Order management software for janitorial supply distributors

How orders typically arrive

• Email (body text and PDF attachments)
• Spreadsheets attached to email
• Phone and texted orders, added by your team in one click as manual entries

Common pain points in this vertical

• The same loose phrase — 'can liners,' 'paper towels' — maps to one of many SKUs that differ by mil, ply, size, or concentration
• Most accounts are on a contract, bid, or GPO price, and a list-price slip is margin lost or a dispute
• Building service contractors send PDF and spreadsheet reorders covering several sites at once, and someone retypes all of it
• Concentrate versus ready-to-use is a different product, and orders often don't say which
• Each facility's standing list and contract terms live in one CSR's head

Use cases we hear about

• Apply contract and bid pricing on every line. A facility on a contract reorders and the captured order carries its contract price, not list, with the rule that set each price shown on the line — no lookups, no margin leaks, no disputes.
• Match the exact SKU by its spec. '4 cases 40x46 1.5 mil can liners' is matched precisely; a bare 'can liners, 10 cases' is flagged for a person to pick the mil and dimension instead of a near-match shipping and coming back as a return.
• Capture PDF and spreadsheet reorders. A building service contractor's multi-site PDF or a facility's attached spreadsheet is parsed into structured lines — no EDI required, and no retyping three buildings' worth of order.

Why is a janitorial order hard to capture?

In jan-san, two things have to be right on every order: the exact SKU out of a deep catalog, and the right contract price for that account. "Can liners" isn't an order — there are a dozen mils and dimensions. And the price isn't list — most facilities are on a contract, bid, or GPO deal you negotiated months ago. Get either wrong and you ship the wrong liner or leave margin on the table. PeasyOrders — order capture built for small and mid-sized US wholesale distributors on QuickBooks Online — reads the written reorders, matches each line to the right SKU and spec, applies the account's contract price with the rule shown, and flags anything unclear before it ships.

How does PeasyOrders capture janitorial orders?

Two lanes, honestly stated — and in jan-san the written lane is unusually strong, because facility buyers reorder in writing: emails, PDFs, and attached spreadsheets.

Written orders are captured on arrival. A forwarding rule sends your order emails in, and PeasyOrders reads the email body and the PDF and spreadsheet attachments. A facility manager's emailed reorder, a building service contractor's multi-site PDF, and a purchasing office's spreadsheet each become structured drafts: lines matched by spec, the account's contract price applied with its rule shown, and anything ambiguous flagged.

Phone and texted orders get a one-click lane. PeasyOrders doesn't capture calls, texts, or voicemails. Your team adds those orders in one click as manual entries: same editor, same contract pricing, same review and export, with "manual" recorded as the origin. However they arrive, the day's orders end up in one reviewed queue, each priced on its account's contract.

It also doesn't read photos, scans, or handwriting; a PDF needs a text layer to be parsed automatically. An attachment it can't parse stays on the order, worked inside PeasyOrders in a side-by-side view.

What happens when the spec is missing?

"Can liners, 10 cases" is flagged: which mil, which dimension? "Floor finish, 4 cases" is flagged: concentrate or ready-to-use? "Roll towels" when you stock several is flagged: which SKU? Each flag waits for a person to resolve it in the draft — the system suggests, the operator validates, and unresolved lines block confirmation. That's what keeps the near-match off the truck: on commodity consumables, a wrong mil or ply is a return with freight and restocking both ways, and a facility left short in the meantime. And when only the account can say which liner they meant, your team can ask by email from the draft — the reply links back to the same order.

How does contract pricing work?

Jan-san pricing is a wall of agreements — contract accounts, bid awards, GPO terms — and the lookup is the slowest, most error-prone part of manual entry. PeasyOrders prices each captured line by that account's rules and shows the rule that set the price right on the line; anything it can't price is flagged instead of defaulting to list. On setup, PeasyOrders reads your past QuickBooks Online invoices once and proposes each account's pricing from what you actually charged; you accept, adjust, or discard it before anything applies. QuickBooks Online's API doesn't expose customer-specific pricing to any integration, so PeasyOrders is the pricing engine itself — the contract rate is applied automatically and traceably, order after order.

Common janitorial orders PeasyOrders handles

Does it recognize a facility's standing reorder?

Yes. "The usual for the west building" resolves to that facility's liners, tissue, towels, and chemicals once a few corrected orders have taught PeasyOrders the account's shorthand — it learns from the corrections your team confirms. Setup covers day one: it reads your past QuickBooks Online invoices once, so each account's buying history is loaded from the start. The standing list becomes a draft anyone can review, with no dependence on the one CSR who knew the account and its contract.

What stays with your other systems?

PeasyOrders hands off where the warehouse takes over. Reviewed orders export to QuickBooks Online as an Estimate by default (configurable), or to Google Sheets or CSV. Inventory, purchasing, warehouse, and delivery stay in the systems you run for them — fed clean order data with the right SKUs and contract prices.

What does it cost?

Plans run $99, $199, and $349 per month by confirmed order volume, with a 30-day money-back guarantee — details on the pricing page.

The bottom line

Your facility accounts will keep reordering in loose phrases and attached files, at contract prices you set months ago — and they shouldn't have to change. PeasyOrders captures the emailed, PDF, and spreadsheet reorders with the spec matched, gives your team one click for the phoned ones, applies each account's contract rate with the rule shown, and flags the missing mil before the near-match ships. For PDF-heavy accounts, see how PDF orders are automated; for the wider picture, see how to automate wholesale order processing.