The verdict in three sentences
A B2B wholesaler does not sell like an e-tailer: they manage customer-specific price lists, volume rebates, multi-warehouse and often EDI. An off-the-shelf tool (EUR 40-100/user/month) starts fast but constrains your specific pricing rules, whereas a custom build (EUR 50,000-120,000) models your exact commercial policy. The 2026 decision depends on user count, pricing complexity and accounting integration.
Key features of distribution software
In Amsterdam, a sales director at a materials wholesaler wants above all to control margin per order line. The essential blocks:
- Structured catalogue: SKUs, sales units, packaging, substitutes.
- Customer price lists: net prices, tiered rebates, contract rates.
- Multi-warehouse management: stock per site, transfers, consolidated availability.
- Fast order entry: field reps, B2B customer portal, replenishment.
- Customer EDI: paperless orders and invoices for large retail.
- Accounting link (Exact, Sage): entries, VAT, automatic reconciliation.
| Criterion | Off-the-shelf | Custom |
|---|---|---|
| Cost | EUR 40-100/user/month | EUR 50,000-120,000 |
| Complex price lists | Standard, limited | Unlimited, your rules |
| Multi-warehouse | Module-dependent | Native |
| Customer EDI | Paid connector | Built-in custom |
| B2B customer portal | Often optional | Included, branded |
| Timeline | 2-4 months | 5-9 months |
| Extensibility | Vendor roadmap | You decide |
5-year TCO for 15 users
| Item | Off-the-shelf | Custom |
|---|---|---|
| Initial build / setup | EUR 8,000 | EUR 85,000 |
| Subscription (15 users) | EUR 13,500/yr | 0 |
| Maintenance | included | EUR 12,000/yr |
| EDI connector | EUR 4,000/yr | 0 (included) |
| 5-year cost | ~EUR 95,500 | ~EUR 145,000 |
Custom becomes relevant beyond 15-20 users or when your price lists fall outside the standard model: that is where per-seat subscriptions balloon and personalization matters.
Mini case study
Sarah, CFO of a 22-person industrial-supplies wholesaler in Amsterdam, juggles a pricing spreadsheet and disconnected accounting. Custom software at EUR 90,000 (7-month delivery) automates customer price lists and reconciliation, saving 1.5 admin FTE (~EUR 55,000/yr) and cutting invoicing errors worth 3 % of revenue. ROI under 20 months.
FAQ
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How much does custom distribution software cost in 2026?
Expect EUR 50,000-120,000 depending on warehouse count, price-list complexity and EDI needs. A simple single-site wholesaler stays under EUR 70,000.
Off-the-shelf or custom?
Below 10 users with standard pricing, off-the-shelf is enough. Above that, or if your pricing is contractual and complex, custom avoids workarounds and becomes competitive over 5 years.
Can we integrate our accounting?
Yes: sales entries, VAT and reconciliation sync with Exact or Sage via API. It is a standard scoping item.
Is EDI essential?
Only if you supply large retail or major accounts that require it. Otherwise a B2B customer portal is enough and costs less.
What is the delivery timeline?
5 to 9 months for custom: scoping, pricing-engine development, then data migration and phased go-live.
Let's scope your project. Tell us your number of warehouses, your price-list complexity and your accounting software, and we will price your distribution tool with 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.
