Wholesale distribution is a volume business. Success depends on competitive pricing, fast order fulfillment, reliable supplier relationships, and responsive customer service — all executed consistently across dozens or hundreds of accounts. That kind of operation generates an enormous amount of administrative and communication work that often falls on the owner or a small team.
A virtual assistant (VA) can take on the order processing, account management, marketing, and financial tasks that keep your distribution business moving without requiring costly in-house staff expansion. This article lists 50 specific tasks to delegate, organized by function.
For a broader overview of delegation, visit our guide on 50 tasks to delegate to a virtual assistant.
Order Processing and Customer Account Tasks
| # | Task | Description |
|---|---|---|
| 1 | Process incoming purchase orders | Enter buyer POs into your order management or ERP system |
| 2 | Send order confirmations | Acknowledge receipt and confirm pricing and availability |
| 3 | Manage order changes | Update orders based on buyer requests and communicate changes |
| 4 | Process cancellations | Handle cancellation requests and update records |
| 5 | Prepare and send invoices | Issue invoices after order fulfillment |
| 6 | Follow up on outstanding invoices | Send reminders on overdue accounts |
| 7 | Maintain customer account records | Keep buyer contact, pricing tier, and order history current |
| 8 | Set up new buyer accounts | Create account profiles and configure pricing in your system |
| 9 | Process returns and credits | Manage RMAs, restock credits, and replacement orders |
| 10 | Prepare customer account statements | Generate monthly account summaries for key buyers |
Supplier and Procurement Tasks
| # | Task | Description |
|---|---|---|
| 11 | Research new product suppliers | Identify and vet new vendor sources for your catalog |
| 12 | Request quotes from suppliers | Solicit pricing on new products or replenishment orders |
| 13 | Draft and submit purchase orders to suppliers | Prepare POs for approval and send to vendors |
| 14 | Track supplier order fulfillment | Monitor delivery timelines and flag delays |
| 15 | Manage supplier invoices | Collect and organize bills for accounts payable |
| 16 | Conduct supplier price comparison | Build spreadsheets comparing multiple vendor quotes |
| 17 | Coordinate with import brokers | Gather documentation for international product sourcing |
| 18 | Monitor supplier performance | Track on-time delivery and fill rate metrics |
| 19 | Manage supplier contact records | Maintain updated vendor contact database |
| 20 | Prepare replenishment forecasts | Compile historical sales data to project reorder needs |
Inventory and Logistics Tasks
| # | Task | Description |
|---|---|---|
| 21 | Update inventory records | Maintain stock counts in your inventory management system |
| 22 | Generate inventory status reports | Produce weekly reports on stock levels and turnover |
| 23 | Monitor low-stock alerts | Identify products approaching minimum inventory thresholds |
| 24 | Coordinate freight bookings | Arrange carrier pickups and deliveries |
| 25 | Obtain shipping quotes | Request LTL and parcel rates for outbound shipments |
| 26 | Track outbound shipments | Monitor carrier tracking and communicate ETAs to buyers |
| 27 | Prepare Bills of Lading | Draft shipping documentation for outbound orders |
| 28 | File freight damage claims | Prepare and submit claims for damaged inbound freight |
| 29 | Audit freight invoices | Compare carrier invoices to quotes and flag discrepancies |
| 30 | Maintain product data sheets | Keep SKU information, weights, dimensions, and descriptions updated |
Customer Service and Account Management Tasks
| # | Task | Description |
|---|---|---|
| 31 | Respond to buyer inquiries | Answer questions about availability, pricing, and order status |
| 32 | Handle delivery complaints | Address late or damaged shipment complaints and arrange resolution |
| 33 | Send shipment tracking notifications | Proactively share tracking information with buyers |
| 34 | Prepare sales reports for account reps | Compile buyer performance summaries for your sales team |
| 35 | Manage trade show logistics | Coordinate booth registration, shipping, and materials preparation |
| 36 | Prepare product catalog updates | Maintain your B2B product catalog with current items and pricing |
| 37 | Send seasonal product promotions | Email buyers with seasonal offer sheets |
| 38 | Conduct customer win-back outreach | Re-engage inactive accounts with targeted promotions |
| 39 | Compile buyer feedback | Gather and report on customer satisfaction data |
| 40 | Manage live chat or email support queues | Handle B2B buyer questions during business hours |
Our guide on virtual assistant for customer service provides useful strategies for managing B2B account relationships through a VA.
Financial, Marketing, and Operations Tasks
| # | Task | Description |
|---|---|---|
| 41 | Prepare accounts receivable aging reports | Flag overdue accounts by age bucket |
| 42 | Reconcile daily transactions | Match payments to invoices and bank records |
| 43 | Compile payroll data | Track staff hours and submit to payroll provider |
| 44 | Manage LinkedIn business page | Post product updates, industry news, and company achievements |
| 45 | Write product descriptions for your catalog | Draft compelling descriptions for new products |
| 46 | Manage your wholesale marketplace listings | Maintain product data on platforms like Faire or RangeMe |
| 47 | Research new distribution channels | Identify retail, e-commerce, and B2B buyer opportunities |
| 48 | Prepare new product launch communications | Draft announcements for your buyer email list |
| 49 | Research distribution management software | Evaluate platforms like Unleashed, TradeGecko, or NetSuite |
| 50 | Document standard operating procedures | Write process guides for order intake, fulfillment, and billing |
Our bookkeeping virtual assistant guide explains how to delegate financial operations safely.
Getting Started with a Wholesale VA
For wholesale distribution businesses, the highest-leverage tasks to delegate first are order entry, invoice follow-up, and inventory reporting. These three areas create the most daily data work and have the most direct impact on cash flow and customer satisfaction.
Our guide on how to hire a virtual assistant walks through the full hiring process. See our cost guide for budget planning.
Grow Your Distribution Business with Stealth Agents
Stealth Agents works with wholesale distributors and B2B businesses who need reliable remote support for order management, supplier coordination, customer service, and reporting. Their VAs bring operational experience that allows them to contribute quickly with minimal ramp-up time.
Book a free consultation with Stealth Agents today and start building the virtual team that will help your distribution business scale.