For small wholesale distributors on QuickBooks Online

Customer POs in. Sales orders in QuickBooks, without retyping.

Your customers keep emailing purchase orders the way they do now. OrderKey reads each PDF, finds the customer, the PO number and every line, matches their part numbers to your items and creates the sales order in QuickBooks. Anything it isn't sure about waits for your team.

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Built for food, parts and hardware distributors that run their orders in QuickBooks Online. One system, done properly: your items, customers and price levels are read from QuickBooks itself.

Today, someone on your team does this for every order

Open the PO

Find the purchase orders in the shared orders inbox. Every customer sends a different PDF layout.

Look up each item

Translate the customer's part number or description into your own item code, from a spreadsheet or from memory.

Key it in

Type the customer, PO number, ship date, items and quantities into QuickBooks, line by line.

Check it

Catch the price that doesn't match, the case typed as each, the PO that was already entered yesterday.

A long PO can take ten minutes or more to key and check. At a few dozen orders a day that is most of a person's day, and every typo ships as a wrong order.

With OrderKey

Customers send POs, nothing changes for them

Forward your orders inbox to your own address, or copy it on orders. PDFs, scanned PDFs, Excel and CSV attachments, and orders typed in the email body all work.

It reads and matches every line

Customer, PO number, dates, ship-to address, and each line's code, description, quantity and unit. Each line is matched to your QuickBooks item using the customer's own part numbers, which it remembers once you confirm them.

It creates the sales order

In QuickBooks, with your prices for that customer, their PO number and the PDF attached. A new part number, a price that differs, a duplicate PO or an unknown customer waits in a review list instead.

Try it with a sample purchase order

Fictional customers and items. Nothing is read, uploaded or sent.

Pick a PO that just arrived in the orders inbox:

Choose a PO to see how each line is matched and what lands in QuickBooks.

Sales orders created

OrderCustomerCustomer POShip dateLinesTotalPDF
None yet.

What OrderKey doesn't do

It does one thing: gets your customers' purchase orders into QuickBooks without anyone retyping them.

  • It does not invoice, ship or change your stock: it creates the order and your team takes it from there
  • It never changes your items, prices or customer records in QuickBooks
  • It never emails your customers
  • It never enters a line it is not sure about, and never enters the same PO twice

Pricing

Free 14-day trial. Prices in US dollars, taxes calculated at checkout.

One plan

$299 / month

For one company file in QuickBooks, with as many users and customers as you have.

  • 300 purchase orders a month included
  • $0.75 per order above that, no surprise jumps
  • Any number of lines per order
  • Review list, saved customer part numbers, PDF attached to every order
Join the waitlist

Setup, included

We help you get started so the first week is not spent on configuration.

  • Connect QuickBooks in a few clicks; items, customers and prices are read from it
  • Import your existing customer part-number list from a spreadsheet, if you have one
  • We run your last month of POs through it with you before it writes anything

Questions

Which systems does it work with?

QuickBooks Online Plus or Advanced, the plans that include sales orders, starting with US company files. We build for one system at a time so that items, customers, units and price levels are handled properly. QuickBooks Desktop, Sage and Xero users: tell us on the waitlist form, the most requested system goes next.

What happens with the customer's own part numbers?

Each customer's codes are matched to your items and remembered. You can import a cross-reference spreadsheet you already have. When a new code appears, OrderKey suggests the likely items and a person picks one once; after that it is matched automatically for that customer.

Which prices does it use?

The price you have in QuickBooks for that customer, never the price written on the PO. If the PO shows a different price, the order waits for review so you can decide before it ships.

What goes to the review list?

A part number it has not seen before, a price that differs from yours, a PO number that was already entered, a customer it cannot identify, a quantity far above what that customer usually orders, or a page it cannot read clearly. Everything else is entered without anyone touching it.

What kinds of purchase orders can it read?

PDFs generated by your customers' systems, scanned or photographed paper POs, Excel and CSV attachments, and orders typed directly in the body of an email. Every customer can keep their own layout.

Does it handle units like cases and eaches?

Yes. Units are matched to the units on your QuickBooks items, and a line where the unit is unclear, such as a case quantity that looks like eaches, goes to review instead of being guessed.

Is our data kept confidential?

Purchase orders are processed only to create your orders, are encrypted in transit and at rest, and are not used to train AI models. See our security page for details.

How much does it cost?

$299 a month for one company, with 300 purchase orders a month included and $0.75 per order above that. Free 14-day trial. Setup help is included.

When does it launch?

We are onboarding the first distributors from the waitlist. Join to get early access and help shape it.

Join the waitlist

Tell us a little about your business. We will reach out when your spot opens.

We use this only to contact you about early access.