PeasyOrders for QuickBooks wholesale users

What this role typically owns

• Run the wholesale business on QuickBooks Online — invoices, payments, reporting
• Turn customers' emailed orders, PDF purchase orders, and spreadsheets into clean QuickBooks records
• Keep each customer's negotiated pricing straight at order-entry time
• Answer for the wrong quantities and missed lines that manual entry lets through

Pain points we hear about

• Orders arrive everywhere except QuickBooks — emails, PDF attachments, spreadsheets — and every one is keyed in by hand
• Per-customer pricing lives in a spreadsheet or an old invoice, and someone cross-references it on every order
• Customers order in their own words — case packs, shorthand names, 'the usual' — while QuickBooks wants a clean line item against a real SKU
• Phoned orders that wait on a note until someone types them up
• The occasional wrong quantity or missed line that turns into a credit later

Desired outcomes

• Emailed orders that land in QuickBooks Online as clean, priced Estimates without retyping
• Each customer's price applied by rule, with the rule that set it visible on the line
• One reviewed queue for written and phoned orders instead of a scattered inbox
• QuickBooks Online stays the system of record — nothing to migrate

What gap does PeasyOrders close for a QuickBooks wholesaler?

You run your wholesale business on QuickBooks Online, and it handles the money fine — invoices, payments, reporting. What breaks is everything between a customer sending an order and that order becoming a clean QuickBooks record. PeasyOrders — order capture built for small and mid-sized US wholesale distributors on QuickBooks Online — closes exactly that gap. It reads the orders that arrive in writing — the email body, the PDF attached, the spreadsheet — matches them to your items and each customer's pricing, holds them for your review, and exports them to QuickBooks Online as an Estimate. Phoned orders join the same queue in one click. QuickBooks stays your system of record; the retyping goes away.

If you've ever copied a customer's email into QuickBooks line by line, looked up their pricing in a separate spreadsheet, and hoped you didn't fat-finger a quantity, this page is for you.

What does a QuickBooks wholesaler deal with daily?

Orders arrive everywhere except QuickBooks. Your customers don't place orders in your accounting system. They email a list, attach a PDF purchase order, send the weekly spreadsheet, or call between deliveries. Every one has to be read and keyed into QuickBooks by hand. For a wholesaler doing dozens or hundreds of orders a week, that's hours of double entry — and the occasional wrong quantity or missed line that turns into a credit later.

Pricing is a manual lookup every time. Wholesale rarely has one price list. You've got per-customer rates, volume tiers, contract pricing, and the odd special. QuickBooks Online's price rules have spent years in beta and its API doesn't expose customer-specific pricing at all, so at entry time someone is cross-referencing a spreadsheet or remembering what that account pays. Get it wrong and you've either undercharged or started an argument.

The order doesn't match QuickBooks cleanly. Customers order in their words — case packs, split cases, "a couple of the usual," shorthand product names. QuickBooks wants a clean line item against a real SKU. Bridging that gap is exactly the work that eats your morning.

How does PeasyOrders help you?

It captures the written orders. The email body, the PDF attached (it needs a text layer), the spreadsheet. Phoned and texted orders are added by your team in one click as manual entries in the same queue — there's no call capture or transcription, and PeasyOrders doesn't read photos, scans, or handwriting. An attachment it can't parse isn't bounced: it stays on the order, worked inside PeasyOrders in a side-by-side view.

It matches to your QuickBooks items. Sync your item list from QuickBooks Online (or upload a CSV), and PeasyOrders matches each line to a real item — learning each customer's shorthand from the corrections your team confirms, so "the usual two cases" lands on the right SKU after the first few orders.

It applies each customer's price. Per-customer rates, tiers, and contract pricing are applied by rule, with the rule that set each price shown on the line. QuickBooks Online's API doesn't expose customer-specific pricing to any integration, so PeasyOrders is the pricing engine itself: on setup it reads your past invoices once and proposes each customer's pricing, which you accept, adjust, or discard before it applies.

Pricing · Harbor Café

• Olive Oil 500 ml

  $8.40

  Customer price

• Rye Loaf

  $3.80

  Customer price

• Sourdough Loaf

  $4.10

  List price

Proposed from your past invoices — nothing applies until you accept it.

It exports clean to QuickBooks Online. You review the draft — every value shows its source — confirm it, and it exports as an Estimate by default (configurable), or to Google Sheets or CSV. Nothing leaves without your sign-off. The system suggests, the operator validates.

Before and after

Step	Without PeasyOrders	With PeasyOrders
Order arrives	Email, PDF, spreadsheet, a phoned order on a note	Same — no change for your customer
Reading it	You read and interpret each one	Written orders read on arrival; phoned orders added in one click
Matching products	Look up SKUs by hand	Matched to your QuickBooks items
Pricing	Cross-reference a spreadsheet	Each customer's price applied, rule shown
Into QuickBooks	Typed in line by line	Reviewed, then exported as an Estimate
When something's unclear	You catch it later, maybe	Flagged for review before export

What does it cost?

Plans run $99 (Starter, up to 200 confirmed orders a month), $199 (Growth, 600), and $349 (Scale, 1,500), with a 30-day money-back guarantee and no free trial — details on the pricing page. Where it honestly may not pay: if you handle a handful of orders a month, or every order already lands in QuickBooks cleanly through another system, the manual entry probably isn't costing you enough to fix. The math works when retyping orders eats real hours every week.

Keep QuickBooks. Lose the order entry.

QuickBooks Online is good at being your books. It was never meant to read a customer's email and turn it into a priced order — that's the job PeasyOrders does before handing the clean record back to QuickBooks where it belongs.

For the task-level walkthrough, see how email orders reach QuickBooks Online and the best QuickBooks order management add-ons. For the bigger picture, see how to automate wholesale order processing.