The verdict in three sentences
A Chicago wholesaler launching a B2B ordering platform only gets comparable proposals if the specification sets measurable requirements: SKU count, pricing rules, ERP sync frequency, page speed and the EDI flows its key accounts already use. With 5,000 to 40,000 SKUs and account-level pricing, a realistic 2026 budget is 60,000 to 250,000 USD, with 14 to 28 weeks of delivery. The template below takes two or three half-day workshops with sales, operations and IT to complete.
The specification template, section by section
| Section | What you fill in | Example of a measurable requirement |
|---|---|---|
| 1. Context and goals | Revenue, active accounts, share of orders to move online | 50 % of non-EDI orders online within 12 months |
| 2. Catalog | SKU count, units of measure, case packs, attributes | 18,000 SKUs, each, case and pallet units |
| 3. Accounts and users | Customer types, buyers per account, approvals | 2,500 accounts, up to 8 buyers with spending limits |
| 4. Pricing and terms | Contract prices, volume tiers, freight rules | Customer price returned in under 1 second |
| 5. Ordering | Quick order, reorder lists, CSV upload | 100 line order by SKU entered in under 4 minutes |
| 6. EDI and integrations | ERP, WMS, carriers, EDI documents | EDI 850, 855, 856 and 810 for top 30 accounts |
| 7. Payment | Net terms, ACH, cards, purchase orders | Net 30 with automatic hold above credit limit |
| 8. Non-functional | Performance, security, accessibility, hosting | 99.9 % uptime, WCAG 2.1 AA on buyer pages |
For a food service wholesaler, add lot tracking, temperature-controlled items and delivery route cut-off times. For an industrial or packaging distributor, add substitutes, cross-references and tax-exempt certificates per state.
Pricing and EDI rules to describe precisely
This is where quotes swing from one to three times. Describe every rule with a worked number, not a general sentence.
| Rule | Simple | Common | Complex |
|---|---|---|---|
| Price lists | 3 to 5 customer tiers | Contract price per account | Dated contracts with SKU-level prices and rebates |
| Volume breaks | None | 3 to 4 tiers per SKU | Tiers pooled across a product family |
| Sales tax | Single nexus state | Several states, exemption certificates | Many states with automated tax engine |
| EDI | None, email confirmations | 850 purchase order inbound only | Full cycle 850, 855, 856, 810 with key accounts |
| Freight | Flat rate | Rate by zone | Account-specific freight and LTL quotes |
| Budget impact | Baseline | +20 to 30 % | +50 to 80 % |
State clearly which system is the source of truth. Usually the ERP owns prices, inventory and credit status, while the platform displays them and passes orders back.
Budget, timeline and selection criteria
| Scope | SKUs | ERP sync | Budget 2026 | Timeline |
|---|---|---|---|---|
| Core | 5,000 to 10,000 | Every 60 minutes, file based | 60,000 to 100,000 USD | 14 to 16 weeks |
| Standard | 10,000 to 25,000 | Every 30 minutes, API | 100,000 to 170,000 USD | 16 to 22 weeks |
| Extended | 25,000 to 40,000 | Every 15 minutes, real-time orders, full EDI | 170,000 to 250,000 USD | 22 to 28 weeks |
Weight the scoring grid on understanding of your pricing rules (25 %), ERP and EDI experience (25 %), three-year total cost (20 %), testing method (15 %) and exit options (15 %). Ask for a demo using 20 of your real SKUs and 2 real accounts under NDA.
Mini case study
Illustrative example: Maria, COO of a janitorial and packaging wholesaler in Chicago, serves 1,800 accounts with 14,000 SKUs. She processes 6,000 orders a month: 25 % arrive by EDI from large accounts, the rest by phone, email and fax, at an average of 9 minutes of keying each.
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Her specification targets the Standard scope with a 140,000 USD ceiling. The goal is 50 % of the 4,500 non-EDI orders online within 12 months, or 2,250 orders no longer keyed. That frees 337 hours a month, about 2 inside sales roles at 5,500 USD fully loaded, or 11,000 USD a month. With 2,500 USD a month of maintenance and hosting, payback comes in just under 17 months, before counting larger baskets from reorder lists.
FAQ
How long should a B2B e-commerce specification be?
Fifteen to 35 pages including appendices is enough for a wholesaler. Twenty pages of measurable requirements beat 60 pages of narrative that vendors will skim.
Should the specification name a platform?
Only if you have a hard constraint such as a mandated ERP or on-premise hosting. Otherwise describe the needs and let 3 to 5 vendors propose, then compare on three-year cost.
Do we need EDI on the new platform?
If your top accounts already send EDI purchase orders, yes: keep those flows and add the web portal for the long tail. Full cycle EDI with 30 trading partners can add 25,000 to 50,000 USD to the build.
How often should the ERP sync?
Every 15 to 60 minutes for inventory and prices, near real time for orders. A 15 minute sync costs more, so reserve it for fast-moving or tight-stock items.
What timeline should we plan from RFP to go-live?
Allow 4 to 6 weeks for the RFP, then 14 to 28 weeks of delivery. For a launch before the fall season, the RFP should go out by February.
Let's scope your project. Send us your specification or a half-filled template and we will help tighten the scope, then price the budget and timeline. 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.