Opening a trade account with a heating wholesaler: what to provide and the terms that change everything
Documents and information requested: company details, insurance, RGE, credit line and payment methods
To open an account with a heating wholesaler, prepare a recent Kbis extract, the director’s ID, your bank details (RIB) and your billing contact details. Add up-to-date professional liability (RC Pro) and 10-year decennial (décennale) insurance certificates. If you carry out work eligible for subsidies, attach your RGE certification and the associated scope. The wholesaler will also set an initial credit line and a payment method (bank transfer, SEPA direct debit, LCR).
Key commercial terms: free-carriage threshold, minimum order, early-payment discount, late fees and credit line
Before your first order, get the free-carriage threshold, minimum order value and any early-payment discount mechanism confirmed in writing. Have late-payment penalties, ancillary charges (freight, picking/packing, pallets) and blocking rules when the credit limit is reached spelled out. A poorly defined net price can quickly throw your costing off.
Who decides what: branch, counter manager, field rep and head-office approval
The branch and counter manager decide availability and day-to-day adjustments. The field sales rep can build a project discount and help you lock in the right references. For a credit line increase, derogatory terms or a dispute, approval often goes via head office on the credit side. Keep written evidence of approved agreements.
Understanding pricing with a heating wholesaler: list price, discount, net price and “project pricing”
List price vs net price: what you must compare to avoid false savings
With a heating wholesaler, the list price is a reference point. To cost accurately, compare above all your net price ex-branch, then the delivered-to-site cost. It’s the net price that drives your outlay—not the catalogue sticker.
Base discount, project discount and manufacturer derogation: when you can ask for an exception
The base discount depends on your trade account and volumes. A project discount is negotiated when you bring an identified job, a bill of quantities, an order date and a delivery address. A manufacturer derogation is requested on specific references, with proof of competition and a commitment on the range.
Don’t confuse discount and margin: a simple method to calculate your real gain on a job
A discount reduces your outlay. Margin is calculated on your selling price. Work with a mark-up factor. Selling price (ex VAT) = purchase cost (ex VAT) x factor. A “project price” improves your cost, but it doesn’t replace your sales method. To go further, see how to calculate your margin and track labour-hour overruns on a job.
Lead times, availability and logistics: often more decisive than price
Branch stock, distribution hub, factory order: read availability and secure a 2026 date
With a heating wholesaler, don’t settle for “available”. Ask where the stock sits (branch, hub, factory), the exact reference, and written confirmation of the ready-for-collection or dispatch date. Lock in order numbers and batches to ensure traceability for site records, after-sales and supporting documents.
Depot, collection, site delivery: organise handling and reduce risk
Decide who carries the transport risk. Specify access, time slot, lifting equipment and packaging. A pallet left at the gate doesn’t have the same impact as delivery to an upper floor. Record immediate delivery notes reservations, with photos, on receipt.
Stock-outs and substitutions: validate equivalence without breaking your quote or your warranty
In the event of a stock-out, refuse “automatic substitution”. Validate technical equivalence (output, connections, controls, accessories, manuals) and any subsidy eligibility. If you change range, re-issue the quote lines and attachments to stay compliant for inspections and warranty, using a quote addendum if needed.
Warranty, after-sales and returns: set the rules before the first job
Returns procedure: deadlines, packaging, fees and return conditions (with or without penalty)
Lock the rules in with your heating wholesaler before the first order. Require clear Terms & Conditions (CGV) on return windows, “as new” condition, original packaging and the form of return (credit note, exchange). Have return freight costs and any restocking fee specified, especially on “project-specific” references.
After-sales handling: who covers labour, travel and advance replacement
Define the after-sales route. Who opens the case—you or the counter? On many faults, the part is covered but labour and travel remain the installer’s responsibility. Negotiate advance replacement for immobilising components and agree lead times for availability.
Traceability: serial numbers, delivery notes and evidence to protect your project
Track everything: serial numbers, labels, delivery notes and photos on receipt. In case of transport damage, make precise reservations on the delivery note and confirm within the legal time limits. Without evidence, returns, manufacturer warranty and acceptance are quickly blocked.
Passing the right purchase cost into your pricing: from purchase cost to selling price
Calculate the “delivered to site” purchase cost: net price + freight + handling + consumables
With a heating wholesaler, think in delivered to site terms. Add up net price, freight, handling, and consumables you won’t re-invoice (gaskets, anchors, pipe clips).
| Item | Amount (€) |
|---|---|
| Net price | 1000 |
| Freight | 45 |
| Handling | 25 |
| Consumables | 10 |
| Total delivered to site | 1080 |
Apply a selling factor (not a “gut-feel” margin): a worked example without confusing discount/margin
Your factor is applied to the delivered cost. Selling price = delivered cost x factor. A supplier discount reduces the cost; it doesn’t “create” your margin. To standardise this across all your services (and avoid margin mistakes), you can also rely on a method to calculate your selling price.
| Delivered cost (€) | Factor | Selling price (€) |
|---|---|---|
| 1080 | 1,35 | 1458 |
Impact of a one-off discount: how to use it without unnecessarily lowering your selling price
Treat a one-off discount as extra margin or a contingency reserve. Keep your target factor and track the discount internally. Only reduce your selling price if it’s a commercial decision—not an automatic reaction to a cheaper buy.
Alternatives to a heating wholesaler: when to use them depending on your jobs
When the heating wholesaler can’t meet a lead time or supply a reference, activate an alternative channel to secure availability, net price and after-sales without derailing your costing.
General builders’ merchant vs specialist: advantages and limits for heating products
A general builders’ merchant is useful on multi-trade sites with a single logistics flow. Limits: less depth in heating ranges and spare parts. A specialist brings stock and technical support, but with a narrower assortment and terms sometimes tied to brands.
Purchasing cooperatives and artisan buying groups: volume logic, terms and services
A purchasing cooperative or artisan group pools volumes to negotiate discounts and services. Expect product listing rules, minimums and ordering constraints—factors you need to build into your programme.
Direct-from-manufacturer purchases and platforms: use cases, lead-time risks and after-sales
Buying direct from the manufacturer can make sense for “project pricing” and specific requirements. Risks: longer lead times and more formal after-sales processes. Online platforms can help in emergencies, but you must enforce traceability, transport terms and the returns procedure—especially if you need to adjust your costing.
