Quoting, stock and invoicing for B2B product sellers
It starts with a customer.
Your quote opens as a portal with your name on it, not a PDF. Everything after it — order, stock, invoice, payment — stays in the same system.
30 minutes · no slides · we answer within one working day
OrbisVendor product suite
Get to know OrbisVendor
Replace the five tools that never agree with one system for the whole trading loop — from the first price to the money in the bank.
Forty seconds
From the first price to the money in the bank.
The week a distributor already knows, and the same week run through one system. No voiceover — the captions say it.
A forty-second silent film, typed captions over the product. You sent the quote, as a PDF; then it went quiet. It starts with a customer. Every quote opens as a portal with their name on it. They change a quantity and the price answers, the margin floor held. One tap to approve: no login, no PDF, no version four. Stock, options and payment on one page. No more PDFs. A dedicated portal. orbisvendor.com.
In the product
A quote being priced.
Line items sourced from stock or from what is already in hand, and a margin floor that flags a thin quote before it goes out.
A ten-second loop of the quote builder. A line is searched for and added; its source is shown per line, in hand, in stock at Leeds, or on a purchase order, with cost, price and margin beside it. The quantity is changed and the quote total follows. The quote is sent as a portal link, not an attachment, and shows as opened.
The customer side
Turn PDFs into portals.
Most quotes arrive as an attachment, with a phone number to chase. Yours opens a branded portal instead: the link goes straight to the quote, approving it is one action, and there is no password and no account to create.
You see the same page from the other side — who opened what, when, and how long they spent on it.
Book a call →In the product
A quote being approved.
The customer opens the link, approves and signs, gets a signed record of what was agreed, and follows the order from the same page. No account, no password.
A ten-second loop of the customer portal on a phone. The customer opens the link with no password, reads the lines and total, taps approve, signs, and confirms. The status turns to approved and a signed record is sent. The same page then follows the order: approved and signed, picking, dispatch, delivered.
A ten-second loop. A quote line: the cost you hold today, the unit price, a discount field and a margin gauge with the 15% floor marked. A discount of 12% is typed and the margin moves to 19%. A discount of 20% takes it to 11%, under the floor, and the line is flagged before the quote goes out.
Pricing
See the margin before you send.
Each line starts at the product’s price, and you can change it or discount it for this quote. The margin moves in front of you as you type, for the people allowed to see cost; take it under the floor and it flags it before it goes out.
Book a call →Stock
Stock that knows what is committed.
On hand is not the same as available. An approved order commits its lines where they actually sit, so the number the next quote sees is the number that is still free — per location, not per nightly guess.
Book a call →A ten-second loop. One SKU across three locations, on hand and available shown separately. An approved order for eight units commits them in Leeds: available falls from 24 to 16 while on hand stays 24, and the next quote sees 16.
A ten-second loop. A quote in the customer portal with two options: parts only, or the kit with fitting. The customer picks the second, approves it, and the option they chose becomes the order.
Quotes with options
Quote any deal. Let them choose.
Give a customer two ways to buy on one quote — a kit or the parts, this month or next, with fitting or without. They pick in the portal, and the option they choose becomes the order. No second document, no second version to track.
Book a call →Invoicing and payment
Every invoice matched to its order.
The invoice is raised from the order, so it carries the same lines, the same prices and the same reference. When the money lands it is matched back to that invoice — and your accountant’s ledger agrees with your trading, because they came from the same place.
Book a call →A ten-second loop. An approved order; an invoice raised from it with the same lines, total and reference. A bank receipt for the same amount arrives and is matched to the invoice, and the ledger agrees.
The loop
The same week, closed.
Every station a vendor works through sits in one system, so nothing gets re‑typed between them.
Customers
Terms, credit, what is owed and what is overdue.
Quotes
Margin shown as you price, sent as a link, tracked after it goes.
Orders
An approved quote becomes an order without retyping.
Stock
On hand and committed, per location.
Fulfilment
Picked, packed, out the door, with paperwork.
Payment
Invoiced, paid and matched to the order it came from.
Easy for your customer. Controlled for you.
The portal asks nothing of the buyer. The rules sit on your side of it.
For the customer
No account, no password, one action.
They enter their email, a six‑digit code arrives, and the quote opens. Approving it is one tap, and the same link follows the order through to delivery.
For you
Every number from a rule you set.
Margin comes from the cost you hold, not from memory. A discount under the margin floor is flagged before it goes out. Every document carries your name, and every payment is matched to the order it settles.
Who it is for
If this is your business, it was built for you.
Equipment dealers. Parts suppliers. Distributors, wholesalers and importers. Anyone whose price depends on who is asking.
You sell physical products to other businesses, and every deal is quoted, not added to a cart.
You hold stock, in one warehouse or in several.
Your accounting tool tells you the price after the fact, not while you are quoting.
A shopfront platform does not fit, because your customer needs options and a negotiated price.
The business runs on spreadsheets, email and one person who can find the answer.
Questions
Before you ask.
If the answer you need is not here, put it in the form and we will answer it in writing.
How long before we are running?
Days, not months. We load your catalogue and your customers with you, and you are quoting from real numbers in the first week.
Does it replace our accounting software?
No. It is where the trading happens; your accountant keeps the ledger. Invoices and payments are recorded here so the two agree.
Will it do anything on its own?
No. Every price, stock figure and document comes from a rule you set or a number someone entered, so the same inputs always give the same answer. We are building agentic capability on top of that — software that takes a step for you rather than waiting to be told. It will arrive as something you switch on, and you will read it here first.
What does it cost?
Pricing is agreed in writing, per customer, after a conversation — it depends on the size of your operation and which parts of it you run here. Book a call and you will get a number for your business rather than a table you have to interpret.
Will my customers really use a portal?
There is no account for them to create and no password to forget. They enter their email, a six‑digit code arrives, and it lets them in. The same thing works on a quote link and an order link.
Can it handle more than one warehouse?
Yes. Stock is held per location, and an order commits it where it actually sits.
What happens to the data we already have?
It comes with you. Customers, products and prices import from what you have now, and we do that part with you rather than sending a template.
Next
Book a call.
The first conversation is about your operation, not our software: how you quote today, where the stock sits, and what breaks in a normal week. Then we show you the parts that matter to that, and leave out the parts that do not.