A dedicated B2B customer portal with a customised price list

A dedicated B2B customer portal with a personalised price list allows business partners, once logged in, to view their assigned prices, product ranges and availability, as well as to place orders themselves. They can also check the status of their orders, download documents and view their purchase history, all in one place.

When a team manually enters orders, answers queries about prices and sends documents, the portal can streamline these processes; In this article, you’ll learn how it works, how to manage individual price lists and integrations with an ERP system, as well as features supporting orders, complaints, loyalty schemes, dropshipping and quotations for partners.

Key findings

• Provide your business partners with access to their prices, product availability and order information, all in one place.
• Determine how the portal is to transfer data between the ERP system and the tools used within the company.
• Tailor pricing and promotional rules to your business partners, their groups and the terms of your business relationship.
• Consider the functions relating to complaints, loyalty and quotations to organise the various stages of partner support.

Table of Contents

• What is a customer portal, and how is a B2B portal changing the way buyers are served?
• What is a closed B2B platform?
• Integration of the portal with ERP systems and partner software
• Platform features: complaints, loyalty schemes, dropshipping and quotations
• Internet Stars

What is a customer portal, and how is a B2B portal changing the way buyers are served?

The customer portal is a dedicated section of the website where customers can manage their purchases after logging in. Instead of phoning to enquire about the status of an order, they can check it in their account. They can also view their purchase history, download a document or check product availability. For regular customers, this means fewer manual enquiries and easier delivery planning.

Placing an order doesn’t have to start with a blank form. The portal can provide a list of previously purchased products, saved shopping baskets and the option to reorder. For example, a dealer can open a previous shopping basket, change the number of packs and submit a new order. For larger purchases, it is also useful to import items from a CSV file. The customer sends the prepared file, and the system loads the products and their quantities into the shopping basket.

Integration with a sales or stock management system allows orders to be transferred without the need for an employee to retype them. The portal retrieves the data required to display the quote and then forwards the order for further processing. The client can view the status, whilst the sales team works with the same information. The automatic transfer of documents and updates reduces repetitive tasks, particularly for regular purchases by regular customers.

• Enable the option to reorder from your purchase history.
• Add a CSV import option for shopping baskets containing multiple items.
• Show the order status and documents for a specific order.
• Link the dispatch of the order to the data flow within the company’s system.

Base your security on accounts assigned to business partners, user roles and data access restrictions. Add strong authentication, activity logging and backups. Consent to receive newsletters and commercial communications by electronic means is governed by Article 10 of the Act on the Provision of Electronic Services of 18 July 2002, as published in the Electronic Journal of Laws.

The Polish VAT functionality should take into account the tax calculation rules applicable to the quotation and transaction details. The portal should also store invoices and support document workflow. It is advisable to tailor the integration with KSeF to the company’s invoicing process.

Maintenance and development costs depend on the scope of the portal, hosting, integration, updates and subsequent changes to functionality. Plan these areas separately so that you know what is covered by ongoing maintenance and what requires system expansion.

What is a closed B2B platform?

The closed B2B platform displays the product range once a business partner has logged in. The system recognises their account and displays the prices, discounts and product catalogue assigned to them. An individual price list may depend on the contract, customer group, purchase volume or terms of cooperation. For example, dealers in one group receive shared discounts, whilst a selected partner is offered a separate price for a specific product.

How does a customised price list work? Once you have logged in, the portal recognises the customer and applies the pricing rules assigned to them. You can set up a separate price list for a single customer or a group, as well as volume-based discounts for larger orders. Promotions can cover selected products, categories or time periods, and the catalogue can display only the range of products available to a particular group.

Clear rules make it easier to place orders and minimise errors when setting prices manually. Specify which details determine the price and how a promotion interacts with a supplier’s discount. Example rules:

• the contract price allocated to a specific customer;
• a group discount for dealers operating in the same market;
• a volume-based discount depending on the size of the order;
• a promotion covering a selected product category.

In a manufacturing company, the portal can show distributors the parts available through their sales channel. A wholesaler can make a catalogue available, featuring product variants, stock levels and technical data sheets. The Materials section allows a manual, photos or a document for a business partner to be assigned to a product. The scope of visible content depends on the account’s permissions.

