Institutional and B2B Sales: Quotes, Contracts, Delivery and Payment

Institutional and business-to-business customers buy differently from shops. A school purchases stationery, a hospital orders supplies, a factory buys raw materials, a contractor needs building materials delivered to a site. Decisions pass through approvals, orders may be large and infrequent or regular on a schedule, and the paperwork has to be right. For a distributor, B2B is attractive because of the order size and repeat potential, but it rewards process and punishes sloppiness.

What institutional buyers expect

• A written quotation with clear prices, validity and terms.
• Proper tax invoices that match what was delivered.
• Scheduled delivery to a specific location and contact.
• Consistent quality across orders.
• A named contact who responds.

The B2B sales cycle

1. Identify the buyer and decision-makers.
2. Qualify the need: volumes, frequency, budget, timelines.
3. Quote with clear pack sizes and prices.
4. Follow up on a defined schedule.
5. Confirm the order and delivery plan.
6. Deliver with proof and correct documents.
7. Invoice and collect on agreed terms.
8. Review and plan repeat orders.

Quotation discipline

Element	Why it matters
Items and pack sizes	Avoids disputes about what was ordered
Price and VAT treatment	Matches the invoice later
Validity period	Protects you from cost changes
Delivery terms	Sets expectations
Payment terms	Prevents surprise delays

Keep quotations consistent with your price lists; if you grant a special rate, record it against the customer.

Delivery to institutions

Deliveries often need coordination with a store keeper or receiving officer, and may require gate passes or specific hours. Confirm the contact and time, deliver with the invoice and capture the receiver's name and a photo. See the delivery person's day.

Invoicing and payment

Institutions often have strict payment procedures. Invoices must be accurate and, where required, comply with tax rules; see IRD VAT invoices for distributors. Keep a record of invoice submission dates and who received them. Fix due days at dispatch and follow up on a schedule rather than waiting for the customer.

Recurring supply

Where an institution buys regularly, set up a pattern: standard items, regular delivery days, a monthly invoice or per-delivery invoices as agreed. Review quantities with them each quarter, so you can forecast; see forecasting demand from order history.

How to run it in gamitrack

1. Add institutions as parties with location, type and internal notes for approval chains and contacts.
2. Assign a price list for B2B with overrides for negotiated rates.
3. Log visits and follow-ups. Visits are geofenced with photos; note quotes and pending decisions as follow-ups so nothing is forgotten.
4. Book orders once confirmed; orders are priced automatically, VAT applies only to taxable lines.
5. Dispatch all-or-nothing, so what is invoiced matches what is sent.
6. Invoice with gap-free IRD-style numbering and print.
7. Deliver with an assigned driver who records GPS, photo and receiver.
8. Collect by cheque, bank, eSewa, Khalti, Fonepay or cash, with FIFO allocation and aging.

Pharma, building-material and agro-input distributors will find relevant setup in pharma distribution, building materials and agro inputs.

A hypothetical example

Imagine Example Supplies (an invented name) quoting a school for annual stationery. It sends a quotation with pack sizes and prices, follows up weekly and records each follow-up. After approval, the order is split into two deliveries before term starts. Each delivery carries a matching invoice and the receiver's name. At the next review, the manager checks that the school's balance matches the delivered quantities, then proposes a repeat schedule for the next term.

Account review checklist

• Open quotations and their follow-up dates.
• Deliveries scheduled this month.
• Invoices submitted and awaiting payment.
• Overdue balances and next action.
• Repeat-order opportunities.

Common mistakes

• Quoting from memory rather than a price list.
• Delivering before the invoice is correct.
• No record of who received the goods.
• Failing to follow up after quotation.
• Mixing retail and institutional prices.

Working with approval chains

Institutions rarely have one decision-maker. A purchase may need a request, a quotation comparison, approval from a committee and a purchase order before you can deliver. Map the chain early:

Question	Why it matters
Who raises the request?	They explain the need
Who approves spending?	They decide price tolerance
Who receives goods?	They sign the receiving record
Who processes payment?	They need the right documents

Ask for the purchase order number, the receiving contact and the payment procedure at the start, and write them in the account notes. A delivery without the right purchase order reference can delay payment for weeks.

Tenders and formal quotations

Some buyers, especially public bodies and larger companies, invite quotations or tenders. Keep a folder for each, with the requirements, deadlines, submitted documents and outcome. Calculate prices from your price list and your cost, with a margin you can defend. If you win, deliver exactly what you quoted. If you lose, ask politely for feedback and record it for next time.

Supplying construction sites and factories

Contractors and factories often need materials at specific times and places. Confirm the delivery address and contact, the unloading arrangements and the document the site requires. Record the receiver and take a photo. For continuing supply, agree a calendar of deliveries and review quantities regularly so you hold the right stock without overcommitting.

Keeping the relationship alive

Institutional accounts renew on trust. Check in after the first deliveries, ask whether anything could be better, and note the answers. Keep a record of each contact in follow-ups, so a colleague can pick up if you are away.

Summary in one line

Institutional selling rewards patience and paperwork: confirm the approval chain, quote clearly, deliver with the right documents and follow up on payment on a schedule, recording every step so that your colleagues can continue the conversation when you are away.

Next step

Choose your five biggest institutional accounts, set up their prices and follow-up rhythm, and review after a month. See the pricing page for plans.