Clinic ordering portal
Clinics log in, search the catalogue, see their pricing and order in a few clicks from any computer or phone.
Medical supplier software: clinic ordering & repeat orders
Medical suppliers: clinics reorder in seconds. Fewer emails, more boxes out the door.
Orders turn up by email, fax and voicemail. Every clinic has its own contract price, the same monthly restock gets typed in again and nobody can say if the gloves are in stock until the picker checks the shelf. We build ordering portals, account pricing, repeat orders and warehouse systems for medical suppliers. Then we host them and look after them.
Looking for medical supply B2B ordering software that clinics will actually use?
A medical supply business is a wholesaler, a warehouse, a compliance department and a sales team all at once. You're selling thousands of SKUs to GPs, dentists, physios, aged care homes and day surgeries. Each one has its own price list and delivery days. Each one has a practice manager who just wants the same box of syringes as last month. Most of it still runs on an inbox, an accounting package and a lot of phone calls.
Wollopit builds custom ordering systems around how your business actually runs. Clinics log in and see their own pricing. Repeat orders are saved and scheduled. Stock is shown before they order and restricted lines only show to verified practitioners. Batch and expiry numbers follow every carton out the door. We connect to the inventory and accounting tools you already use and look after the lot on our own servers.
01The problems
What we hear from medical suppliers
Does your medical supply business have these problems? Here's how we'd fix them.
Most medical suppliers we talk to know their products and their customers inside out. The trouble is all the retyping, checking and chasing between the order landing and the box leaving.
- The problemOrders by email, fax and voicemailA practice manager emails a photo of a handwritten list. Someone deciphers it and retypes every line into the system.How we fix itAn online ordering portal where clinics search, add to cart and submit. Orders land in your system ready to pick.
- The problemContract pricing looked up by handEvery clinic group has a different deal and staff dig through spreadsheets to find the right price for each line.How we fix itAccount pricing set once per clinic, group or contract. The portal shows each customer their own price automatically.
- The problemThe same order typed every monthThe dental surgery orders the same gloves, masks and bibs every four weeks and someone keys it in from scratch.How we fix itSaved orders and scheduled repeats. Clinics tweak quantities and confirm or it goes through on the day they choose.
- The problemProducts nobody can findThousands of SKUs, five glove brands in six sizes and clinics ring to ask which one they had last time.How we fix itA searchable catalogue with filters, sizes and variants, previous orders and 'bought before' lists per clinic.
- The problemBackorders found at deliveryThe clinic finds out the wound dressings are out of stock when the box arrives without them.How we fix itLive stock shown at checkout with backorder dates and suggested substitutes before they submit.
- The problemBatch and expiry on a clipboardA recall notice arrives and nobody can quickly say which clinics got that lot number.How we fix itBatch, lot and expiry captured at picking. Recall lookups by lot in seconds, with notices sent to affected customers.
- The problemRestricted products checked manuallyProfessional-only and scheduled lines need a registration check and staff do it by phone and email.How we fix itRestricted products only visible to verified accounts, with practitioner registration details stored and review dates flagged.
- The problemMulti-site groups with no controlsA clinic group's sites all order separately and head office has no idea who spent what until the invoices land.How we fix itGroup accounts with site logins, order approvals, spend limits and reports by site.
- The problemReps working from memorySales reps visit clinics, scribble orders on paper and text them in after hours.How we fix itA rep app with customer pricing, order history and stock on hand, so they place the order on the spot.
- The problemClinics chasing invoicesPractice managers email for copies of invoices and statements. Accounts staff chase overdue balances by hand.How we fix itAccount history online: invoices, statements, proof of delivery and pay-now links. Overdue reminders go out on their own.
- The problemWhere's my order?The phone rings all afternoon with clinics asking if their order has left yet.How we fix itOrder status and tracking in the portal and by SMS, with photo proof of delivery from your own drivers or couriers.
- The problemAged care and NDIS orders done twiceFacility and participant orders need different paperwork and invoices that get built by hand for each one.How we fix itSeparate account types for aged care and NDIS customers, with the right invoice details and plan manager emails set up per account.
02What we build
Solutions
What we build for medical suppliers. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Account & contract pricing
Price lists per clinic, group or contract, with volume breaks, promo pricing and start and end dates.
Repeat & scheduled orders
Saved order templates, monthly or weekly schedules and reminders before a repeat goes through.
Searchable product catalogue
Thousands of SKUs with sizes, variants, filters, product sheets and images that are easy to manage.
Live stock & backorders
Stock on hand at checkout, backorder dates, substitutes and alerts when an item is back in.
Restricted product controls
Professional-only and scheduled lines hidden until an account is verified, with registration records kept.
Group & multi-site accounts
Head office and site logins, approval rules, spend limits and reporting across every location.
Batch, lot & expiry tracking
Lot and expiry captured at picking, short-dated stock flagged and recall lookups by lot number.
Warehouse picking
Pick lists by zone, barcode scanning on handheld devices and packing slips that print themselves.
Rep ordering app
Customer pricing, history and stock on the road, with orders placed and visit notes saved on the spot.
Account history & payments
Invoices, statements, credits and pay-now links online, with invoices flowing into Xero or MYOB.
Delivery & tracking
Delivery runs by area, courier bookings, SMS updates and photo proof of delivery.
Quotes & tenders
Quotes built from the catalogue at the right pricing, turned into an order in one click.
A website that sells
Fast, clear and built to rank for the products and regions you supply, with a trade login front and centre.
03The systems
The big ones
Your whole supply business, on one system.
These are the systems medical suppliers ask us about most. Each one works on its own and they get properly clever when they're joined up.
