivery timelines. Upload related files directly to the proposal record so the client can review the documentation via the client portal. This step establishes the official commercial baseline for the transaction, allowing both parties to view the initial terms and submit feedback through integrated conversations before any inventory is allocated.
When a wholesale buyer requests a quantity change post-negotiation, record the modification directly in the brief or proposal text. Update the conversations history to document the client's explicit request. Hold warehouse allocation until the change is confirmed; use this phase to align the client record, update the associated tasks, and verify that the files reflect the newly requested volume.
Create specific tasks to verify the new quantity requests against operational constraints. Use the scheduling feature to set deadlines for internal reviews and client follow-ups. Assign these tasks to account staff who will verify that the updated proposals and files match the client's expectations before moving the file to the final invoicing stage of the project.
Once the quantity changes are confirmed via the client portal conversations, convert the updated proposal into the final invoice within the platform. Verify that the line items precisely match the updated proposal files. After the invoice is issued to the client, the project is marked complete, giving your warehouse management or landed-cost accounting software a clean data set.
Product coverage
Loved on the App Store
Finally feels calmBounced between three or four all-in-one tools and always ended up in a mess of tabs. This is the first one that feels calm. Set up my client projects in ten minutes.
Painless team rolloutRolled it out to our eight-person team and adoption was painless — intuitive and polished. I'd love more integrations, but they keep shipping.
Hours back every weekWas juggling separate tools for notes, tasks, docs, and updates. Consolidating into one place has genuinely saved me hours each week. Support is responsive too.
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FAQ
Workspace369 includes inventory tracking, stock adjustments and low-stock alerts from Specialist. Set up your real product units and test allocation and adjustments with sample stock; connect a warehouse or storefront through webhooks and the API.
Yes, clients can use the client portal to initiate conversations regarding quantity adjustments. An administrator then updates the proposal or records the changes in the project brief, and the conversations and files stay on the client record, so everyone is aligned before you issue the final invoice.
You can manage delivery timelines using the scheduling feature and project tasks. By setting specific dates and deadlines within the client record, your team can coordinate preparation steps. Carrier bookings and shipping stay in your logistics tools.
When a proposal is updated due to a quantity change, the administrator must ensure the invoice matches the revised terms. Convert the revised proposal into the invoice, so the line items match the agreed quantities. This helps verify that the client receives an accurate bill before separate warehouse fulfillment processes begin.
Ready when you are
Start with the modules you need today, then turn on AI, automations, accounting, inventory, requests, and reporting as the operation grows.
