WEGOTRADE ERP Series, Edition 1

Overview

WEGOTRADE <> QuickBooks

Order to cash,
end to end

QuickBooks Online runs the books. It does not take the order, price it for the account, schedule the delivery or chase the invoice. This is what the layer above it does, one page per step.

OrderInvoicePayment Sync with QuickBooks Online
WEGOTRADE <> QuickBooks Online wegotrade.com
WEGOTRADE
Overview

ERP Series, Edition 1. Overview

Your books are fine.
Everything before them is manual.

QuickBooks Online runs the financial record and runs it well. It was never built to take a business-to-business (B2B) order at 6 a.m., price it for that specific account, schedule its delivery or chase the invoice afterwards. This is the overview of the WEGOTRADE playbook for food distributors and manufacturers running QuickBooks Online. The full edition runs to 29 pages, and each step below says where to find it.

67%
of B2B buyers prefer a rep-free experience
Gartner, 2026
$14 to $54
to process one purchase order (PO) manually
APQC
7 in 10
Canadian businesses deal with late payment
Atradius Canada, 2026
25%
of Canadian B2B receivables are overdue
Atradius Canada, 2026
The cycle this overview covers
  1. 01
    Order
    Placed by your B2B customer, priced at login
  2. 02
    Invoice
    Raised from the delivered order or from QuickBooks Online, the same day
  3. 03
    Payment
    Collected on each invoice’s own term
  4. 04
    Synchronization
    Invoices and payments exchanged with QuickBooks Online, both directions

Food distribution is a frequency business. The same accounts reorder several times a week, so every one of those four steps happens again and again, and anything manual in them is paid for again and again. That is the argument the full playbook makes with the arithmetic. This overview makes it in five pages.

Start here in the full playbook
Section 1Executive summaryp. 4Section 2The 2026 realityp. 5
WEGOTRADE
Order to cash, step 1 of 4
1

The order

Order capture is the thesis of the whole model. Your B2B customers log in and place their own orders at whatever hour suits their operation, which for a restaurant or a grocer is rarely your office hours.

Manual today
  • Phone, email, text, or a representative writing it down
  • Someone retypes it into the accounting system later
  • Per-account pricing checked by hand, or corrected on the invoice afterwards
  • Cases, splits and pack configuration resolved in conversation
In the extension layer
  • Portal or mobile application, 24 hours a day
  • Contract pricing applied at login, before the order exists
  • Cases, splits and pack configuration by Universal Product Code (UPC)
  • Standing orders, one-click reorder and a delivery window the customer chooses
  • Automatic order generation from those standing orders, one per delivery day, which is what actually automates recurring perishable buying
  • WEGOSell puts the same catalogue and the same rules in the hands of your representatives
What reaches QuickBooks Online

The order is captured once in WEGOTRADE, priced correctly, with no retyping. Depending on your process, orders can be integrated to QuickBooks Online or stay in WEGOTRADE.

1,904
hours a year taking and keying customer orders Modeled for a regional distributor at 1,190 orders a month. Full playbook, Section 4, page 12.
One order, three doors. A B2B portal, a mobile application and a WEGOSell representative all pass through one gate where contract pricing is applied at login, producing one captured order, priced correctly, with no retyping.
Read the full argument
Section 3System of record versus system of engagementp. 8Section 5The extension model, end to endp. 15
WEGOTRADE
Order to cash, step 2 of 4
2

The invoice

The invoice is where a delivery becomes a receivable, and the delay between the two is pure cost. An invoice raised from the delivered order goes out the same day rather than a day or two later, which pulls the collection clock forward by that much on every account.

Manual today
  • Typed after the fact, often a day or more later
  • Paper route sheets, returns settled from memory
  • Quantity disputes resolved by phone a week later
  • Pricing errors discovered by the customer, on the invoice
In the extension layer
  • WEGODeliver carries the route, the returns and the on-site invoice
  • Digital proof of delivery captured at the door
  • The invoice is generated from the delivered order, or raised in QuickBooks Online
  • Returns settled against the delivery record, not from memory
What reaches QuickBooks Online

The invoice, the same day. Invoices raised in QuickBooks Online flow back the other way, so both systems carry the same document whichever one created it.

