Ordering, reordering and resellers in one platform
This is our ordering and reseller platform: a customer-facing website where people place and repeat orders, joined to a reseller programme where independent sellers are approved, equipped, credited and paid. It exists because distributors, wholesalers and retail suppliers here usually run both halves by hand, with orders arriving as messages and phone calls that someone re-types, and a reseller network tracked in a spreadsheet nobody fully trusts. When neither half is a system of record, orders get missed and commission becomes an argument at month end.
An ordering website built around how orders reach you
The customer side is a plain ordering website: a product catalogue with the descriptions, pack sizes and images you control, a basket, a checkout that captures delivery details, and a confirmation the customer can keep. After ordering, they can see the status of what they placed rather than phoning to ask. It is built for phones first, because that is what your customers order from, and for unreliable connections, because that is what they order over. Nothing in it asks a customer to learn a new way of buying.
Reordering should be easier than ordering
In distribution, wholesale and hospitality supply, the same customers buy similar things again and again. A returning customer signs in to find their previous orders, their delivery addresses and their usual lines already there, and repeats an order with adjustments rather than rebuilding it from nothing. Regular purchases can be scheduled, which turns a recurring order into a routine instead of a fresh transaction every cycle. On your side that means fewer calls to transcribe, and fewer mistakes that only surface when the delivery vehicle arrives.
A reseller platform, not a spreadsheet and a group chat
Resellers apply through the site and are approved, declined or suspended by someone in your business. Once approved, a reseller gets a profile, the training material and approved sales kits you have published, and the product information and price lists they are permitted to use. Everything needed to sell correctly comes from one place, so what customers hear is what you sanctioned rather than whatever was forwarded around months ago. Bringing on a new reseller stops being a personal favour from whoever recruited them.
Attribution: whose customer was that
Every approved reseller gets a personal referral link and a QR code. A customer who scans the code or follows the link is tied to that reseller when the order is placed, so credit is recorded at the moment of sale rather than reconstructed from memory afterwards. Resellers see their own customers, their own orders and their own earnings, and nobody else's. This is the part that ends the recurring month-end argument, because the record of who earned what is written by the same system that took the order.
Commission as an auditable record, not a calculation someone does
Commission rules are configured once and applied to qualifying orders automatically. Each commission event is written down with the order behind it, so a reseller can see why an amount appeared and an administrator can see exactly the same thing. Approvals, reversals for cancelled or returned orders, and adjustments are recorded rather than edited away, which is what lets the ledger reconcile. Payouts run as a workflow with a reviewer, so what is owed, what has been approved and what has been paid stay three separate and visible states.
Administration, roles and what it connects to
Administrators manage users and roles, orders, customers, regions, the catalogue, commission rules, site content and reporting, with exports finance can work from. Access is role-based: a customer sees their orders, a reseller sees their own customers and earnings, an administrator sees the operation. The platform connects to what you already run, including payments, accounting, fulfilment, CRM and messaging, through documented interfaces, so it joins the back office instead of becoming another island. Where an integration is not possible, we say so before you commit rather than afterwards.
What it covers
Catalogue, basket and checkout
A product catalogue you control, a basket, delivery details captured at checkout and a confirmation the customer keeps. Order status stays visible afterwards, so fewer customers ring to ask where things are.
Reordering in a few taps
Returning customers repeat a previous order with adjustments instead of rebuilding it. Regular purchases can be scheduled, so a recurring order becomes routine rather than a fresh transaction every cycle.
Reseller application and approval
Resellers apply on the site and are approved, declined or suspended by someone in your business. Approved resellers get a profile, training material and the sales kits you have published.
Referral links and QR codes
Each reseller carries a personal link and QR code. A scan or a click ties the resulting order back to them, so credit is captured at the point of sale rather than argued about later.
Commission rules and reversals
Rules are configured once and applied to qualifying orders. Cancellations and returns reverse cleanly, and every approval, reversal and adjustment stays on the record instead of being quietly edited.
Payout workflow
What is owed, what has been approved and what has been paid are separate, visible states, with a reviewer between them and an export your finance team can reconcile against.
Role-based access
Customer, reseller and administrator each meet a different system. Nobody browses another reseller's customers, and administrative actions are tied to the account that performed them.
Room to add sellers later
The same foundation extends to multiple sellers once the model is proven: seller onboarding, product moderation, stock ownership and settlement, added when you need them and not before.
How it works
Ordering assessment
We start with how orders reach you today: who takes them, what gets re-typed, which customers reorder, and where resellers already sit in the picture. We document the catalogue, price lists, delivery areas and the systems you already run.
Catalogue and rules
Next we agree the catalogue, delivery and payment options, reseller approval criteria, commission rules and what a reversal looks like. These are written down and tested against your real orders before anything is allowed to go live.
Build and connect
We build the ordering site and the reseller area, then connect payments, accounting, fulfilment or messaging where interfaces exist. You review the whole thing with real products and a test reseller before any customer sees it.
Launch and extend
Customers and a first group of resellers come on, with short training for administrators and sellers. We then tune the catalogue, the reorder flow and the commission rules around what actually happens, and extend from there.
Questions buyers ask
Do our customers need to download an app or create an account?
No app. The ordering site runs in a browser on the phone they already carry. A customer can order as a guest, but signing in is what makes reordering worth having, because it is the account that remembers previous orders, delivery addresses and usual lines. You decide which of the two is offered, and we set the site up that way.
What stops two resellers claiming the same customer?
Attribution is recorded when the order is placed, taken from the link or QR code the customer actually used, so there is one written answer rather than two recollections. Where a customer arrives with no reseller attached, the order belongs to the business. The rule for disputed or lapsed attribution is one you set at configuration, and it is then applied the same way every time.
What happens to commission when an order is cancelled or returned?
The commission event reverses, and the reversal is recorded against the original order, so the trail shows what was earned, what was withdrawn and why. Nothing is deleted. Because payouts run as a separate approval step, a reversal raised before a payout simply never reaches the payment run, and one raised afterwards is carried as an adjustment.
Will it work with the accounting and payment systems we already use?
In most cases yes: orders, invoices and payout records reach your finance system through documented interfaces rather than re-capture, and fulfilment, CRM and messaging connect the same way. Where a package you run offers no usable interface, we agree an export routine instead, and we tell you that at assessment rather than after signature.
Can we start with only our own products and add other sellers later?
Yes, and that is the order we would recommend. The platform runs first as your own catalogue and your own stock, which is the model worth proving before anything is complicated. Seller onboarding, product moderation, stock ownership and settlement are built on the same foundation, and are added when the operating model genuinely calls for them.
Where does our order and reseller data live?
In your own environment or a dedicated tenant, with an agreed retention period and controlled access. Customer details, order history and commission records sit under the same access rules, and you are told where the data sits and who can reach it before anything is migrated.
Book a platform briefing
A short call with an engineer, not a sales script. Tell us how orders reach you today and how your resellers are tracked, and we will say plainly what this platform would change, what it would not, and where we would start. Email sales@eigenstatesystems.com or message us on WhatsApp at +263 77 636 6999.