How to take wholesale orders by phone: checklist, price tiers, sample call
Sado AI team · · 4 min read
In short
To take wholesale orders by phone without mistakes, record every order against the same list: the buyer and their taxpayer number (STIR), the exact product name and pack unit, number of boxes, the price tier and total, delivery address and day, and payment method. Write your price tiers down in advance, and read the order back line by line at the end of the call. Call regular buyers yourself on set days for reorders. An AI operator can make these calls in Uzbek and Russian.
How a wholesale call differs from a retail one
A wholesale buyer is a shop owner, a purchaser or a café. They buy boxes and blocks, not single items, the price depends on volume, they often need an invoice, and goods travel to the regions. Orders repeat every week or two. One wrong digit, 20 boxes instead of 2, spoils the whole shipment. So on a wholesale call, accuracy matters more than speed.
What to record on a wholesale order
- Buyer: shop or company name, city, contact person and phone.
- Documents: taxpayer number (STIR), whether an invoice or contract is needed.
- Product: exact name or SKU, pack unit (for example, 1 box = 12 pieces), number of boxes.
- Price: which tier applies, each line’s amount and the total.
- Delivery: address, day, who receives the goods.
- Payment: bank transfer, cash or agreed deferred payment.
Write down your price tiers in advance
The buyer’s first question is “from how many boxes is it cheaper?” Keep the answer in a table. The numbers are only an example:
| Quantity | Price per box |
|---|---|
| 1–9 boxes | 180,000 so‘m |
| 10–49 boxes | 168,000 so‘m |
| More than 50 boxes | 155,000 so‘m |
Next to it, note the minimum order, delivery prices and days for the regions, and what’s out of stock. Then whoever answers gives the same price.
Sample: an order from a shop in Samarkand
Sado: Assalomu alaykum, Sarbon Ulgurji, Shohruh speaking.
Caller: Hello, this is Jasur from Baraka shop in Samarkand. I’d like to place an order.
Sado: With pleasure. What do you need?
Caller: Twenty boxes of washing powder and fifteen boxes of dish soap.
Sado: Powder, 20 boxes at 168,000: 3,360,000 so‘m. Dish soap, 15 boxes at 96,000: 1,440,000 so‘m. Total 4,800,000. We deliver to Samarkand on Thursday.
Caller: Fine. We need an invoice; we’ll pay by transfer.
Sado: Sure, what’s your STIR number? Let me read it back: powder 20 boxes, dish soap 15 boxes, total 4,800,000, Thursday. Is that right?
Caller: That’s right, go ahead.
The order was read back line by line at the end. A staff member then prepares the invoice and sends the buyer a written copy of the order on Telegram.
Reorder calls to regular buyers
Don’t wait for a regular buyer to call: they may order from a competitor. Call each one on their day, for example every Monday. They’re your customers, so you may call them about orders.
Keep it short: “Assalomu alaykum, this is Sarbon Ulgurji. What do you need this week? Last time you took 20 boxes of powder.” Mentioning the last order saves the buyer time.
Handing wholesale calls to an AI operator
Upload your regular buyers as an Excel file in the Auto-calls section and set the day and hours: the outbound calling operator calls each one, records the order line by line and reads it back. How to work with lists: calls from Excel and Google Sheets.
For incoming wholesale calls, the AI operator also answers day and night and quotes from your price tiers. If a buyer haggles or asks for a large volume, your rule transfers the call to a sales manager. Results are in the portal and Bitrix24; our team connects 1C or MoySklad. Try it live or call 78 778 01 23.
Questions
Can the AI operator negotiate wholesale prices?
No. It quotes from your price tiers. If a buyer asks for a discount, your rule transfers the call to a manager or creates a callback task.
Does a phone order reach our stock system?
Bitrix24 has a ready connection. Our team connects 1C, MoySklad and other systems together with you, and there are webhooks and a REST API for the rest.
What if a buyer in the regions speaks Russian?
The operator answers in the buyer’s language, Uzbek or Russian.