Black Knight Fresh Produce
A B2B fresh produce ordering platform that lets restaurants place orders before prices exist — then closes the loop with a pricing import, live order updates, and direct Xero invoicing.
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Black Knight Fresh Produce is a Brisbane-based fresh produce distributor supplying restaurants, cafes, and wholesalers across the region. They needed a platform that matched how their business actually works: customers order before prices are known, Black Knight sources the produce at market the next morning, and then pricing flows back through the system to close out every order. We built a custom B2B ordering platform and admin operations suite that handles the full cycle — from customer order placement through to Xero invoice dispatch — without a single manual step in between.
Problem
Fresh produce distribution doesn't work like standard e-commerce. Prices fluctuate daily based on what's available at market. A customer placing an order on Monday night has no idea what a kilo of cherry tomatoes will cost on Tuesday morning — and neither does Black Knight until they've been to market.
The previous process was manual: orders came in via phone or email, someone built a spreadsheet with quantities to buy, went to market, priced everything up manually, and then sent invoices one by one. It was time-consuming, error-prone, and didn't scale.
Black Knight needed a system that could absorb orders without prices, aggregate buying requirements automatically, accept a pricing import after market, and push everything into Xero — removing the manual work from every step of the chain.
Solution
We built a two-sided platform: a customer-facing ordering portal and an admin operations suite with reporting and integrations.
Customer ordering: B2B customers — restaurants, cafes, wholesalers — log in, browse the product catalogue, and place orders for the quantities they need. Prices are intentionally absent at this stage. The platform captures what they need, not what it costs.
Buying sheet export: Once orders close, the admin panel generates a buying sheet that aggregates quantities across all customers by product. Rather than manually tallying that a total of 100kg of apples has been ordered across 12 customers, the platform does it automatically. Black Knight takes this sheet to market.
Pricing import: After sourcing, staff upload a pricing import sheet — structured by product and by customer — which the platform processes to apply the correct price to each order item. The import is validated, then committed: orders update in place with the confirmed pricing.
Xero invoicing: Once pricing is applied, invoices are dispatched directly to Xero. Each order generates an authorised invoice against the customer's Xero record, with line items, quantities, and prices pre-populated. No manual re-entry.
Admin operations: The admin panel provides full order management, customer accounts, delivery scheduling, and reporting — all built around the specific workflows Black Knight's team uses day to day.
Result
Black Knight Fresh Produce now runs their entire ordering and invoicing operation through the platform. The buying sheet export has eliminated manual quantity aggregation before each market run. The pricing import and Xero sync have removed the manual invoicing work that previously followed every market day.
The platform handles the complexity of price-unknown ordering — a model that doesn't fit any off-the-shelf e-commerce tool — and does it in a way that's transparent and controllable for the Black Knight team.
Post-market import
Pricing model
Direct to Xero
Invoicing
Auto-aggregated
Buying sheet
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