For too many wholesale businesses, the payment workflow is stitched together with manual processes, spreadsheets, and crossed fingers.

A customer applies for terms via a PDF. The finance team manually approves it. The sales team starts taking orders. Invoices go out. Then comes the worst part—waiting and chasing.

But in 2025, there’s no reason why wholesale businesses should be held back by clunky workflows that drain time and delay payments.

At PencilPay, we believe there’s a better way: automating your entire wholesale payment workflow—from application to invoice.

Here’s how it works.

Step 1: Digitise the Credit Application Process

The journey starts with onboarding—and that’s where most businesses already lose time.

Instead of PDF forms and back-and-forth emails, PencilPay provides a branded digital credit application you can embed on your website or send via link.

Customers enter their:

• Business details
  
  
• Director information
  
  
• Payment method
  
  
• Trade references (optional)
  
  

You receive a completed application plus an instant credit score and risk profile, so you can approve or decline in minutes—not days.

Step 2: Automate Credit Decisions and Terms Setup

No more manual reviews or spreadsheets. PencilPay allows you to:

• Set automatic approval rules based on credit score, business age, and customer type
  
  
• Assign default terms (e.g., Net 30, $5,000 limit) or create custom rules
  
  
• Sync customers directly to your ERP or accounting software, including Cin7, MYOB, Xero, and QuickBooks
  
  

Once approved, the customer is active and ready to trade—with payment terms enforced automatically.

Step 3: Sync and Send Invoices Automatically

With PencilPay’s integrations, your invoices are pulled directly from your accounting or inventory system and made payable online.

Every invoice:

• Is emailed to the customer with a secure payment link
  
  
• Reflects the agreed terms
  
  
• Is tracked in real-time so you know exactly when it’s viewed and paid
  
  

Forget chasing. Let the system do the work.

Step 4: Collect Payments Without Lifting a Finger

Now comes the magic—automated collections.

PencilPay offers:

• Auto-debit on due date for connected bank accounts or credit cards
  
  
• Automated reminder emails before and after due dates
  
  
• Recurring billing for subscriptions or regular purchases
  
  
• Flexible payment plans for overdue invoices
  
  

No more awkward calls. No more manual follow-ups. Just cash in the bank—on time.

Step 5: Manage Risk with Real-Time Monitoring

Every customer is tracked in real time.

If someone:

• Misses a payment
  
  
• Goes over their credit limit
  
  
• Stops responding
  
  

You can automatically:

• Block future orders
  
  
• Pause their account
  
  
• Trigger a payment plan
  
  

Risk management becomes proactive—not reactive.

The Result? A Fully Automated Wholesale Workflow

From the moment a customer applies to the moment they pay their invoice, PencilPay automates each step:

✅ Credit approval
✅ Terms setup
✅ Invoice delivery
✅ Payment collection
✅ Risk management

That means fewer manual tasks, better cash flow, and a stronger business.

Final Thought

Manual processes belong in the past. If you’re still dealing with PDF forms, chasing payments, and rekeying data between systems, you’re not just wasting time—you’re slowing growth.

With PencilPay, you can automate your entire wholesale payment workflow and run a smoother, smarter operation.

Want to see it in action?
Book a demo and discover how PencilPay streamlines your entire customer journey—from application to invoice.