Are you tired of manual orders and paperwork slowing down your daily dairy runs? EasyVend brings customer orders and staff-entered orders into one central system. It can manage recurring orders and help organise delivery runs. It also connects invoicing with supported accounting software.
If you want to see where EasyVend could save admin time and simplify daily delivery work, this guide breaks down its key features for dairy distributors.
Quick Overview
Here’s what EasyVend actually does for dairy distributors:
- Gives customers 24/7 access to an online ordering portal
- Automates repeat orders
- Tracks stock levels in real time
- Handles custom trade pricing for every buyer
- Organises daily delivery runs
- Captures digital proof of delivery, photos, and signatures included
- Syncs accounting data with Xero or MYOB
What Is EasyVend?
EasyVend is cloud-based B2B order and delivery management software built for Australian food and beverage distributors. Developed by Jeal Tech, it replaces manual order processes with a single central platform.
EasyVend keeps order and delivery information in one system, so office staff and drivers can work from the same records.
Why Should Dairy Distributors Consider EasyVend?
Generic business software usually assumes you pack a few boxes and mail them off once a week. Wholesale dairy operates in an entirely different world. You have venue keys, early morning drops, standing orders, and thin margins to think about.
EasyVend is built around many of these day-to-day needs. Here’s how it can make dairy distribution easier to manage:
Keep All Dairy Orders in One Place
In wholesale operations, orders usually come in from scattered channels every day. A midnight text sent to a driver, a voicemail left after hours by a venue manager, or a scribbled note on a desk can easily be missed. If you miss just one line item, you may end up sending an emergency redelivery truck out at your own expense.
EasyVend brings orders from different channels into one central system, including:
- Direct orders submitted through your online customer portal
- Electronic data feeds (EDI) from larger supermarket chains
- Late-night voicemails or emails logged manually by your office staff
- Quick adjustments phoned directly into dispatch
Once an order is entered, your team can manage its details from the central EasyVend system. That means less re-typing and less time spent hunting through separate order records.
Automate Standing and Repeat Orders
Most buyers follow a set routine. A local café might take sixty litres of full-cream milk every Monday, Wednesday, and Friday like clockwork. Re-entering those exact same numbers week after week wastes valuable office hours and creates a constant risk of typos.
EasyVend automates these repeat orders on a set schedule. If a buyer needs extra stock for one delivery, your team can adjust that order without changing the customer’s regular order schedule.
Give Customers a Simple 24/7 Ordering Portal
Chefs and venue managers often work outside standard business hours. They may need to place orders after your office has closed.
With EasyVend, customers can use an online portal to:
- Check their specific contract rates
- Review past invoices
- Place their order before your cut-off time.
The system also enforces credit limits, blocking overdue accounts from making new orders until cleared.
Track Dairy Inventory and Stock Movements
Milk, cream, and yoghurt carry strict batch dates. Every crate sitting idle in your cool room loses value every hour.
EasyVend lets your team track stock as products move through ordering and delivery processes. You can see what was picked, what is loaded on delivery vans, and what remains in storage.
At the end of a shift, your team can reconcile stock in minutes to account for spillage, leaks, or returns. This keeps your counts accurate so you don’t over-order or run short on delivery runs.
Manage Customer-Specific Products and Pricing
If you run a dairy route, you already know pricing varies by customer. A large coffee shop chain may have a negotiated rate, while a small retailer may pay the standard trade price. Some customers may also receive discounts based on order volume.
EasyVend can apply the customer-specific price set for each buyer. Whenever an order gets logged, the software applies the rate assigned to that buyer. There is no need for manual price-checking or any guesswork. Your team saves time, and you may cut down on costly billing mistakes.
Keep Daily Delivery Runs Organised
Manually sorting paper dockets onto driver clipboards every afternoon takes hours of admin work. EasyVend lets your team group orders into delivery runs and set the order of stops for each route.
