Van sales software digitises the work of route reps who visit customers, take orders, collect payments and often deliver goods straight from the vehicle. The model is common in food, beverage, household and FMCG distribution. In van sales the vehicle is effectively a moving warehouse, so closing stock, cash and documents correctly at the end of the day is the hardest part of the job. This article explains what van sales software should handle and how to structure the operation.
Van sales, pre-sales and hybrid models
- Pre-sales: the rep takes the order and a separate vehicle delivers later.
- Van sales: the rep carries stock, takes the order and delivers on the spot.
- Hybrid: some customers get immediate delivery, others are pre-sold.
In van sales the rep is salesperson, warehouse keeper and cashier at once, so the software must cover sales, stock and cash together.
In pre-sales the emphasis shifts to order accuracy and delivery planning: orders must reach the warehouse on time and be assigned to the right delivery vehicle. If you run a hybrid model, one app that supports both flows and shows the rep which one applies to each customer saves a lot of confusion. Clarify your model before choosing software, because it defines the scope.
Common challenges in route sales
- Tracking the difference between stock loaded in the morning and stock returned at night.
- Keeping cash, cheque and card collections consistent with the daily cash report.
- Handling returns of damaged or expired goods.
- Applying customer-specific price lists and promotions correctly.
- Working in places with no mobile signal.
Key features of a van sales app
Vehicle as a warehouse
Each vehicle should be a separate stock location. Morning loading is recorded as a transfer, and every sale deducts from vehicle stock so reps cannot sell what they do not carry.
Orders, pricing and documents
Fast product selection from a mobile catalogue, automatic customer pricing and discounts, and a shareable order summary. Invoicing and delivery documents should follow your ERP setup and local regulations.
Collections and returns
Payments recorded by type, current customer balance visible during the visit, and returns logged with a reason and photo, routed either back to vehicle stock or to a damaged-goods location.
Offline first
Sales, payments and stock movements should work offline and sync without conflicts when the connection returns.
End-of-day reconciliation
| Check | Calculation | Purpose |
|---|---|---|
| Stock | Loaded − sold + returned = remaining | Spot shrinkage or count errors |
| Cash | Cash collected vs cash handed in | Detect cash differences |
| Documents | Issued documents vs recorded sales | Avoid missing or duplicate records |
| Visits | Planned vs completed visits | Measure route compliance |
Done by hand, this is slow and error-prone. Software that produces the summary automatically and flags differences saves supervisors a great deal of time.
ERP integration is not optional
Products, prices, balances and promotions come from the ERP; sales, payments, returns and transfers must flow back. Without a reliable two-way sync, finance ends up re-entering the day's data. See our article on mobile integration with Logo and Mikro ERP for the technical side.
Measuring van sales performance
- Strike rate: share of visits that result in a sale.
- Average drop size and lines per order: how well the rep presents the range.
- Collection rate: share of due receivables collected on time.
- Return rate: returns relative to sales, often a sign of stock rotation issues.
- Load utilisation: how much of the morning load is sold. Large daily returns to the depot suggest the loading plan needs work.
Comparing these by rep, region and product shows early who needs coaching, where the product mix should change and which customers carry growing credit risk.
How to roll out van sales software
- Define your model (van sales, pre-sales or hybrid) and document flow.
- Review how vehicles, warehouses and cash are set up in the ERP.
- Ride along with reps to see where time is lost.
- Pilot with one vehicle or region and run reconciliation in parallel for a few weeks.
- Roll out to the fleet once results are consistent.
Mobile performance and usability decide adoption, so work with a team experienced in mobile app development.
BernSFA manages customers, routes, orders and collections through a mobile app and web panel, with screens and workflows shaped around your distribution model. Apply on the BernSFA page or contact BernSoftware to discuss your van sales needs.
Frequently asked questions
What is the difference between van sales and pre-sales?
In pre-sales the rep takes the order and delivery happens later from a separate vehicle. In van sales the rep carries stock and delivers immediately, so the software must also manage vehicle stock and cash.
How is vehicle stock tracked in van sales software?
Each vehicle is set up as its own stock location. Loading is a transfer from the main warehouse, each sale deducts from the vehicle, and remaining stock is compared with a physical count at the end of the day.
Does van sales software work offline?
A properly designed app records sales, payments and stock movements offline and syncs with the server once a connection is available.
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