Order management software for restaurant 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

• Orders arrive against par in every written shape — order guides in the email body, PDF purchase orders, spreadsheets — plus the calls and texts someone retypes
• Broadline catalogs mix full cases and split cases, and the wrong pack becomes a redelivery
• Catch-weight proteins sell by the pound at variable weight
• Contract pricing differs by account — prime-vendor deals, tiers, multi-unit rates — and a line at the wrong rate becomes a credit
• Each account's par, usual cuts, and no-sub rules live in the rep's head

Use cases we hear about

• Capture emailed order guides and PDF purchase orders. A multi-unit operator's four-location email becomes four drafts, each matched to its location and priced on its own contract. A PO from a restaurant's purchasing tool is parsed from the emailed PDF — no EDI required.
• Match case and split-case packs. 'Two cases of fryer oil and a split of romaine' maps to the right pack and unit, and catch-weight proteins are captured as ordered — the actual weight and per-pound total settle at your scale and invoicing, downstream.
• Keep substitutions a human call. When an item is out, the affected lines are flagged so your team confirms the substitute with each account — nothing is silently swapped on an order a chef has a recipe riding on.

Why are restaurant supply orders hard to capture?

Broadline is a broad book: dry goods, proteins, produce, disposables, smallwares, and cleaning supplies, often for the same account on one order. The orders arrive against par, on the kitchen's schedule, in the shape the operator finds fastest — an order guide in an email body, a PDF purchase order from a purchasing tool, a spreadsheet, a call before the cutoff — and each one has to land at the right pack, the right catch-weight treatment, and that account's contract price. PeasyOrders — order capture built for small and mid-sized US wholesale distributors on QuickBooks Online — reads the written orders, matches them to your catalog, prices each account on its contract, and queues every order as a draft your team reviews before the route locks.

How does PeasyOrders capture restaurant 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 — including the PDF purchase orders that restaurant-side tools like MarketMan or Restaurant365 send by email. Each becomes a structured draft: lines matched to your items and packs, contract pricing applied with its rule shown, and anything ambiguous flagged. A multi-unit operator's four-location email becomes four drafts, each priced on its own contract.

Phoned and texted orders get a one-click lane. Kitchens call and text before the cutoff, and 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. The queue stays the single list of the day'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 do order guides and "fill to par" work?

The order guide is the account's memory, and PeasyOrders builds its own honestly. On setup it reads your past QuickBooks Online invoices once, so each account's buying history is there from day one; after that, it learns each account's shorthand from the corrections your team confirms. "The usual, hold the bar napkins" comes up as a draft against the account's history with one line removed and flagged. A bare "fill to par" with no quantities is different: par lives in the kitchen's count, not in your capture tool, so the line is flagged for the person who knows the account instead of guessed. The system suggests, the operator validates, and unresolved lines block confirmation. And when par really is the kitchen's call, the question can go to them by email from the order itself — the reply links back to the draft, not into somebody's inbox.

What happens when an item is 86'd?

The affected lines are flagged, not silently swapped. Your team confirms the substitute with each account — the judgment call stays with the person who knows which kitchen will take the alternate cut and which has a recipe that won't bend — and the decision is recorded on the order. Nothing ships on a guess.

Common restaurant-supply orders PeasyOrders handles

What stays with your ERP and the restaurant's tools?

PeasyOrders owns capture, matching, pricing, and review, then hands off a clean order. If you run a food-distribution ERP like NECS entrée, Accolent, or inecta, it keeps inventory, routing, catch-weight invoicing, and warehouse picking. If you offer a foodservice storefront like Cut+Dry or BlueCart, keep it — capture covers the accounts that never log in. And your restaurants' own tools, like MarketMan or Restaurant365, keep generating purchase orders; PeasyOrders captures the ones that arrive as emailed PDFs rather than EDI. Reviewed orders export to QuickBooks Online as an Estimate by default (configurable), or to Google Sheets or CSV.

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 restaurants will keep ordering against par the way they always have — the emailed order guide, the PDF PO, the call before the cutoff. PeasyOrders captures the written orders at the right packs and contract prices, gives your team one click for the phoned ones, and flags the calls only a person should make — so the order desk reviews instead of retypes, and the truck loads on clean data. If you carry a single category deep, see specialty food, produce, and meat; for the wider picture, see how to automate wholesale order processing.