What is vape wholesale software?

It's the system a vape distributor uses to take trade orders, hold stock and invoice customers. In the UK it now also has to know the liquid volume of every SKU for Vaping Products Duty, track whether each batch is stamped, keep six years of records for HMRC, and check that buyers are genuine businesses.

Can I use US vape wholesale software in the UK?

You can run orders and stock on it, but most US products are built around US excise tax and FDA rules. They won't calculate £2.20 per 10ml duty, split stamped from unstamped stock or export the records HMRC asks for. Check each of those before you sign up, or plan to add them yourself.

Do vape wholesalers need to verify customers' age?

The age-of-sale rules in the Tobacco and Vapes Act apply to retail sales. Selling to the trade is different: what you need to show is that your buyer is a real business. That means checking a company number, VAT number or trading address before you open a trade account, and keeping a record of the check.

Can vape wholesalers take orders on WhatsApp?

We advise against it. WhatsApp's Business Messaging Policy prohibits using WhatsApp for Business to buy, sell or facilitate the exchange of tobacco, and its country exceptions don't cover tobacco. Meta also treats vapes as tobacco-related products. We keep vape ordering on your own portal, email and rep app instead.

How long does it take to move to a new vape wholesale system?

It depends on how many products, customers, price lists and warehouses you have, and how clean the data is. We agree a fixed plan and timeline after a 20-minute walkthrough and a fit check, so you know the dates and the cost before any work starts.

What happens to our data if we leave?

It stays yours. You can export products, customers, orders and stock history to CSV at any time, and we can host the system in the UK or the EU if you prefer. That matters for vape businesses because HMRC expects six years of records you can produce on request.

Vape Wholesale Software for UK Distributors

In short: UK vape wholesale software now has to do more than take orders. It needs the liquid volume of every SKU for duty, stock split by stamp status per batch, a hard stop on unstamped sales from 1 April 2027, trade-account checks and six years of exportable records. We build that on top of a trade portal that already runs sales and warehousing for a UK vape wholesaler.

That portal is live and used day to day by one UK vape wholesaler, who we don't name. The rest of this page is clear about which parts are running today and which parts we build for you.

What the 2026–27 rules mean for your system

Most "vape wholesale software" pages you'll find are written for the US market. Here is what UK law and HMRC guidance ask of a wholesaler's ordering and stock system, date by date.

Date	What changes	What the software has to do
1 Oct 2026	Vaping Products Duty at £2.20 per 10ml; new stock needs a duty stamp	Hold ml per SKU; show duty as its own line on price lists and invoices
1 Oct 2026 – 31 Mar 2027	Unstamped stock made or imported before October can still be sold	Keep stamped and unstamped units apart per batch; pick unstamped first
29 Oct 2026	Age-of-sale, free-distribution and substantial-discount offences start	Keep trade accounts verified as businesses; keep any consumer promotions inside the new rules
1 Apr 2027	Holding or selling unstamped stock is no longer allowed	Block unstamped batches from being picked or invoiced
Ongoing	Six years of records, exportable on request	Supplier, date, SKU, volume, stamp status and checks, all exportable to CSV

Sources: HMRC, Handling wholesale or retail vaping products in the UK; DHSC, Selling vaping and nicotine products. The detail sits in our guides to Vaping Products Duty for wholesalers, checking duty stamps at goods-in and running down unstamped stock.

Warehouse goods-in screen for a delivery: batches with stamp status (stamped digital, stamped transitional, unstamped with pre-October evidence, quarantined), supplier checks, a quarantine release that needs a reason, and a countdown to 31 March 2027. — Goods-in records stamp status per batch, logs supplier checks and keeps quarantined stock out of picking. Illustrative screen, sample data.

What's live, and what we build around it

We'd rather you knew exactly what you're buying.

Running today: a trade portal covering sales and warehousing, used every day by a UK vape wholesaler.
Built for you: duty per SKU, stamp status per batch, quarantine for doubtful stock, the 1 April 2027 block, supplier check logs, a rep ordering app, and links to Xero, Sage or QuickBooks through their official APIs.

We're a software company founded in 2020 with a development team in India, and we've delivered more than 500 projects. We don't have a UK office. You deal directly with the developers who build your system.

