The verdict in three sentences
For an importer serving 600 retailers on credit, the accounts notebook has become the main financial risk: limits exceeded, reminders forgotten, mobile money payments not matched. A B2B ordering site with customer credit management, budgeted between 20,000 and 46,000 USD (12 to 28 million FCFA, about 18,000 to 43,000 EUR), blocks orders above the limit, sends automatic reminders and reconciles payments, targeting 40% fewer bad debts. The project ships in 3 to 5 months, with a first version usable by sales reps from month three.
The hidden cost of credit managed in a notebook
In food distribution, 15 to 30-day supplier credit is the norm to keep small retailers loyal. The problem is tracking: a sales rep approves a new delivery without knowing the customer already has 2 overdue invoices, and collections discovers the bad debt 60 days later.
| Indicator (2026 order of magnitude) | Notebook and Excel | B2B ordering site |
|---|---|---|
| Customer balance visible to the sales rep | In the evening, by calling the office | Real time on the phone |
| Orders accepted above limit | 8 to 12% | Under 1% (automatic block) |
| Days sales outstanding (DSO) | 45 to 60 days | 25 to 35 days |
| Bad debts as share of revenue | 3 to 5% | 1.8 to 3% (-40%) |
| Mobile money payment reconciliation | 2 to 3 days a week | Automatic, a few minutes |
| Orders taken by phone or WhatsApp | 90% | 30 to 50%, the rest online |
On annual revenue of 4 billion FCFA (about 6.6 million USD), going from 4% to 2.4% bad debts means 64 million FCFA (about 105,000 USD) protected per year.
Modules and budget
The heart of the project is the credit engine: each customer has a limit, payment terms and a score that evolves with their history. Around it sit the catalogue, ordering and collections.
| Module | Scope | Indicative budget excl. VAT |
|---|---|---|
| B2B catalogue and pricing | Prices by customer segment, pack sizes (carton, pallet), promotions | 3,300 to 6,600 USD |
| Online ordering and sales rep app | Mobile order taking, offline mode, customer history | 5,000 to 9,900 USD |
| Limits and balances | Real-time calculation, blocking, override approved by sales director | 4,100 to 8,200 USD |
| Automatic reminders | SMS and WhatsApp at D-3, D+1, D+7, escalation to sales rep | 2,500 to 4,900 USD |
| Payments and reconciliation | Bank transfer, MTN MoMo, Airtel Money, automatic matching | 3,300 to 9,900 USD |
| Dashboards and ERP integration | Aged balance, DSO, accounting export | 1,600 to 6,600 USD |
| Total project | Full version | 20,000 to 46,000 USD |
The range depends mostly on integration with the existing accounting tool (Sage or a local ERP) and the number of payment channels to reconcile. Mobile money collection fees remain around 1 to 2% depending on negotiated contracts.
How to roll out without upsetting customers
Retailers used to ordering by phone do not switch overnight. The rollout that works goes in waves of 100 customers, with a sales rep guiding the first online order and a simple incentive, for example a 1% discount on orders placed on the site for 3 months. Limits are carried over from the notebook, then adjusted after 60 days of real data.
Mini case study
Mr Mabiala, CEO of a food importer in Brazzaville, generates 4 billion FCFA in revenue with 600 retailers. He invests 20 million FCFA (about 33,000 USD) in a B2B ordering site.
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- Bad debts: from 4% to 2.4%, so 64 million FCFA protected per year.
- DSO: from 55 to 32 days, freeing about 250 million FCFA of cash and cutting overdraft interest by about 20 million FCFA a year at 8%.
- Accounting time: 2 fewer days of reconciliation per week, about 3 million FCFA a year.
- Estimated return on investment: under 3 months after full go-live.
FAQ
Does the site work with weak internet connections?
Yes. The sales rep app keeps the catalogue and balances cached and syncs as soon as the network returns, which covers 95% of routes in outlying districts.
Which payment methods can be integrated?
Bank transfer, MTN MoMo and Airtel Money in Central Africa, or card and ACH/SEPA payments elsewhere, with automatic payment matching. Each extra mobile money integration costs about 1,600 to 3,300 USD.
What happens when a customer exceeds their limit?
The order is blocked and an override request goes to the sales manager, who approves or rejects it in minutes. All overrides are logged for audit.
What maintenance budget should we plan?
As a 2026 order of magnitude, 15 to 20% of the initial budget per year, so 3,300 to 8,200 USD, including hosting and minor changes.
Can we start with a smaller version?
Yes. A first version focused on limits, balances and reminders often stays under 20,000 USD and ships in 10 to 12 weeks.
Let's scope your project. Send us your number of credit customers, payment channels and accounting tool: we will define the scope, an indicative budget between 20,000 and 46,000 USD and a 3 to 5-month 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.
