Wholesale Templates, Forms and Paperwork

Wholesale runs on a small set of documents. A product catalog shows the buyer every item with its wholesale price, case pack and minimum. A sell sheet is the one-page pitch for a single product. A price list, order form, invoice and a page of terms handle the transaction. An application form collects a new account's details and resale certificate. These are how a buyer forms an opinion of you before anyone meets you.

Make the numbers unambiguous. Every line needs a wholesale price, a suggested retail price, a case pack and a minimum, because a buyer doing margin math with missing fields stops doing it. Write your terms before the first order, not after a customer pays late: payment, minimums, shipping, returns and damages, in plain language on one page. Put a purchase order number field on your invoice, or accounts payable cannot match it.

The counterintuitive part is that this paperwork filters in both directions. Loose terms attract accounts that order once, pay late and send stock back, and servicing them costs more than the order was worth. A clear minimum and a firm payment term lose you some buyers on purpose. That is the job. The other trap is signing a distribution agreement without reading the exclusivity clause and handing a territory to someone who does nothing with it.

Start with the product catalog, sell sheet and price list guides, since those three get a first order moving. Set up your wholesale terms and an application form before a buyer asks, and read the invoice guide so accounts-payable teams can pay you without a phone call. The distribution agreement and resale certificate pieces explain what each does, so you know what to ask a lawyer or your accountant.