Ordering portal
Every clinic, their own prices, one login.
Clinics log in and see the catalogue at their contract pricing. They search, add to cart and submit without picking up the phone. Orders drop straight into your inventory and accounting systems ready to pick.
- Logins per clinic, site and staff member
- Contract and group price lists
- Volume breaks and promo pricing
- Searchable catalogue with filters
- 'Bought before' lists per clinic
- Stock shown before checkout
- Backorder dates and substitutes
- Orders pushed to your inventory system
- Purchase order numbers on every order
- Works on phone, tablet or desktop
Repeat orders
The monthly restock, done in one click.
Practice managers save their usual order once. They can reorder it with a click or set it to run on a schedule, with a reminder a few days out to tweak quantities. You get steady, predictable orders without the retyping.
- Saved order templates per clinic
- Weekly, fortnightly or monthly schedules
- Reminder email before it goes through
- Adjust quantities or skip a month
- Reorder from any past order
- Out-of-stock lines flagged early
- Repeat orders planned into picking
- Forecast of upcoming repeat demand
Accounts & approvals
Clinic groups that stay on budget.
Multi-site groups get one account with a login for every site. Head office sets approval rules and spend limits and sees spending by location. Restricted products only appear once an account is verified.
- Head office and site logins
- Approval rules by value or product
- Monthly spend limits per site
- Spend reports by site and category
- Restricted lines for verified accounts only
- Practitioner registration records
- Registration review dates flagged
- Credit limits and account holds
- Aged care and NDIS account types
Stock, batches & recalls
Know which lot went where.
Batch, lot and expiry numbers are captured as stock is picked. Short-dated stock gets flagged before it's wasted. When a recall lands you look up the lot and see every customer who received it in seconds.
- Barcode scanning on handhelds
- Lot and expiry captured at picking
- First-expiry-first-out picking
- Short-dated stock alerts
- Recall lookup by lot number
- Recall notices sent to affected clinics
- Reorder points and supplier alerts
- Stock synced to your inventory system
Reps, delivery & invoices
From the rep's visit to the paid invoice.
Reps carry every customer's pricing, history and stock in an app and place orders on the spot. Clinics track their delivery and download invoices and statements themselves. Overdue reminders go out without anyone chasing.
- Rep app with customer pricing
- Visit notes and follow-up tasks
- Delivery runs planned by area
- Courier bookings and tracking
- SMS when an order leaves and arrives
- Photo proof of delivery
- Invoices and statements online
- Pay-now links on every invoice
- Overdue reminders sent automatically
- Invoices synced to Xero or MYOB
04How it changes
Before and after
A monthly restock, wolloped.
Here's how one clinic's monthly order could change. Every supplier is different, so we map yours first.
Before
- Practice manager emails a list with half the codes missing
- Staff ring back to check which glove size they meant
- Contract price looked up in a spreadsheet
- Order retyped into the inventory system
- Picker finds the dressings are out of stock
- Clinic emails a week later asking for the invoice
After
- Reminder lands three days before the repeat order
- Practice manager tweaks two quantities and confirms
- Their contract pricing is applied automatically
- Order flows straight into picking
- Backorder flagged up front with a substitute accepted
- Invoice, tracking and proof of delivery in the portal
05Services
Everything under one roof
Software, websites and systems for medical suppliers.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for medical suppliers
Built around how your medical supply business actually runs: clinic ordering portal, account & contract pricing and the admin in between, in one system you own.
Websites for medical suppliers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Medical supply business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for medical suppliers
Repeat & scheduled orders and searchable product catalogue: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and Unleashed so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your medical supply business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the inventory, accounting and freight tools you rely on, work alongside the ones you're happy with and replace the ones holding you back.
- Xero
- MYOB
- Unleashed
- Cin7
- Pronto Xi
- Shopify
- BigCommerce
- WooCommerce
- Stripe
- Tyro
- Microsoft 365
- HubSpot
- Mailchimp
- Twilio SMS
- Machship
- StarTrack
- Australia Post
- Couriers Please
- Sendle
- Google Business Profile
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your medical supply business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your customer service team, walk the warehouse and ride along with a rep, then work out where orders are getting stuck.
- 02
Archi-tech
We plan it before writing code: your catalogue, price lists, accounts, stock, batches, freight, integrations, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the ordering portal and repeat orders first, so clinics start using it fast.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things medical suppliers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can each clinic see its own pricing?
Yes. We set up price lists per clinic, group or contract, including volume breaks and promo pricing. When a clinic logs in they only ever see their own prices.
Can clinics set up repeat orders?
Yes. They save their usual order and either reorder with a click or set it on a schedule. They get a reminder before it goes through so they can change quantities or skip a month.
Can it connect to our inventory system?
Usually, yes. We connect to common inventory and accounting systems like Unleashed, Cin7, Xero and MYOB so stock, orders and invoices stay in sync.
Do we have to switch from the systems we already use?
No. If your inventory or accounting system is doing its job, we build the portal, repeat orders and rep tools around it. If something is holding you back, we'll show you what replacing it would involve before anything changes.
Can we restrict professional-only products?
Yes. Restricted lines can be hidden until an account is verified. We store the practitioner registration details on the account and flag when they're due for review.
Can it track batch numbers and expiry dates?
Yes. Lot and expiry numbers are captured at picking, short-dated stock is flagged and you can look up which customers received a lot number in seconds if there's a recall.
Can clinic groups approve orders from their sites?
Yes. Group accounts can have head office and site logins, approval rules, spend limits and reports by site.
How much does a system like this cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller pieces like a repeat order tool can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most medical suppliers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a medical supply business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.