Order management software for produce distributors

How orders typically arrive

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

Common pain points in this vertical

• Orders land late at night and before dawn, against a hard truck-loading cutoff
• Market prices move overnight, and three accounts on the same item are on three different prices
• Pack sizes mix cases, lugs, flats, cartons, counts, and pounds — '3 flats' misread as '3 cases' triples an order
• A wrong quantity or item doesn't get credited; it spoils
• 'The usual' and 'whatever looks good' only mean something to the person who knows the account

Use cases we hear about

• Capture emailed order guides and spreadsheets on arrival. A chef's 9:40 p.m. emailed order is structured when it lands — matched to your pack sizes, priced for the account — and waits in the queue for morning review before the trucks load.
• Price each line by account, with the rule shown. Per-customer market pricing lives in PeasyOrders as rules you set; every line shows its price and the rule that set it, and a line with no price blocks confirmation instead of defaulting to list.
• Flag substitutions and judgment calls for a person. 'Romas if no heirlooms' and 'whatever avocados look good' are captured with the order and flagged — the judgment stays with your team, and the request stops getting lost.

What does order capture do for a produce distributor?

Produce is the hardest version of the order problem: orders land at the worst hours, prices move overnight, the units mix cases and lugs and flats and pounds, and a wrong order doesn't get credited — it spoils. PeasyOrders — order capture built for small and mid-sized US wholesale distributors on QuickBooks Online — reads the orders that arrive in writing the moment they land, matches them to your real pack sizes, prices each line by account with the rule shown, and queues a draft your team reviews before the trucks load. The phoned and texted orders get a one-click lane into the same queue.

Two things make produce ordering punishing. The clock: a chef sends the order after service, and your team has until the trucks load to turn everything into picked orders. And the prices: the terminal market moves overnight, and the same item carries different prices for different accounts. Manual entry under both pressures is where quantities get misread and stale prices slip through.

How does PeasyOrders capture produce orders?

Two lanes, honestly stated.

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 — the chef's 9:40 p.m. list, the weekly order-guide spreadsheet. Each becomes a structured draft: lines matched to your catalog with their real pack sizes, the account's price applied with its rule shown, substitution notes flagged for a person. An order that lands at midnight is structured at midnight and waits in the queue for morning review — around-the-clock capture of written orders, without a night shift.

Phone and texted orders get a one-click lane. PeasyOrders doesn't capture calls, texts, or voicemails — and in produce, plenty of orders arrive that way before dawn. Your office adds them in one click as manual entries: same editor, same per-account pricing, same review and export, with "manual" recorded as the origin. The queue stays the single list of the morning's orders, however each one arrived.

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.

How does daily market pricing work?

Per-customer pricing lives in PeasyOrders as rules you set — it has to, because QuickBooks Online's API doesn't expose customer-specific pricing to any integration. PeasyOrders is the pricing engine itself. When tomatoes jump at the terminal market, you update the price in one place instead of retyping a new number into every order for every account. Each draft line shows the price applied and the rule that set it, a line with no price blocks confirmation instead of defaulting to list, and your team reviews everything before it exports — so the stale number gets caught in the draft, not on the invoice.

What happens with ambiguous units and judgment calls?

"3 flats" is matched to the flat pack size — not guessed into cases, which is how a berry order triples at 5 a.m. "A box of lettuce" when you stock two boxes is flagged. And the genuinely human calls — "romas if no heirlooms," "whatever avocados look good" — are captured with the order and flagged for your team, because the system suggests and the operator validates. The judgment stays with the person who knows what came off the truck; the request stops getting lost. And when the question belongs to the buyer — heirlooms or romas after all? — it can go out by email from the order, with the answer linking back to the same draft.

Common produce orders PeasyOrders handles

Does it recognize "the usual"?

Yes. On setup, PeasyOrders reads your past QuickBooks Online invoices once, so each account's buying history is there from day one. From then on it learns each account's shorthand from the corrections your team confirms — after a few orders, "the usual" resolves to that account's list. The regular's eight-item order comes up as a draft anyone can review, so it doesn't wait on the one person who had it memorized.

What stays with your other systems?

PeasyOrders owns capture, matching, pricing, and review, then hands off a clean order. Reviewed orders export to QuickBooks Online as an Estimate by default (configurable), or to Google Sheets or CSV. Inventory, lot traceability, catch-weight invoicing, and delivery stay in your produce system and your accounting — PeasyOrders feeds them clean order data; it doesn't replace them.

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 customers will keep ordering late and early, by the case, the lug, and the pound, at prices that moved overnight. PeasyOrders captures the written orders as they land, prices every line by account with the rule visible, flags the judgment calls, and gives your office one click for the phoned ones — so the pre-dawn hours go to checking orders against the day's prices, not racing to type them. For the wider picture, see how to automate wholesale order processing.