For wholesalers and distributors

Wholesale and distribution system, built around your trade

Orders, stock, deliveries, credit and collections in one place, with an ordering portal for your outlets and an app for your sales reps. Built for how Malaysian distributors actually work.

Book a live walkthrough Try the live demo

Orders from every channelCredit checked on every orderStock in every warehousee-Invoice readyFixed quotation

Quick answer

A wholesale distribution system keeps your orders, stock, deliveries, outlet credit and collections in one place, instead of WhatsApp orders, Excel stock sheets and a folder of unpaid invoices. For a Malaysian distributor, it should take orders from WhatsApp, sales reps and an online portal, check each outlet's credit limit and overdue invoices before goods leave, track stock and expiry dates across warehouses, and issue invoices that meet LHDN's e-invoicing rules. Since 1 September 2026, e-invoicing applies to businesses with annual revenue of RM3 million and above, and those up to RM5 million can issue monthly consolidated e-invoices until 31 December 2027. Most distributors keep accounting software such as AutoCount or SQL Account for the books; a custom system adds the ordering, credit and delivery side and connects to it. Transfomind builds custom systems, with a first version from RM6,000.

The problem

Orders on WhatsApp, stock in Excel

Most distributors run this way. It works with a few dozen outlets, then orders get missed, stock drifts and receivables grow as the business grows.

Orders scattered everywhere

Outlets order by WhatsApp voice notes, phone calls and the rep's notebook. Something is always missed or keyed in twice.

Goods out, money stuck

Lorries leave before anyone checks the outlet's overdue invoices, and the receivables keep growing.

Stock you can't trust

The spreadsheet says 40 cartons, the warehouse has 12, and some of them expire next month.

Chasing payments by hand

Statements typed one by one, cheques tracked on paper and reminders that depend on someone remembering.

What's included

From order to payment, in one system

Every distributor trades differently, so we build only the modules you need. These are the ones most wholesalers start with.

Orders from every channel

Portal, WhatsApp, phone and sales rep orders in one list, each one checked before it's approved.

Credit control

Credit limits, terms and overdue days checked on every order, with holds and a manager override that records the reason.

Price tiers and promotions

Prices by outlet type, free goods such as buy 10 get 1, and volume discounts applied automatically.

Stock across warehouses

On hand, reserved and available stock in each warehouse, with reorder levels and purchase orders.

Batch and expiry tracking

Products expiring within 60 days are flagged, and older batches are picked first.

Back orders

Short items are split off automatically and sent when the stock arrives, so the rest of the order isn't held up.

Delivery routes

Orders grouped by lorry and route, WhatsApp alerts when the lorry leaves, and signed delivery orders with photos.

Invoices and e-invoicing

An invoice is created on delivery, submitted to LHDN's MyInvois and printed with its QR code.

Collections and ageing

Receivables by 30, 60 and 90 days, statements and reminders on WhatsApp, and post-dated cheques tracked to the bank-in date.

Sales rep app

Each outlet's prices, promotions, credit and overdue invoices on the rep's phone, with orders and collections recorded on the spot.

Customer ordering portal

Outlets reorder in two taps, track the lorry and pay invoices by FPX or DuitNow, at any hour.

Reports and accounting link

Sales by product, outlet, rep and channel, margins and slow movers, synced with your accounting software.

Try the system yourself

Open the live demo of a fictional FMCG distributor in Shah Alam with 16 products and 12 outlets. Switch between the office, the sales rep app and the customer portal: review an order that fails the credit check, dispatch a lorry, record a post-dated cheque and pay an invoice online. There is also a sample trade website: open an account or place an order there and watch it land in the order inbox.

The demo is a sample. Your system is designed around your company, so its look and features follow your requirements.

Open the live demo See the customer website

See it in action

Every order checked before the lorry leaves

Orders from the portal, WhatsApp and reps land in one list. Each one is checked against the outlet's credit limit, overdue invoices and the stock you actually have, so goods only go out when they should.

Credit limit and overdue days on every order
Back orders split off automatically
Manager override with a reason

Orders · todaySample data

Minimart Seri Murni · SO-5521Portal · 45 cartons · RM3,882To approve

Kedai Serbaneka Hidayah · SO-5522Sales rep · invoice 46 days overdueCredit check

Borong Lim Bersaudara · SO-5523WhatsApp · 22 cartons on back orderConfirmed

Route A dispatched · 3 outlets told the lorry is on the way

ReceivablesRM117k

OverdueRM21.5k

Days to get paid41

Built around WhatsApp

Outlets stay on WhatsApp. Your office stops chasing.

Malaysian outlets already order on WhatsApp, so the system works through it. Order confirmations, lorry updates, signed delivery orders, invoices and statements go out from your own WhatsApp Business number.

Automated WhatsApp messages use Meta's WhatsApp Business Platform, which charges per message for some message types. We include the expected running cost in your quotation.

WhatsAppSample data

Order receivedPortal · 45 cartons

✓

Lorry on the wayRoute A · 10am to 1pm

✓

Delivered and invoicedSigned delivery order and e-invoice QR

✓

Payment reminderInvoice 10 days overdue

Live

Ready-made or custom?

An honest comparison

Accounting software is the right tool for your books. Here's where a custom system fits alongside it.

