Wholesale & stockists
Wholesale order form template
A wholesale order form is a line sheet that can be filled in. Case sizes in the product name, trade prices next to them, and the paperwork fields your buyer's accounts team will ask for anyway.
This template is written the way trade accounts order: by the case, against a PO number, for a named delivery run — with a dock-notes box for everything the driver usually learns the hard way.
Totals itself · one shareable link · no card required
Free, no signup. For Google Sheets or Docs, upload the .xlsx or .docx to your Google Drive — it converts on open.
Field by field
What to put on a wholesale order form
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Case size inside the product name
Write "5lb bag" or "case of 6" into the label. The units-versus-cases mix-up is the single most expensive error in wholesale ordering, and naming solves it for free.
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Account name as a required field
One link serves every stockist, so the account name is what makes an order attributable. Ask for the trading name that appears on the invoice.
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An optional PO number
Some buyers can't pay an invoice without one. Optional keeps it out of the way for small accounts and saves a week of chasing for the big ones.
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Delivery date plus a named run
The date drives your production plan; the run drives your van. Capturing both lets you sort a week of orders into loads without a phone call.
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A dock-notes box
Gate codes, delivery windows, who signs. It costs one text box and saves your driver a morning.
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One grind for the order is a deliberate simplification
This template asks for grind once and applies it to every bag, which covers the common case and keeps the form short. It is a simplification: a café wanting house blend whole bean and decaf filter-ground cannot say so in one submission. Options attach to the form, not to individual product lines, so if per-SKU variants matter to your accounts, split them into separate product lines ("House blend 5lb · espresso grind") or take a second order.
Every format
Download the wholesale order form in the format you work in
Wholesale order form template in Word (.docx)
Use the Word version as an editable line sheet: your products, your case sizes, your trade terms. It's the file to send a new account when they ask what you stock.
- ·Editable product table with case size, wholesale price and quantity
- ·Account, PO and delivery blocks laid out for accounts teams
- ·Terms section for minimum order, cut-off and payment terms
Wholesale order form template in Excel or Google Sheets (.xlsx)
The spreadsheet is what buyers prefer — they can type quantities against your price list and see the order value before they commit. The log sheet totals a week of accounts for your production run.
- ·Formulas for line totals, order subtotal and a minimum-order check
- ·Order log that totals cases per product across all accounts
- ·Upload it to Google Drive to share a live Google Sheet with a key account
Wholesale order form template PDF
The PDF is the version you attach to a trade enquiry. Prices are fixed, the terms are visible, and it looks the same in a buyer's inbox as it did in yours.
- ·Trade prices locked so they can't be edited before forwarding
- ·Includes cut-off, minimum order and payment terms
- ·Good as a printed leave-behind for a sales call
Printable wholesale order form
Print a pad for the van. A shop manager can fill in next week's order while you're unloading this week's, and you type it up — or hand them the online link and skip that step forever.
- ·One page with a wide quantity column for pen
- ·Signature and delivery-received lines
- ·Room for a PO number and a dated cut-off reminder
Use this template online instead
Same fields, same prices — but the totals calculate themselves, the orders land in one dashboard, and nothing gets lost in an inbox. Share one link anywhere: bio, group chat, QR code on a flyer.
Free while in beta · No card required
Wholesale order form template FAQ
+What should a wholesale order form include?
Products named with their case size, wholesale prices, a quantity column, the account name, an optional PO number, requested delivery date, delivery run or address, delivery notes, and your terms — minimum order, cut-off and payment terms.
+How do I handle different prices for different accounts?
One form carries one price list. If you run tiered pricing, publish a separate form per tier — each gets its own link, and orders stay separated. The Word and Excel files can simply be saved once per tier.
+How do I enforce an order cut-off?
State it in the form description, then close the form when it passes. A closed online form keeps the link working and tells the buyer you're not taking orders right now, which beats silence.
+Can I invoice from these orders?
Yes — every order carries line items and a total, and the online version exports to CSV for your invoicing or accounting software. Payments inside the form are on the roadmap.
+Is there a Google Sheets wholesale order form?
Download the .xlsx and upload it to Google Drive; it opens as a Google Sheet with formulas intact and can be shared with a buyer. We don't publish "make a copy" links from a Google account.
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One link for every stockist.
Free while in beta — unlimited forms, unlimited orders.
Use this template online — free