The verdict in three sentences
For a London medical supplies distributor serving 1,200 clinics and practices across 4,000 SKUs, a B2B e-commerce platform costs GBP 34,000 to 64,000 and ships in 16 weeks. The value does not come from a pretty storefront but from three functions: customer-specific pricing, quick order by SKU and ERP synchronization of stock and invoices. A target of 35 % of orders online within 12 months is realistic if the sales team is involved in the launch and still earns commission on web orders.
The features that move orders from fax to web
A clinic buyer does not browse a catalogue. They reorder the same gloves, dressings and consumables every month, often by fax or by email with a scanned purchase order. The platform must be faster than the fax, otherwise they will not use it.
| Feature | Why it matters | Indicative effort | 2026 cost |
|---|---|---|---|
| Customer-specific pricing | 1,200 price lists, discounts by product family | Import from ERP | GBP 5,000 to 8,500 |
| Quick order by SKU | Type or paste 40 lines in 1 minute | Dedicated search engine | GBP 3,400 to 6,000 |
| Recurring order lists | Monthly restock in 2 clicks | Templates per department | GBP 2,500 to 4,300 |
| Multi-user accounts | Nurse requests, pharmacist approves | Approval workflow | GBP 4,300 to 7,700 |
| ERP connection (stock, orders, invoices) | Real availability, zero rekeying | API or EDI feed | GBP 8,500 to 17,000 |
| Lot and UDI traceability | Regulatory requirement for medical devices | Fields and exports | GBP 2,500 to 5,000 |
| Card, bank transfer and direct debit | Credit accounts and 30-day terms | Payment provider | GBP 1,700 to 3,400 |
Regulation adds two sector-specific constraints. Some devices are restricted to healthcare professionals: account opening must be verified (Companies House number, CQC registration or professional registration). And NHS trusts increasingly require catalogue data in GS1 formats and e-invoicing through PEPPOL, so the platform must exchange structured data rather than just produce a PDF.
Budget by scope and a 16-week timeline
Three scopes cover most regional distributors. The choice depends mainly on how deep the ERP integration goes and on the approval workflows required by large accounts.
| Item | Core | Standard | Key accounts |
|---|---|---|---|
| Build price | GBP 34,000 | GBP 47,000 | GBP 64,000 |
| SKUs and pricing | 4,000 SKUs, pricing per customer | Same plus volume discounts | Same plus framework contracts |
| ERP integration | Daily feed | Real-time stock and orders | Real time plus EDI for buying groups |
| Internal approval | No | 1 level | Multi-level with departmental budgets |
| Payment | Bank transfer, card | Card, transfer, Direct Debit | Same plus capped credit limits |
| Maintenance and hosting | GBP 500 per month | GBP 770 per month | GBP 1,200 per month |
| Timeline | 12 weeks | 16 weeks | 20 weeks |
The typical 16-week plan: 3 weeks of scoping and product data audit, 8 weeks of development and ERP integration, 3 weeks of acceptance testing with 20 pilot customers, 2 weeks of go-live and sales team training. Product data quality is often the real bottleneck: plan one person half-time for 6 weeks to complete photos, pack sizes and technical sheets.
Getting 1,200 customers to adopt the platform
Technology alone is not enough. Distributors that reach 35 % online orders in a year follow the same method: sales reps keep their commission on web orders from their portfolio, the first 200 customers get phone onboarding, and the platform offers the last order for renewal right after login. A simple incentive, such as free delivery from GBP 130 online versus GBP 210 by fax, speeds up the switch.
Mini case study
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Emma, sales director of a London distributor, picks the Standard scope at GBP 47,000. The company processes 2,800 orders a month, with an estimated handling cost of GBP 7.70 per manual order versus GBP 2.10 online. At 35 % web orders, or 980 orders, savings reach GBP 5,490 a month. The average online basket of GBP 360 grows 5 % thanks to related product suggestions, adding GBP 17,640 of revenue and GBP 4,410 of gross margin at 25 %. Monthly gain: GBP 9,900, minus GBP 770 of maintenance, so GBP 9,130 net. The project pays back in just over 5 months once the 35 % mark is reached, and in about 9 months when the gradual ramp-up is taken into account.
FAQ
Custom build or off-the-shelf solution?
Beyond 1,000 price lists and a real-time ERP connection, a configured B2B solution or a custom build is often cheaper over 3 years than a GBP 1,700 a month subscription with paid add-ons.
How do we handle products restricted to healthcare professionals?
Account opening is verified manually or automatically against company and professional registration numbers. Those product pages stay hidden from anonymous visitors, adding about GBP 1,700 to the budget.
Which ERPs can be connected?
Sage, Microsoft Dynamics, SAP Business One, NetSuite and most distribution ERPs expose APIs or EDI feeds. Budget GBP 8,500 to 17,000 depending on API quality and the level of real time required.
Does the platform support NHS e-invoicing?
Yes, if it sends invoices through a PEPPOL access point in a compliant format. That connection costs GBP 1,700 to 4,300 and avoids double entry.
How long before the first results?
The 20 pilot customers order online from week 14. Distributors typically see 10 to 15 % of orders online after 3 months, then 30 to 40 % at 12 months with a tracked adoption plan.
Let's scope your project. Send us your SKU count, ERP and order volumes, and we will price a scope between GBP 34,000 and 64,000 with a 16-week plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
