The verdict in three sentences
For a Toronto foodservice supply wholesaler that wants its 900 business customers to order on their own, a B2B ordering portal with credit limit management costs 50,000 to 120,000 CAD with a local agency (2026 market estimate) and ships in 12 to 16 weeks. Most of the budget goes not to the product catalogue but to ERP synchronisation of negotiated prices, stock and credit limits, with an automatic block once the limit is reached. Once live, 25 to 40 % of orders arrive outside office hours, with no re-keying by the order desk.
The features that drive portal cost
A wholesaler's B2B portal looks like an online store, but each customer sees its own catalogue, its own prices and its own credit limit. Here is a typical split for 900 accounts and 6,000 SKUs.
| Module | What it does | Share of budget | Indicative timeline |
|---|---|---|---|
| Accounts and buyers | Several buyers per restaurant, roles, delivery addresses | 10 to 15 % | 2 weeks |
| Catalogue and negotiated pricing | Price lists per customer or group, volume discounts | 15 to 20 % | 2 to 3 weeks |
| Outstanding balance and credit limit | Real-time calculation (open invoices + pending orders), block or manual approval | 15 to 20 % | 2 weeks |
| Payment | Net 30 on account, card for new customers | 10 % | 1 to 2 weeks |
| ERP synchronisation | Customers, prices, stock, invoices, order status both ways | 25 to 30 % | 3 to 4 weeks |
| Reorder and mobile | Favourite lists, one-click reorder, smartphone ordering from the kitchen | 10 % | 1 to 2 weeks |
The credit rule deserves its own workshop with finance: should the order be blocked, held for approval, or should the customer pay the excess by card? Each option changes the code and the customer experience.
Comparing options in 2026
For reference, the same project with a French agency in Lille runs 30,000 to 80,000 EUR excluding VAT.
| Option | Upfront cost | Annual cost | Credit limits | Main limitation |
|---|---|---|---|---|
| ERP's B2B module (Sage, Acumatica, etc.) | 12,000 to 30,000 CAD | 4,500 to 12,000 CAD | Basic | Dated UX, weak on mobile |
| B2B SaaS (Shopify Plus B2B, Sana, etc.) | 22,000 to 60,000 CAD of integration | 22,000 to 50,000 CAD | Via third-party app or custom work | High subscription and lock-in |
| Custom portal, Toronto agency | 50,000 to 120,000 CAD | 9,000 to 18,000 CAD of maintenance | Native, your own rules | 12 to 16 week timeline |
| Kolonell application, high complexity | 7,000,000 to 15,000,000+ FCFA (10,670 to 22,870+ EUR) | maintenance 120,000 FCFA per month (180 EUR) | Native | Team in Dakar, video workshops |
Agency and vendor prices are 2026 market estimates, excluding ERP licences. The ERP connector weighs heavily: if your ERP has no documented API, add 7,000 to 15,000 CAD for scheduled file exchange.
Payment also needs a costed decision. A card payment through a provider such as Stripe costs about 2.9 % + 0.30 CAD in Canada, or 11.90 CAD on a 400 CAD order. Net 30 on account costs nothing in fees but ties up cash, which is exactly why the credit limit must be calculated in real time.
Mini case study
Megan, sales director at a foodservice supply wholesaler in Toronto, serves 900 restaurants and cafeterias placing an average of 4 orders a month by phone or email. Each order takes 6 minutes to key in: 3,600 orders, or 360 hours a month.
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With the portal, 70 % of orders become self-service: 252 hours freed. At 45 CAD per loaded hour, the gain reaches 11,340 CAD a month. For a 90,000 CAD project plus 1,200 CAD a month of maintenance and hosting, payback comes in about 8.9 months (90,000 / 10,140). A side effect in this scenario: 30 % of orders are placed between 10 pm and 6 am, after service.
FAQ
What happens when a customer exceeds the limit?
Three possible rules: hard block, hold for credit approval, or card payment of the excess. Most wholesalers choose manual approval beyond a 10 % overrun.
Are each customer's negotiated prices respected?
Yes, they flow from the ERP every 15 minutes or in real time depending on the API. A well-built portal easily handles 900 price lists and quantity-tier discounts.
Do we need to replace our ERP?
No. The portal plugs into the existing ERP, which stays the reference for prices, stock and invoices. The connector is 25 to 30 % of the budget.
How many customers actually adopt the portal?
As an order of magnitude, 40 to 50 % of customers after 3 months and 60 to 70 % after a year, provided sales reps support the rollout and the mobile app is simple.
Can we start smaller?
Yes: a first phase with catalogue, negotiated prices and read-only credit balances, delivered in 8 weeks, then payment and automatic blocking in a second phase.
Let's scope your project. Tell us your ERP, number of active customers and credit rule, and we will price a portal within the range of Kolonell web applications or e-commerce stores, with a phased 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.
