If you want the plain-language definition first, see what a backorder is and how distributors usually handle it.
Backorders
Keep customers in the loop when items are out of stock.
Backorder management software from Wholtra lets you flag items that are out of stock and keep your customers informed. Wholesale backorders don’t have to mean surprise or silence—you can notify customers when items they ordered are on backorder and set expectations for when they’ll ship. Notify customers backorder status from the same platform as your orders and inventory. Out of stock alerts that build trust instead of confusion. Built for distributors and wholesalers who want clear communication.
How it works
From out-of-stock to communicated
You see what’s short.
When an order has items you don’t have in stock, you can mark them as backorder. Backorder management that starts with your real inventory. Wholesale backorders tied to what you actually have.
Customers get the message.
Notify customers backorder status so they know what’s shipping now and what’s coming later. Out of stock alerts that reduce “where’s my order?” calls. They’re in the loop.
You fulfill when it lands.
When you receive the product, you update inventory and fulfill the backorder. Backorder management in the same place as your receivings and orders. No separate tracking.
What you get
Backorder visibility for wholesalers and distributors
Clear backorder status
Orders show what’s in stock and what’s on backorder. Wholesale backorders that you can see and communicate. Backorder management without the guesswork.
Notify customers
Keep customers informed when items are out of stock. Notify customers backorder status so they know what to expect. Out of stock alerts that build trust.
Same platform as orders and inventory
Backorders live with your orders and inventory. When you receive product, you’re in the same system. Backorder management that doesn’t require another tool.
Why use Wholtra for backorders
Less confusion, more clarity
One place for orders and backorders
You see what’s shipping and what’s waiting. Wholesale backorders in the same queue as everything else. Backorder management that’s visible.
Customers stay informed
Notify customers backorder status instead of leaving them in the dark. Out of stock alerts that reduce frustration and build trust.
Tied to inventory
When you receive stock, you’re in the same platform. Backorder management that connects to your receivings so you can fulfill when it lands.
A wholesale backorder workflow that works
From short-shipped line item to fulfilled order
Good backorder management software starts with a repeatable workflow. In Wholtra, the process follows the way wholesalers and distributors actually run their warehouse:
- Order comes in. A client places an order through the ordering portal, by phone, or through your sales team. Every line item is checked against live inventory.
- Short items are flagged. If the quantity on hand does not cover the order, the shortage is marked as a backorder instead of being silently dropped or forgotten in a spreadsheet.
- The rest ships on time. Available items move to pick tickets and out the door, so a single missing product never holds up the whole delivery.
- Product arrives. When a purchase order is received, inventory updates and open backorders are ready to fulfill, oldest first.
- Invoice matches what shipped. Clients are billed for what actually left the warehouse, which keeps accounts receivable clean.
Strong backorder management software keeps the process visible. A backorder should never be a mystery, and this backorder management software shows every open line in one place. Because all of this happens alongside your order management and inventory management, there is no second system to update and no re-keying between tools.
Out-of-stock alerts and client pricing
Keep every account informed and billed correctly
Backorder management software alerts: out-of-stock notices your team and clients can act on
Out-of-stock alerts tell your staff what is running low before an order is promised, and they tell clients what is shipping now versus later. Instead of fielding a stream of "where is my order?" calls, your customers see the status up front and can decide whether to wait, substitute, or reorder. Fewer surprises mean fewer cancelled orders and stronger relationships with your best accounts.
How backorders affect client pricing in backorder management software
Wholesalers rarely sell at one price. Different clients and chains have their own negotiated pricing, and a backorder can sit open for days or weeks. Wholtra keeps the pricing tied to the client record, so when a backordered item finally ships, it is invoiced at the correct client price rather than whatever a rep remembers. You can review what is still owed to each client, avoid under- or over-billing, and keep your margins predictable.
Built for distributors who serve convenience and gas stations
Snack, beverage, and general merchandise lines move fast, and stores reorder constantly. If you supply c-stores and gas stations, see how this fits in our software for convenience store distributors, or learn more about wholesale order management software.
Backorder management software FAQ
What is backorder management software?
Backorder management software tracks items customers have ordered that are not currently in stock, notifies those customers, and fulfills the open quantities automatically once new inventory is received.
Can I notify customers when an item is out of stock?
Yes. Our backorder management software lets you show backorder status on orders and notify customers so they know what ships now and what is coming later.
Do backorders keep the correct client pricing?
Yes. Backordered items stay tied to the client record, so they are invoiced at that client’s pricing when they ship.