What tools can help me manage accounts receivable in my wholesale business?

You can use an A/R platform built into your wholesale ordering system so invoices, balances, and payments live in one place. Look for an A/R dashboard, invoice visibility for retailers, automated reminders, and online payment options to speed collections.

How can I streamline invoicing processes for my B2B sales?

Automate invoice creation from orders, deliver invoices digitally in your buyer portal, enable online payments, and schedule follow-ups for due and overdue invoices. This reduces manual work and shortens the time to payment.

I’m looking for a platform that integrates invoicing with my wholesale ordering system; what are my options?

Choose a B2B eCommerce platform that connects order entry, invoicing, and payments. The best options include native A/R tools, invoice tracking, and secure payment processing so retailers can view, download, and pay invoices directly in the portal.

What are the best practices for managing accounts receivable in a wholesale operation?

Set clear payment terms, segment credit by account risk, offer easy payment options (e.g., card and ACH), monitor aging weekly, automate reminders, and align sales and finance data so reps see overdue balances before new orders are placed.

How can I improve cash flow by optimizing my invoicing and accounts receivable processes?

Trigger invoices as soon as orders ship, enable online payments, offer early-pay incentives, and automate reconciliation. Track DSO and aim to reduce it by removing manual touchpoints and giving retailers self-service access to invoices and payments.

Can retailers view and pay invoices online?

Yes. A modern B2B portal should let retailers log in to view, download, and pay invoices at any time, which reduces support tickets and accelerates collections.

What payment options should a wholesale A/R system support?

Support at least credit card and ACH in a PCI-compliant flow. Flexible options such as partial payments and deposits can help align payments with delivery or production schedules.

How do integrations with ERP or accounting systems help A/R?

Integrations keep invoices, balances, and payment status in sync across systems so finance, sales, and retailers see the same information. This reduces errors and makes reconciliation faster.

Accounts Receivable & Invoicing Solutions for Wholesalers

Chapter I: Introduction
Chapter II: What Tools Can Help Me Manage Accounts Receivable in My Wholesale Business?
Chapter III: How Can I Streamline Invoicing Processes for My B2B Sales?
Chapter IV: I’m Looking for a Platform That Integrates Invoicing With My Wholesale Ordering System. What Are My Options?
Chapter V: What Are the Best Practices for Managing Accounts Receivable in a Wholesale Operation?
Chapter VI: How Can I Improve Cash Flow by Optimizing My Invoicing and Accounts Receivable Processes?
Chapter VII: How Can I Share My Product Offerings With Retailers Through Digital Catalogs
Chapter VIII: Conclusion
Chapter IX: FAQ

Chapter I: Introduction

In wholesale, long payment terms, delayed invoices, and manual follow-ups can quickly tie up working capital and create stress for your sales and accounting teams.

Modern accounts receivable (A/R) and invoicing tools are transforming this side of the business. By automating payment reminders, syncing invoices directly from your wholesale platform, and giving retailers convenient payment options, you can free up time, reduce errors, and accelerate your cash flow.

In this guide, we’ll explore the best ways to manage A/R in wholesale, how to streamline invoicing, and how RepSpark helps brands handle payments and collections directly inside their B2B ecommerce system.

Wholesale businesses have unique needs: multiple invoices per order cycle, variable payment terms by retailer, and seasonal sales peaks. General accounting systems like QuickBooks, Xero, or NetSuite provide core A/R tracking, but they rarely connect seamlessly with your B2B order flow.

That’s why many brands now turn to platforms that integrate A/R with wholesale ordering and invoicing. Tools such as RepSpark, Handshake B2B, or NuORDER allow brands to track orders, generate invoices automatically, and let retailers pay online without switching systems.

With RepSpark’s A/R Hub, you can:

View all outstanding invoices in one dashboard.
Send payment reminders and follow up directly from the platform.
Track invoice and package status to reduce support requests.
Allow retailers to view, print, and pay invoices themselves, 24/7

This turns A/R from a back-office chore into a seamless part of your wholesale workflow.

Manual invoicing can eat up hours and introduce costly mistakes. Streamlining means automating every step possible, from invoice creation to payment capture.