If a road is closed or a kitchen needs an urgent drop, you can swap the route order in seconds. Drivers spend less time stuck in traffic and more time dropping stock.
Capture Proof of Delivery With MiniVend
Ever lost an invoice payment because a driver couldn’t find the signed drop sheet? Paper dockets may get soaked or buried under driver seats. EasyVend replaces the paper trail with MiniVend, a browser-based mobile delivery tool that drivers can access from supported phones and tablets.
Drivers use MiniVend right at the delivery point to:
- Capture digital signatures from the person receiving the order
- Take photos of deliveries
- Adjust quantities on screen if an item breaks during transit
If a venue is locked during a 4:00 AM drop, the driver leaves the crates in the designated spot, snaps a picture within MiniVend, and saves it with the delivery record. If a question comes up later, your team has a clearer record of what happened at the drop.
Simplify Invoicing and Accounting
In addition to streamlining your routes and stock tracking, EasyVend also makes getting paid easier. EasyVend can generate an invoice when the driver records a delivery as completed.
It lets you collect funds immediately via direct debit, credit card, or a simple “Pay Now” link.
Plus, EasyVend plugs straight into Xero or MYOB. So, every daily sale syncs automatically, and you never have to waste a weekend on manual data entry.
A Real-World Look at EasyVend for Dairy Distribution
Here is how these order and delivery features could work in a dairy distribution business.
Let’s say a regional distributor running five trucks to 150 local cafés was wasting time on admin and constantly dealing with missing-crate disputes.
EasyVend made a quick difference. They reclaimed 12 hours of office admin a week almost immediately. Out on the road, drivers started snapping quick photo proof at every drop, which cut delivery errors by 85% and put an end to customer arguments.
Best part? Instant invoicing and automated direct debits shortened their payment collection cycle dramatically, giving them the cash flow to add two new delivery routes right away.
Is EasyVend Right for Your Dairy Distribution Business?
EasyVend is not necessary for every food business. If you mainly sell products from a physical store and do not manage regular deliveries, a standard POS system may be enough.
However, if your daily routine involves managing multi-truck delivery runs, tracking driver clipboards, and handling complex trade price lists for cafes and supermarkets, EasyVend can reduce manual work involved in managing recurring orders and delivery records.
This dairy distribution software is well-suited to businesses such as:
- Milk vendors and milk delivery businesses
- Wholesale dairy suppliers
- Dairy product distributors
- Beverage distributors
- Foodservice distributors
- Refrigerated food distributors
- Route-based wholesale suppliers
- Suppliers managing recurring orders for cafes, restaurants, schools, and supermarkets
Conclusion
Early alarms and tight milk drops are part of running a dairy route, but you shouldn’t spend your afternoons chasing dockets. Dairy distribution software like EasyVend makes your day easier, so your drivers drop faster, your cafes stay happy, and your money arrives on time.
Want to see how EasyVend handles your specific routes and price lists? Book a quick demo today and see how it could fit into your daily operation.
FAQs
What Is the Best Dairy Distribution Software With Automated Ordering in Australia?
It really depends on how many trucks you run and how complex your pricing gets. Australian distributors usually look for systems like EasyVend because it handles the operational stuff generic accounting software misses, including standing orders, custom trade pricing, mobile driver updates, and live links to Xero or MYOB.
How Does Dairy Distribution Software With Automated Ordering Work?
The software generates customer orders automatically based on pre-set weekly schedules you define in the system. Once EasyVend creates a scheduled order, your team can review it alongside the information needed to prepare the delivery run. On the road, drivers access their runs on a smartphone, update crate numbers at the drop point, take photo proof of delivery, and accurate invoices are generated instantly.
Is EasyVend Suitable for Small and Mid-Sized Dairy Distributors?
Yes. EasyVend works just as well for an independent owner-driver running two trucks as it does for established regional fleets. Because the software automates time-consuming admin work like re-keying phone orders and manually typing up invoices, smaller distributors can take on new venue accounts without having to hire extra office staff.
