A custom B2B pricing engine and quote flow on Medusa

Northbeam Wholesale manufactures and distributes to trade customers. Ordering ran on phone calls, emailed spreadsheets, and a sales team that keyed everything into an ERP by hand. Every customer had their own price list, and the rules for those prices lived mostly in people's heads.

The problem

• Reordering had friction. A trade customer who wanted to repeat an order had to email a rep and wait. That delay cost repeat volume.
• Pricing was tribal knowledge. Volume breaks, contract pricing, promotional overrides, and account-specific rates were applied manually and inconsistently.
• The sales team was a bottleneck. Their time went to order entry instead of accounts.

What we built

A self-serve B2B portal on Medusa, with the pricing logic modelled properly rather than reproduced by hand.

• A pricing module: customer groups, contract price lists, volume breaks, and time-boxed overrides, resolved in a defined order for every line item. The rules are now code with tests, not a rep's memory.
• A quote flow: customers build a cart, request a quote, and a rep approves or adjusts it. Approved quotes convert to orders in one step.
• Net terms: invoice-based checkout for approved accounts, with credit limits enforced at checkout.
• ERP sync: a Medusa workflow pushes orders to the ERP and keeps inventory and pricing in step, with retries and alerting instead of a fragile nightly script.
• A rep console: an admin extension so the sales team manages accounts, pricing, and quotes from one place.

How it went

The first phase was the pricing model. We sat with the sales team, wrote down every rule, and built it as a module with a test for each case, including the ones that only came up when we asked "what happens if…".

The portal was rolled out to a pilot group of accounts, then widened once the pricing matched what the reps expected on every order.

The result

Self-serve reordering moved 62% of repeat orders off the sales team. Repeat order rate across enrolled accounts rose 3.2×. Pricing is now consistent because it is computed the same way every time, and the sales team spends its hours on accounts instead of order entry.