For UK wholesalers and distributors
Wholesale ordering software that runs your trade, stock and reps in one place
Your trade customers order online at their own prices, your stock stays accurate, and your team stops retyping orders from email and PDF.
We set up our trade ordering system for your business, with your products, prices and branding, and support it after launch. There's no software for you to build or install.
- 20-minute call You show us how orders reach you today.
- We set it up Your products, customers, prices and branding, loaded for you.
- Customers order online Orders arrive complete and priced, ready to pick.
Our trade portal already runs sales and warehousing day to day for a UK vape wholesaler.
01The switch
What we replace
Today: Orders arriving by email, phone, WhatsApp and PDF
With Coded Idea: One trade portal customers order from themselves, with their own prices
Today: Staff retyping purchase orders into the system
With Coded Idea: AI reads the email or PDF and drafts the sales order for a person to approve
Today: Stock in spreadsheets that never match the shelf
With Coded Idea: Live stock by warehouse and batch, with pick lists and counts
Today: Reps phoning orders in at the end of the day
With Coded Idea: An ordering app reps use in the shop, even without signal
02The platform
One system, four parts
-
B2B trade portal
Trade accounts you approve, customer-specific price lists, quick reorder, invoices and credit terms.
-
Warehouse and stock
Multi-warehouse stock by batch, goods-in checks, picking and packing, and stock counts.
-
Sales-rep app
Reps take orders on a phone or tablet, see customer history and credit limits, and sync later.
-
AI order processing
Emailed, PDF and WhatsApp orders turned into draft sales orders, checked against stock and price lists.
03First vertical
Built first for UK vape wholesale
Vape wholesale is one of the most tightly regulated trades in the UK right now, which is why we built for it first. From 1 October 2026 every product needs a duty stamp, unstamped stock has to be gone by 31 March 2027, and HMRC expects six years of records. We set your portal up to track stamp status per batch, keep stamped and unstamped stock apart and export the records HMRC asks for.
- Duty per SKU from liquid volume (£2.20 per 10ml)
- Stamped / unstamped / quarantined stock per batch
- Unstamped stock picked first, and blocked from 1 April 2027
- Supplier checks logged against each delivery
- Six-year history, exportable to CSV
We build these into your portal as standard, or add them to the system you already use.
Not in vape? Everything except the duty and stamp rules works the same for any wholesaler or distributor.
Read the vaping duty guideStock by batch WH1
Duty £2.20 / 10ml
| Batch | Stamp status | Units | Pick |
|---|---|---|---|
| B-0917 | Unstamped · pre-Oct | 120 | 1st |
| B-1003 | Stamped | 480 | 2nd |
| B-1009 | Quarantined | 36 | Blocked |
Unstamped sell-by 31 Mar 2027
days left
04AI automation
AI that does the admin, not the thinking
We build small, specific automations for wholesale teams, each one doing a job someone currently does by hand. A person approves anything that touches money or stock.
See AI automation-
Order inbox agent
Reads purchase orders from email and PDF, matches products and prices, and drafts the sales order.
-
WhatsApp ordering
For general wholesale, customers reorder on WhatsApp and orders land in the portal, not in someone's phone. (Not for vape stock: WhatsApp's policy doesn't allow tobacco trade.)
-
Invoice and statement runs
Invoices, statements and payment chasers sent from your accounting system (Xero, Sage or QuickBooks) on schedule.
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Stock alerts
Low-stock, slow-stock and expiry warnings sent to the right person each morning.
05The route
How a project runs
-
Stop 01
Walkthrough
20 minutes on a call. You show us how orders arrive today; we show you the live system.
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Stop 02
Fit check
We map your products, customers, price lists and warehouses, and list what changes.
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Stop 03
Set-up and import
We import your products, customers and price lists, add your branding and domain, and agree a fixed plan and timeline before we start.
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Stop 04
Go live and support
We train your team, stay close through the first weeks of real orders, and keep supporting and improving the system after launch.
06Plainly
Who we are
Coded Idea is a software company founded in 2020, with a development team in India. We built this platform for a UK wholesaler and now offer it to others. We don't have a UK office and won't pretend to; we work with UK clients remotely and agree call times that suit you. You deal directly with the people who build your system.
About the teamFAQ
Questions buyers ask
What is a B2B ordering portal?
It's a private website where your trade customers log in, see their own prices and stock availability, and place orders themselves, any time. Orders go straight to your warehouse and invoicing instead of arriving by phone, email or WhatsApp.
Is this only for vape wholesalers?
No. It was built for a UK vape wholesaler first, and for vape businesses we add the duty-stamp rules, but the portal, warehouse and rep app work for any wholesaler or distributor selling to trade customers.
Can it connect to Xero, Sage or QuickBooks?
Yes. We connect the portal to Xero, Sage or QuickBooks through their official APIs, so orders, invoices and payments flow across without retyping. If you use something else, we can usually connect that too.
How much does it cost?
Every wholesaler is set up differently, so pricing is by quote. Use the Get a price form, tell us about your products, customers and warehouses, and we'll send a fixed price. You'll know the full cost, and what's included, before any work starts.
Do we own our data?
Yes. Your data is yours. You can export it to CSV at any time, and we can host your system in the UK or EU.
Next step
Tell us what you want built. We’ll tell you what it takes.
Twenty minutes on a call, no slides. Bring the spreadsheet, inbox or process that’s slowing you down.