Synchronisation should cover product, accounting and stock data. For example, integration with Comarch ERP can transfer prices and stock levels to the platform, and send orders back to the system. The implementation involves establishing sales rules, data mapping, and testing the catalogue and prices prior to launch.

If you are building your own e-commerce portal, SaaS platforms for B2B processes can serve as a starting point for planning its features.

When establishing pricing rules, it is worth specifying which factors influence a particular customer’s price list. A customised B2B price list may take into account the contract, volume, history of cooperation, customer group, promotions, availability and payment terms. These are criteria that can be assigned to the pricing rules applied to a customer or group of customers. This means that when configuring an offer, you can specify which conditions should be taken into account for a given business partner.

Saving price arrangements in the system enables the B2B shop to display the correct prices once the customer has logged in. The B2B portal allows you to set up a separate price list for an individual dealer or a group of dealers, and to apply tiered discounts. The rules can therefore apply to a single customer or a larger group, and tiered discounts can be one of the elements of the adopted price list.

Integration of the portal with ERP systems and partner software

A B2B portal should exchange data with systems that support sales. An ERP system can provide information on business partners, prices and stock levels. Orders from the portal are fed back into the ERP system, for example via an API. This workflow facilitates the use of shared data and reduces the need for manual data entry.

Each system has a different purpose. CRM stores information about customer relationships, OMS supports order processing, and SFA supports the sales team’s work. PIM organises product data, such as descriptions and variants. Integrating a B2B platform with selected tools allows you to present consistent information to your business partners, rather than maintaining separate sets of data.

Plan your integration with Comarch ERP around specific processes. First, identify which systems are the sources of prices, stock levels and customer data. Then define the direction of data exchange: for example, the portal could retrieve prices from the ERP system and send orders back to it. Map documents, statuses and error messages separately. The name of the system alone is not enough; what matters is the consistency of data and sales rules.

When implementing the system, also take into account CRM, PIM and supply chain software. A distribution company could, for example, retrieve product availability from the warehouse and, once an order has been placed, pass the data on to the dispatch team. A manufacturer can synchronise its catalogue with the PIM, prices with the ERP, and customer information with the CRM. For each connection, specify the fields, update frequency and error handling.

1. Specify the source system for each type of data.
2. Describe the exchange of orders, prices, stock levels and documents.
3. Check that the data is correct before launching the portal.

This mapping clarifies the scope of the implementation and highlights where changes are needed. If you are building a SaaS platform for B2B processes, plan your integrations around the actual workflows within the company.

The scope of integrations should be tailored to the company’s data flow, rather than to the sheer number of connected tools. A B2B platform can be integrated with ERP, PIM and OMS systems, taking into account the role each plays in the sales process. Integration with ERP, CRM and warehouse systems is intended to optimise the supply chain by 25 per cent. When planning, it is worth linking this objective to the exchange of information between sales, customer service and the warehouse.

A B2B portal can retrieve customer data, prices and stock levels from the ERP system, and send orders back to the ERP via an API. Before activating the connection, it is worth checking whether this information is consistent on both sides and whether the order is routed to the correct process. This allows you to assess the integration not only in terms of technical data transfer, but also in terms of its compatibility with day-to-day customer service.

Platform features: complaints, loyalty schemes, dropshipping and quotations

A B2B portal with customised pricing should combine purchasing with after-sales support. Useful features include: a complaints form, a history of enquiries, a loyalty scheme and tools for preparing quotations. Tailor the features to how your business partners place orders and what they need after delivery.

You can start a complaint by selecting the order and specifying the product. The customer describes the problem and provides the necessary details, and the portal records the report against the relevant transaction. The team can view the case history and update its status. This workflow streamlines the process and eliminates the need to search for information in separate messages.

A loyalty programme can reward customers based on the value of their spend or the regularity of their purchases. Once logged in, the customer can see their programme tier, the conditions they have met and the benefits available on future orders. You can also offer early access to promotions, a product bonus or a seasonal offer. The terms and conditions should be clearly displayed before purchase, and the benefits should be linked to specific actions.

