Keep your distribution business in step.
Sales, buying, stock, delivery and finance on the same records.
Check what you can promise, buy what you need and follow each delivery through to the account. Cobalt gives the team a shared view of the work and the margin behind it.
Can we fulfil the order at the agreed margin?
Review customer pricing, available stock and supply costs together. Then carry the confirmed order through warehouse, delivery and finance.
Where is the customer’s order now?
Follow the same order from the stock decision to delivery and the customer account.
Wholesale distributionIllustrative records| Team | Record | Next step |
|---|---|---|
| Sales | Confirmed order | Check the agreed delivery |
| Warehouse | Pick and pack | Confirm quantities dispatched |
| Delivery | Delivery record | Capture the stop outcome |
| Finance | Invoice and receipt | Review the customer balance |
Every team can see the part it needs.
Stock movements, delivery evidence and account entries stay connected to their source records, making exceptions easier to investigate.
Retyping quotes into orders and then invoices leads to typos, too many versions and figures that stop matching.
Selling what you don't have, or over-ordering what you already hold, because stock isn't connected to orders.
An accounting tool, an inventory app and a chat thread that never agree on where an order is.
Paying supplier invoices that don't match what was ordered or what actually arrived.
Sales orders and stock in one workflow.
Quote, confirm and invoice without retyping, and see stock change on every line as you go.
- Quotes to orders to invoices use one record, so you never retype a customer, product or price.
- Customer price lists fill in the agreed price on every line.
- Stock is reserved when an order is confirmed and sent out once it's approved, so you can see what's really free to sell.
- Approvals hold orders before stock moves, and every action is recorded with who did it and when.
Purchasing that matches what actually arrived.
Restock, then check each supplier bill before you pay it.
Create purchase orders with the products, quantities and costs you agreed with the supplier, ready to send.
Book in deliveries against the order. Stock goes up as soon as goods are received, including part deliveries.
Compare the purchase order, the delivery and the supplier invoice to catch differences in quantity or price before paying.
Let buyers order the way they already do.
Give repeat customers a quicker way to order, and check every order before it touches stock.
Buyers can view and accept quotes, place orders and see their invoices in a simple online portal.
Repeat buyers reply to a numbered list of your live products. The order arrives priced on their agreed terms for your approval.
Every customer-placed order is reviewed and approved by your team before stock is committed.
Clean numbers, ready for your accountant.
Keep your books where they are, or bring them in when you're ready.
You can see which invoices are paid and what's still owed, and every invoice is VAT-ready. From the Growth plan, Cobalt ERP syncs directly with Xero or QuickBooks, so your accountant keeps working the way they do now. You can also export sales and purchase invoices, customers, suppliers and products as CSV files for Sage or anything else. Cobalt ERP’s own ledger is generally available. See Finance for what's included.
Who Cobalt ERP is best for.
A good fit
Small wholesale, distribution and trading teams that buy stock, hold it in one or more places and sell it on with quotes, orders and invoices, and want one system instead of three.
Check the fit first
If statutory filing inside the software or heavily customised enterprise processes are essential, confirm the exact scope before ordering. Manufacturing routing is available from Scale; MRP and capacity planning are included from Premier. Your accountant remains responsible for the appropriate filing process.
Frequently asked questions.
Is Cobalt ERP suitable for small wholesale distributors?
Yes. Cobalt ERP is built for small trading, wholesale and distribution teams. It runs quotes, sales orders, purchasing, live stock and invoicing in one system, without the cost or setup of a large enterprise ERP.
Does it handle stock across multiple locations?
Yes, on the Growth plan and above. Stock updates with every sale, delivery and adjustment, and each location has its own live quantity.
Can my customers place their own orders?
Yes. Buyers can view and accept quotes and place orders in the customer portal, and repeat buyers can order over WhatsApp. Your team checks and approves every order before stock is committed.
Does Cobalt ERP replace my accountant or accounting software?
Not your accountant. Cobalt ERP produces VAT-ready invoices and syncs directly with Xero or QuickBooks, or exports clean files for your accountant. Its own ledger is generally available. Choose where to keep your books with your accountant, based on reporting, tax and connection requirements.
How long does it take to get started?
Most teams are live in under a week. Import your customers, products and stock, set your rules and take your first order. You don't need consultants.
How much does it cost?
Published plans start with Growth from €599 a month, excluding VAT, and each includes a set number of staff users. The pricing page compares the published plans, their capabilities and the price of extra users.
Related pages.
See Cobalt ERP run your distribution business.
Import your customers, products and stock, and follow a real order from quote to invoice, usually within a week.
Book a demo