Use case — Wholesalers

Repeat buyers shouldn't need to email you for their own account history

Finance and customer service teams lose time every week resending documents that already exist in the system. A customer-facing portal gives repeat buyers direct access to invoices, statements, and balances — without replacing the ERP or billing system that handles everything else. Customers get a read-only view; the data feed keeps records current, with admins able to make corrections when needed.

Right for you if the same buyer accounts keep requesting older invoices, statements, and balances, and your current system is staying in place.

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Ghage S

Founder, GX Code

gxcode.au · Melbourne, Australia

Wholesale Repeat buyer accounts Statements & invoices

The same request, over and over

The problem isn't creating invoices — it's the repeat retrieval. Buyer accounts that place many orders over time regularly need older documents, and each request pulls finance or customer service away from other work.

Without a portal

A buyer account places another order, then emails asking for invoice history from last quarter.
Finance or customer service searches the ERP, inbox, or file system.
The document gets manually located and resent — again.

With a portal

The buyer logs in and finds invoice history, statements, and balances directly.
Repeat accounts get a proper self-serve portal, not an email address to chase.
Finance handles genuine account questions. Routine document requests no longer make it to the inbox.

What to launch first

01
Start with the accounts creating the most resend work
In wholesale, active buyer accounts that order frequently or have several finance contacts tend to generate most of the repeated document requests. That short list is the right place to start, not the full customer base.
02
Include statements and balances alongside invoices at launch
If buyers can only see invoice PDFs but still need to call or email for statements, balances, or credit notes, the requests keep coming. Include what buyers are actually asking for.
03
Decide upfront how multiple contacts on the same account will log in
Wholesale accounts often have more than one person who needs access — a finance contact, a branch buyer, or someone in procurement. It's easier to set this up before onboarding than to restructure access after buyers are already using the portal.

Review your wholesale setup

Tell us how buyers get invoices and statements today, what system you run, and where the repeat requests pile up. I'll recommend a practical first rollout.

Get launch plan How it works

Common questions

Do we need a full ERP integration to launch?

No. Portal upload or secure file delivery is enough to get started. Direct API integration is also available for setups where a push-based connection makes sense — scoped as part of the launch.

Can multiple contacts on the same account log in?

Yes. Wholesale accounts often have more than one buyer, finance contact, or branch contact. Multiple logins per account are supported.

Can each account only see its own data?

Yes. Access is scoped per account, and InvoicePortalX is single-tenant by design — your data is not pooled with any other business's records. Each buyer sees only the records they're permitted to access.

How does payment status stay current in the portal?

Payment status is based on the paid amount on each invoice record. If your ERP or accounting system delivers regular file updates, the feed keeps it current automatically. If not, admins can mark individual records as paid directly in the portal. Payment collection stays in your existing system.