With dropshipping, the portal can manage the order flow from the partner to fulfilment by the supplier. Specify what product and availability data the partner will see, and how the order will be passed on for further processing. This model requires consistent management of the product catalogue, orders and delivery information. The extent of automation depends on the division of tasks between the retailer and the supplier.

The quotation process can speed up the preparation of proposals for the end customer. The dealer creates a PDF document featuring their own logo and mark-up, using the products available on the portal. Linking the quotation to the catalogue and purchase history makes it easy to quickly return to previously selected items.

• Link the complaint to the order and its status.
• Show the customer the terms and conditions of the loyalty scheme.
• Define the data flow for dropshipping operations.
• Make it easier for partners to create offers based on the catalogue.

Start by selecting the features that address your partners’ specific problems. If you’re planning to expand your sales operations, discuss the features of the B2B platform.

Internet Stars

Internet Stars helps translate B2B sales needs into specific digital solutions. When a portal needs to integrate with an online shop, a company’s system and recurring processes, the team can design a bespoke application, an online shop or an automation solution. Defining the scope begins with establishing how customers place orders, what data staff use, and which activities are worth integrating.

It is worth discussing the project once you have a description of your requirements but are still planning the features and data flows. Training sessions can prepare the team to work with the new solution. Identify which tasks the portal is intended to handle and how it is to support day-to-day sales.

Please contact Internet Stars to discuss your business’s needs.

Plan the first phase of the portal

Before implementation, choose the process you want to start with and determine how you will know that the portal supports it effectively. Make a note of the decisions users make and the information they need access to. This starting point will make it easier to plan further work without overburdening the team with additional features.

The Internet Stars team creates digital solutions that help translate a company’s objectives into a project plan. Work together to define the scope of the first phase, user roles and the sequence of subsequent changes. Start with a goal that is important for day-to-day work, and then develop the portal in a well-thought-out manner.

Get in touch with Internet Stars to discuss the direction for your website. Every well-planned step brings you closer to a solution tailored to your business.

Frequently Asked Questions

What is a B2B e-commerce customer portal?

This is a digital platform for corporate procurement, where staff can access the features available to their organisation. When planning the portal, decide who manages the accounts, who can place orders and who approves the team’s actions. For example, a company administrator can add users, whilst buyers can create shopping baskets. A clear division of roles minimises mistakes when several people are using the portal.

How does a dedicated B2B portal differ from a standard online shop?

The main difference lies in how it is tailored to business purchases. A standard shop can serve a customer without a corporate registration process, whilst a B2B portal may involve account approval and employee roles. Before making your choice, map out the journey for a new business partner: from company registration, through user access, to the first order. This will show which stages require additional features.

What is a dedicated B2B customer portal with a customised price list?

The terms and conditions visible after logging in depend on the user being assigned to the correct business account. When reviewing a project, check that the price is consistent on the product page, in the basket and in the order summary. Prepare test scenarios for different accounts to make it easier to identify situations where a user sees the terms and conditions of a different contractor.

How can a B2B portal be integrated with an ERP, CRM and warehouse management system?

When planning the integration, also take into account exceptional circumstances, not just the normal order process. Determine how the systems recognise the same contractor and what happens to an amended or cancelled order. Test data resubmission to avoid duplicate records. Documenting such cases helps sales and customer service teams understand the causes of discrepancies.

How do you implement customised price lists, discounts and terms and conditions in a B2B shop?

Appoint someone to be responsible for approving changes and decide how the team will document them. Next, test edge cases: changing the quantity in the basket, the end of a promotion, and the simultaneous application of several conditions. Check whether a sales assistant can explain the result to a customer without having to manually recreate the calculations. This process makes it easier to update the offer later on.

A dedicated B2B portal or a ready-made e-commerce platform – which should you choose?

Compare your company’s needs with the configuration options available, without having to create separate functions. Make a list of the processes that must be operational on the launch day, and those that can wait. If most of your needs can be met using the available settings, a ready-made solution may be sufficient. If day-to-day sales rely on specific procedures, consider a bespoke solution tailored to those processes.

An article by

Andrzej Klimek

Owner of Internet Stars since 2008