Here’s how:

Integrate your invoicing with order entry. When an order is placed in RepSpark, the system can automatically generate an invoice based on that order’s details to make sure that order is accurate.
Use digital delivery. Email invoices instantly or make them accessible in your retailer portal. RepSpark lets retailers log in to view and download invoices anytime.
Enable online payments. With RepSpark Pay, retailers can pay invoices directly within your portal using secure, PCI-compliant processing. That removes the friction of phone or manual credit-card collection.
Automate follow-ups. Schedule reminders for due or overdue invoices, so your team doesn’t have to chase payments manually.

When your invoicing process is automated and linked to your wholesale orders, errors drop, reconciliation gets faster, and your cash flow improves.

If your goal is to manage sales, invoicing, and payments from one system, you’ll want a wholesale platform with built-in A/R capabilities or integrations.

1. RepSpark

RepSpark combines online order entry, invoice tracking, and payment processing into one connected system. The A/R Hub and RepSpark Pay modules let you:

Generate and send invoices automatically from wholesale orders.
Offer flexible payment methods through RepSpark’s with competitive rates and faster settlements.
Track paid vs. outstanding balances in one view.
Empower retailers to self-serve by giving them tools to view their invoices, download them, and pay them online.

2. Standalone options

If you’re not ready to integrate your entire wholesale stack, standalone tools like Billtrust, Invoiced, or Versapay can automate collections and sync with your ERP or CRM. However, these require extra configuration and still rely on exports from your B2B portal.

3. ERP integrations

Platforms like NetSuite, Sage, and SAP Business One offer A/R automation at the ERP level. The most efficient setup, though, is one where your wholesale platform syncs directly with your ERP, as RepSpark’s API and ERP integrations already do.

Define clear payment terms. Be upfront about Net 30, Net 60, or custom seasonal terms. Include them on every invoice and in your retailer onboarding process.
Segment your retailers. Apply stricter terms to new accounts and extend flexible credit only to proven partners.
Offer easy payment options. The simpler it is to pay, the faster you’ll get paid.
Monitor aging reports. Review A/R aging weekly to identify problem accounts before balances get out of hand.
Use automated reminders. Tools like RepSpark’s A/R Hub can send payment reminders automatically, so your team doesn’t have to chase retailers manually.
Alight A/R data with sales. When sales reps can see which accounts are overdue directly in your portal, they can handle collections diplomatically during order conversations.

Cash flow in wholesale is about speed and visibility. You want to get paid sooner to know exactly where your money is. To optimize this, you’ll want to:

Shorten the gap between delivery and invoicing. Auto-generate invoices when orders ship instead of waiting for manual entry.
Encourage early payments. Offer small incentives for paying before due dates.
Digitize payment collection. Platforms like RepSpark Pay help retailers settle invoices faster by giving them a secure online payment option instead of mailing checks.
Automate reconciliation. Match payments to invoices automatically through integrations with your accounting system.
Track DSO (Days Sales Outstanding). Regularly measure how long it takes to collect payments and work toward reducing that number.

When A/R becomes part of your sales flow, not an afterthought, cash flow naturally strengthens and your team spends less time on follow-up.

Digital catalogs and line sheets are essential tools for wholesalers who want to scale efficiently. By digitizing your product offerings, you create a seamless, branded experience for your retailers while ensuring accuracy and speed.

RepSpark makes this process easier by combining catalog design tools, real-time inventory integration, and direct order entry all in one place. Instead of juggling PDFs and spreadsheets, you can provide buyers with a professional, always-accurate view of your products that directly drives sales.

What’s the difference between accounts receivable and invoicing?
Invoicing is the process of creating and sending bills for completed orders. Accounts receivable is the broader function of tracking those invoices, collecting payment, and managing credit.

Can I accept partial payments or deposits through RepSpark?
Yes. RepSpark Pay supports partial payments and flexible payment options for retailers, helping brands handle deposits or multi-stage payments easily.

Is payment processing secure on RepSpark?
Absolutely. RepSpark partners with NewtekOne and is PCI DSS compliant, ensuring that all transactions are encrypted and meet industry security standards.

How does automation reduce A/R costs?
Automation cuts down on manual tasks like generating invoices, sending reminders, and reconciling payments to reduce errors and free up your finance team’s time.