Vape warehouse management: stock by batch, not just by SKU

A generic vape inventory management tool counts units per product. After October that isn't enough, because two boxes of the same pod flavour can have different legal status. One batch arrived stamped; another is pre-October unstamped stock with an invoice to prove it; a third is waiting on the supplier to explain a torn stamp.

So the warehouse side we set up records, for each delivery:

Supplier, invoice number and date received.
Batch or production details where the supplier gives them.
Stamp status: stamped, unstamped (evidenced as pre-October), or quarantined.
Who checked it and what they saw.

Pick lists then follow the status. Unstamped units go out first while they're still sellable, quarantined units never appear on a pick list, and from 1 April 2027 unstamped batches stop being pickable at all. A weekly report shows which unstamped lines won't sell through in time at their current rate.

Trade portal customer view: price list with SKUs, pack sizes, prices and stock, a one-click reorder of the last order, and a basket showing goods, Vaping Products Duty and VAT as separate lines, with available credit. — Customers see their own prices, reorder the last order in one click, and see duty on its own line. Illustrative screen, sample data.

Trade accounts: proving your buyers are businesses

The age-of-sale offences that start on 29 October 2026 apply to retail sales. For a wholesaler the question is different: can you show that every account belongs to a real trading business?

We build the account application so that a buyer gives a company number, VAT number and trading address before they can see prices. The portal can check the company against the Companies House register and the VAT number against HMRC's Check a UK VAT number API. HMRC's verified check returns a reference number, which gives you a record that you checked the number and when. Someone on your team still approves each account; the software just puts the evidence in front of them.

The same rules affect pricing. DHSC's guidance says bulk and trade discounts can still apply after 29 October 2026, so tiered trade prices are fine. If you also run a consumer shop, keep its promotions separate from trade price lists.

Why US vape software struggles in the UK

The search results for vape wholesale software are mostly US vendors: OrderCircle, Ximple, Wholesale Suite and Bista. They're established products, and OrderCircle publishes its pricing in US dollars. But their compliance features follow US state excise and FDA rules. When we looked, none of them described UK duty per 10ml, stamp status per batch or HMRC's six-year record export.

Need	US vape platforms (typical)	Spreadsheets + email	What we build
Duty at £2.20 per 10ml per SKU	US excise logic	Manual formulas	Built in
Stamp status per batch	Not described	Separate tabs, easy to break	Built in, drives picking
Block unstamped stock from 1 Apr 2027	Not described	Relies on memory	Automatic
Trade-account checks (Companies House, VAT)	Generic sign-up approval	Manual	Built into sign-up
UK accounting (Xero, Sage, QuickBooks)	Mostly QuickBooks US	Retyping	Official APIs
Hosting and data	Vendor's choice	Your drives	UK or EU hosting, CSV export any time

Channels to keep vape orders on

Two popular channels come with platform rules that vape businesses need to know about.

WhatsApp. WhatsApp's Business Messaging Policy prohibits using WhatsApp for Business to buy, sell, promote or facilitate the exchange of alcohol and tobacco. It lists country exceptions for alcohol, not for tobacco, and Meta's advertising standards put vapes under tobacco-related products. We don't build WhatsApp ordering for vape stock. We build it for wholesalers in other trades.

Shopify. Shopify stopped supporting vape products in 2026; check your own account notice for how it applies to you. If your trade shop runs on Shopify, a portal you own and host is the lower-risk place for trade orders.

What that leaves is your own B2B ordering portal, email orders turned into draft sales orders, and a rep ordering app for shop visits.

How a project runs

Walkthrough, 20 minutes. You show us how orders and deliveries arrive today; we show you the live portal.
Fit check. We map your products, customers, price lists and warehouses, and mark which SKUs need ml and stamp data.
Set-up and import. We import your data and agree a fixed plan and timeline before we start.
Go live. We train your team, stay close through the first weeks of real orders, and keep supporting the system after that.

What drives the quote

There's no public price list yet. We give you a fixed quote after the walkthrough, so the full cost is known before any work starts. What moves the number:

how many warehouses, and whether you run a cash-and-carry counter;
how much of the vape compliance list you need now versus later;
which accounting system and couriers we connect;
whether you want a rep app from day one;
how messy the product data is (missing ml values are common).

Book a 20-minute walkthrough and bring a recent delivery note. We'll show you how that delivery would be booked in, checked and sold.

Vape wholesale software built around UK duty, stamps and trade accounts