Open new accounts with the right terms, and land the first order.
A new business buyer verified, priced and ordering in days, with credit decided by the people who own it.
3 of 6steps done
- Company and locations verified
- Tax-exempt certificate on file
- Price tier chosen
- Credit decisionWith finance
- Account created in Prophet 21After credit
- Opening order confirmed
Where each new account stands. Finance and the rep see the same list.
Sound familiar?
- A new buyer fills in a form, and nobody knows whose job the next step is.
- Terms get promised on the phone before finance has seen the application.
- The account exists in the CRM but not in the ERP, so the first order stalls.
The first order waits on forms, approvals and details typed twice, and the buyer feels every day of it.
What changes.
- Application
- A PDF form and a follow-up callOne form that checks the company and locations as it’s filled in
- Credit
- Promised, then reviewedRequested with a summary, and decided by finance
- Setup
- Typed into the CRM, then the ERPOne record, created once, in both
- First order
- Whenever the buyer gets round to itAn opening order proposed and ready to confirm
How it works. 7 steps, 5 stages.
- AI2
- Rules and automation3
- Your team2
- Approval
1Apply
Rules and automation
Take the application
One form collects the company, locations, tax status and who can order, and fills the CRM record as the buyer types.
- HubSpot
2Verify
Rules and automation
Verify the business
Company, locations and tax-exempt documents are checked against what was provided. Mismatches are flagged.
AI
Summarize the file for finance
One page: what was provided, what’s missing and what’s unusual.
3Approve
Your teamApproval
Decide terms and credit
Finance approves net terms or sets prepayment. A draft never grants credit on its own.
4Open
Rules and automation
Create the account once
Customer, ship-to and contacts are created in the ERP and CRM, with the price tier attached.
- Prophet 21
- HubSpot
5First order
AI
Propose the opening order
A first order drawn from the buyer’s menu and your best sellers, at their price.
Your team
Confirm with the buyer
The rep walks through the order and confirms the delivery day.
What you get. Real work, every week.
A first order that fits their menu.
- Proposed
- 3 cases of LID-16F and 2 of the matching 16 oz cups
- Price
- List price until the price tier is approved
- Terms
- Prepaid until finance approves net 30
- Delivery
- The next route day, once the buyer confirms
The opening order the rep takes to the buyer. Nothing in it grants credit.
- Tidewater EventsDocuments complete · net 30 requested2 daysWith finance
- Juniper & Oak CaféTax-exempt certificate missing5 daysWaiting on buyer
- Northgate KitchensApproved, prepaid1 dayFirst order
Open applications, with who’s holding each one.
How you’ll know it’s working.
Days from application to first order
The clock a new buyer feels.
Applications that become ordering accounts
Counts accounts that buy, not records that exist.
Credit exceptions found after setup
Should stay near zero when finance decides first.
Baselines agreed before we build.
Works with what you have.
ERP, CRM & inbox
- Prophet 21
- HubSpot
Commerce
- Shopify
Wholesale commerce
- BigCommerce
- NuORDER
- We configure first
- Shopify B2B’s company and location records, or your portal’s account setup, already carry prices and terms. We configure those before building anything.
- We build when
- Applications still travel by email, and the CRM and ERP records are typed in by hand.
What a first build includes.
Built in your accounts, around your team. Scope, fee and baseline agreed before we start.
- 1Design
- 2Build
- 3Run it, or hand it over
We build
- An application form that verifies as it goes
- A finance summary and an approval step
- One create-once path into the ERP and CRM
- An opening-order proposal for each new account
We start from
- Your current application and credit policy
- Price tiers and standard terms
- ERP and CRM access
From your team
- Owner
- Head of account operations, with the credit manager
- Involves
- Account sales
- Finance
- Customer service
Questions teams ask.
Does the system grant credit?
No. It prepares the file and asks. Finance approves net terms or sets prepayment, and the account opens with whatever they decide.
Do we need Shopify B2B or a portal for this?
No. If you have one, we use its company and location records. If you don’t, the same checks work in the ERP and CRM you already run.
Who owns it once it’s running?
You do. It’s built in your accounts, documented, with training for the people who run it. Ownership usually sits with your head of account operations, with the credit manager. We can keep running it with you, or step back.
How do we start?
Usually with an order desk review: two to four weeks, a fixed fee credited to the build, and a plan that’s yours. If the job is already clear, we can scope the build directly.
Part of your order engine. One of 14 use cases, in 5 parts.
See the whole order engineGet new accounts ordering sooner. Start with an order desk review.
We reply within one business day.