1,428
hours a year on invoicing, plus delivery adjustments and returns Modeled for a regional distributor at 1,190 orders a month. Full playbook, Section 4, page 12.
The two-day gap. An invoice typed after the fact lands on day 2 and its 30-day term ends day 32. An invoice raised from the delivered order lands on day 0 and ends day 30. The collection clock starts two days earlier on every account. Nearly two thirds of Canadian B2B invoices fall due within one month of invoicing, per Atradius Canada 2026.
Read the full argument
Section 5The extension model, end to endp. 15Section 4Where hours and margin disappearp. 12
WEGOTRADE
Order to cash, step 3 of 4
3

The payment

QuickBooks Online already emails an invoice with a payment link, and for a one-off sale that is enough. It stops being enough when the same account reorders twice a week and the order, the delivery and the invoice each live somewhere different, so your B2B customer, your representatives, your drivers and your accounting team each work from a different copy. Carrying order, invoice and payment on one B2B platform gives them one document, and WEGOPay collects on demand or on pre-authorized payment, launching the bank transfer or the card charge on each invoice’s own term.

Manual today
  • Cheques, and transfers matched by hand
  • Cash collected at the door and reconciled later
  • A person chasing an aging report, when there is time
  • Follow-up that depends on somebody remembering
In the extension layer
  • Card or bank transfer online, or capture at the door
  • Pre-authorized payment on each invoice’s own term; a zero-day term is paid at invoice generation, which is how payment on delivery works
  • Payment reminders and statements of account sent automatically, on invoice age
  • A fixed fee per transaction, never a percentage of the sale, and the seller pays it
What reaches QuickBooks Online

The payment, matched to its invoice, synchronized in both directions, and the closed invoice in both systems once it settles.

1,666
hours a year on payments, plus accounts receivable follow-up Modeled for a regional distributor at 1,190 orders a month. Full playbook, Section 4, page 12.
Paid on each invoice's own term. A zero-day term is paid at invoice generation, which is payment on delivery. A 15-day term is charged automatically on day 15 and a 30-day term on day 30. WEGOPay launches the transfer or the card charge itself.
Read the full argument
Section 5The extension model, end to endp. 15Section 4Where hours and margin disappearp. 12
WEGOTRADE
Order to cash, step 4 of 4
4

The synchronization

This is the part that decides whether the other three steps are worth anything. QuickBooks Online stays the system of record: the chart of accounts, sales tax, bank reconciliation and the month-end close are never touched.

What synchronizes with QuickBooks Online

Invoices and payments, in both directions. An invoice raised in QuickBooks Online appears in WEGOTRADE and an invoice raised from a delivery appears in QuickBooks Online, in seconds. A payment recorded on either side closes the invoice on both. Your B2B customer sees the same status you do. Orders are a choice. Depending on your own process, orders can be integrated to QuickBooks Online or stay in WEGOTRADE.

That is the integration, and it is deliberately narrow, and the QuickBooks Online integration page sets out exactly what it moves. The connection takes a few clicks and WEGOTRADE supervises it, so no technical resource is required. WEGOTRADE is listed on the QuickBooks App Store in Canada, having passed Intuit’s technical and security review on 17 June 2026.

Two layers, one operation. WEGOTRADE is the system of engagement above; QuickBooks Online is the system of record below. Invoices and payments move in both directions between them.
Full playbook, sectionWhat it answersPage
4Where the hours and the margin go, and how to check it against your own order count.12
7The 90-day path, four phases, each with an owner and an exit criterion.21
8The 10-question diagnostic. Score your own operation in five minutes.23

Run the math on your own order count

Bring your monthly order count. Fifteen minutes, and you leave with the figure calculated on your numbers instead of a modeled one.

Book 15 minutes Get the full playbook

More than 21,000 food businesses are connected on the WEGOTRADE marketplace, and the same order-to-cash layer runs on a distributor’s own branded platform through white label. Figures in the full playbook are modeled and labeled as modeled; your own will differ. Intuit and QuickBooks are registered trademarks of Intuit Inc. Used with permission.