	Accounting software with stock module	Custom system by Transfomind
Cost	Professional editions with full inventory cost roughly RM2,200 to RM3,200 one-time plus yearly support, or about RM150 to RM280 a month in the cloud (indicative 2026 prices)	One-time build from RM6,000, then optional maintenance
Ordering	Staff key in orders from WhatsApp and phone calls	Outlets order on a portal and reps on an app, all in one list
Credit control	Credit limits on invoices, often checked after the goods have gone	Every order checked against limits and overdue invoices before approval
Deliveries	Delivery orders printed, signed copies filed	Routes, dispatch alerts and signed delivery orders with photos
Best for	Keeping the books, tax and financial statements	Running orders, stock, deliveries and collections alongside your accounting software
Start	This week	First version in about 6–10 weeks

Most distributors keep their accounting software. We connect the system to it, so invoices and payments reach your books without re-typing.

Pricing and timeline

Start with orders and stock, grow from there

A first version from RM6,000, with a fixed quotation agreed before any work starts. Most distributors build in phases:

Phase 1 · Orders and stock
Order list, price tiers, stock across warehouses, credit checks and invoices. Usually live in 6–10 weeks.
Phase 2 · Deliveries and collections
Routes and signed delivery orders, ageing, statements, reminders, post-dated cheques and the e-invoicing link.
Phase 3 · Apps and growth
Sales rep app, customer ordering portal with online payment, promotions and reports.

Hosting, payment gateway fees and WhatsApp message charges are separate running costs, shown clearly in your quote.

Rules and compliance

Malaysian rules, built in

e-Invoicing handled

Since 1 September 2026, businesses with annual revenue under RM3 million are exempt unless a shareholder, holding company or related company is above that. Businesses with RM3 million to RM5 million can issue monthly consolidated e-invoices until 31 December 2027. The system submits each invoice to MyInvois and prints the QR code.

Sales tax done right

Sales tax is a single-stage tax charged by registered manufacturers and on imports, at 5% or 10%, so it isn't added again when you resell. If you also manufacture or import, taxable lines are handled separately.

Works with your accounting software

Invoices, payments and stock values sync with AutoCount, SQL Account, Bukku or Xero, so your accountant keeps working the way they do now.

Customer data handled properly

Outlet details, credit records and payment history are protected with role-based access, secure hosting and backups, in line with Malaysia's Personal Data Protection Act. Your data stays yours, exportable at any time.

Questions

Wholesale system FAQ

Can I try the wholesale distribution system before deciding?

Yes. Our live demo runs a fictional FMCG distributor in Shah Alam with 16 products and 12 outlets. You can approve orders, see an order fail the credit check, dispatch a lorry, record a post-dated cheque in the sales rep app and pay an invoice in the customer portal. Nothing you do affects real data. The demo is a sample: your own system is designed around how your company works, so its look and features follow your requirements.

How much does a wholesale distribution system cost in Malaysia?

Accounting software with a full inventory module costs roughly RM2,200 to RM3,200 one-time plus yearly support, or about RM150 to RM280 a month in the cloud, based on indicative 2026 prices. A custom system for ordering, credit control and deliveries is a one-time build: Transfomind's first versions start from RM6,000. Hosting, payment gateway fees and WhatsApp message charges are separate running costs.

Do I still need AutoCount or SQL Account?

Usually yes. Accounting software is the right place for your books, tax and financial statements. The custom system handles ordering, credit checks, stock movements, deliveries and collections, and sends invoices and payments to your accounting software so nothing is typed twice.

Can outlets order online themselves?

Yes. Each outlet gets a portal with its own prices and promotions. They can reorder their last order in two taps, see their credit and open invoices, track the lorry and pay by FPX or DuitNow. Orders arrive in the same list as WhatsApp and sales rep orders.

How does credit control work?

Every order is checked against the outlet's credit limit, payment terms and the age of its overdue invoices before it's approved. Orders that fail go to a manager, who can hold the order and notify the outlet on WhatsApp, or approve it with a recorded reason.

Can my sales reps take orders on their phones?

Yes. The sales rep app shows each outlet's prices, promotions, credit and overdue invoices. Reps take orders, which reach the office instantly, and record cash, transfers and cheques collected on the spot.

Does it track stock in more than one warehouse, and expiry dates?

Yes. Stock is tracked per warehouse with on-hand, reserved and available quantities. Products expiring within 60 days are flagged, older batches are picked first, and items below reorder level prompt a purchase order.

Does it handle e-invoicing?

Yes. Since 1 September 2026, businesses with annual revenue of RM3 million and above must issue e-invoices, unless an exception applies. Those with up to RM5 million can issue monthly consolidated e-invoices until 31 December 2027. The system submits invoices to LHDN's MyInvois and prints the QR code. Your tax agent should confirm which rules apply to your company.

Can it handle post-dated cheques?

Yes. Cheques are recorded with their number and date, shown as cheques held, and listed for banking in on or after the cheque date. Once banked in, the invoice is marked paid and the outlet's credit is freed up.

How long does it take to build?

A first version with orders, stock, credit checks and invoices usually takes 6–10 weeks. Deliveries, collections, the sales rep app and the customer portal can follow in later phases.

See the wholesale system working live

Book a free 30-minute walkthrough. We'll show you the system with sample data and how it would fit the way you trade, with no obligation.

Book a live walkthrough View pricing