Settings Guide

View your current plan, usage, and manage your subscription.

• Current plan: shows your active subscription tier and billing status
• Usage this month: applications submitted and forms created against your plan limits
• Manage in Shopify: link to manage billing, view invoices, or cancel your subscription in the Shopify admin

On the Free plan you will see an Upgrade button. On paid plans you can Change plan to switch tiers.

When you cancel your subscription or move to a lower plan from the app's Pricing page, we ask you to pick a short reason from a list first, with an optional comment box if you want to add anything. It takes a few seconds, and we use it only to improve the app. Cancelling from the Shopify admin instead (the Manage in Shopify link above) goes through Shopify's own billing screens and does not ask.

Configure the email addresses and sender identity used for your B2B application workflow. There are four separate settings:

• Notification email: the address that receives alerts when new applications are submitted. If you leave it blank, we still make sure you hear about new applications — the alert falls back to the staff member who most recently opened the app, and then to your store's contact email. Set a shared inbox (e.g., wholesale@yourstore.com) to route these alerts to the right person on your team.
• Contact email: the address shown in all customer-facing emails (approval, rejection, info request). Without it, contact references in emails will be blank. While it is unset, your Dashboard shows a reminder with a shortcut to this page. You can dismiss the reminder — it stays hidden while a contact email is set, and only comes back if the address is later cleared again.
• Sender name: the display name shown in the From field of all customer-facing emails (e.g., "Acme Wholesale"). Defaults to your store name. This brands the emails your customers receive; the underlying sending address (noreply@mail.mentilead.com) is always unchanged to protect deliverability.
• Weekly digest email: a Monday summary of the wholesale work waiting for you — applications to review, newly verified VAT/ABN/NZBN numbers, certificates and trade agreements awaiting action, pending credit requests, and submissions held in spam quarantine (which are removed automatically after 30 days if unreviewed) — plus a running tally of the customers you've onboarded, the time you've saved, and the tax IDs checked against official registries on your behalf. On limited plans it also flags applications held by your plan limit and your usage position once you pass 80% of your monthly allowance. It's only sent when you actually have pending work (held applications and quarantined submissions count as pending work), so an empty week means no email. Check Turn off the weekly digest email to stop receiving it.

All of these settings share a single Save bar at the top of the Notifications page — make your changes and click Save once to apply them all together (or Discard to revert).

If alerts to your notification address stop arriving: when several new-application alerts in a row can't be delivered to your notification address, your Dashboard shows a warning banner. Nothing is lost — every application still appears in your Applications list. The quickest fix is usually adding the sending address (noreply@mail.mentilead.com) to your email contacts or safe-senders list; if that doesn't help, ask your email provider to allow mail from that domain, or switch to a different notification address on this page. The banner can't be dismissed manually — it disappears by itself as soon as an alert is delivered again. Separately, if alerts do arrive but land in your spam folder, open one and mark it Not spam so your mailbox learns to trust the sender (this situation doesn't trigger the banner, since the email was delivered).

Set an expected review timeframe (e.g., "1-2 business days") that is shown to applicants on the confirmation page after they submit their application. This helps set expectations about how long your review process takes.

Tip: For more control over what applicants see after submitting, configure the "What happens next" steps directly on each form in the form editor's Confirmation page section.

B2B Onboard includes eleven email templates sent at different stages of the review process — five core templates, three merchant-only notices, and three feature templates that appear when you use credit applications, document requests, or trade-agreement signing. These five make up the core review flow:

1. Application Received — Customer: sent to the applicant when their application is submitted
2. Application Received — Merchant: sent to you when a new application is submitted
3. Application Approved: sent to the applicant when their application is approved
4. Application Rejected: sent to the applicant when their application is rejected
5. More Information Requested: sent to the applicant when you request additional details

Two merchant-only usage notices are also listed here, each sent at most once per month on limited plans: Usage Limit Approaching — Merchant (when you cross 80% of your monthly application allowance, or earlier if your current pace projects you'll reach it) and Usage Limit Reached — Merchant (when the first application of the month is held behind your plan limit — it always spells out that nothing has been lost). Further templates for credit applications, document requests, and trade-agreement signing appear here when you use those features; they are described in their own guides.

High application volume

If your form receives an unusual burst of applications, you do not get one alert per application. Once more than 10 applications arrive within the same hour, the individual Application Received — Merchant alerts pause for the rest of that hour and you receive a single Application Digest — Merchant email instead, telling you how many arrived. Individual alerts resume automatically at the start of the next hour. Nothing is dropped — every application is recorded and waiting in Applications, exactly as submitted. You can edit the digest wording like any other template.

What applicants can put in your emails

Applicant-entered details such as the company name and contact name are placed into emails as plain text: any links, HTML, or formatting typed into a form field are removed before the email is sent, so a submitted address never becomes a clickable link in your inbox or in an applicant’s. If a submission contains that kind of content, that one email is replaced with a short neutral version that leaves the submitted wording out entirely — the alert still reaches you, with your usual link to the application. The full submission is always readable in the Applications section of the app, unchanged. This is decided one email at a time, and it applies to your own customized templates too: when a submission trips it, that single email is sent using the short neutral version instead of your wording. Your template itself is never changed — it stays exactly as you wrote it in Settings and is used again for the very next clean application, links and all. A company name that is only a plain domain such as acme.co.uk, with nothing else in the field, is not treated as a link — that is a business trading under its domain, so the name is kept and shown as ordinary text and the email sends in full, exactly as your template is written. A full web address is still treated as a link, so a company name written as https://acme.co.uk or acme.co.uk/shop gets the short neutral version described above.

Each template can be customized with a custom subject line and body, and can be individually enabled or disabled. A preview shows how the email looks before you save changes.

White-label emails (Growth plan and above): remove B2B Onboard branding from all outgoing emails so they appear to come directly from your store. White-label removes the "Powered by B2B Onboard" footer from all outgoing emails, so they appear to come entirely from your store.

Languages (Growth plan and above)

Send your buyer-facing emails in your applicants’ own language. In the Languages card, pick a language under Add language (41 languages available) and click Add language. The seven buyer-facing emails are translated instantly from a built-in translation pack — no API keys, no waiting, no per-translation cost.

Emails you have customized are not translated automatically. The built-in pack only covers the standard wording, so if you have edited a template’s subject or body it is skipped rather than replaced with a translation of wording you no longer use. A banner names exactly which ones were left untranslated ("Customized emails were not translated automatically"), and those emails keep sending in your default language until you translate them. You can write any translation yourself on Growth or Pro. On Pro, Translate automatically (or Re-translate) on each card translates your own wording for you.

Every automatically produced translation carries a Machine-translated badge and a reminder to review it before you rely on it — machine translation can get tone, product names, or legal nuance wrong, so read each one before buyers do. Editing and saving a translation clears the badge: your edit marks it as reviewed by you.

Use Editing language to work on one language at a time. Only buyer-facing emails can be translated — merchant notifications (your new-application alert and the two usage notices) always stay in your default language. Each language version has its own Send this email in this language checkbox; switch it off and that email falls back to your default language. Whether a stage sends at all is still controlled by Enable this email in the default-language view. Remove this language deletes that language’s translations.

Which language an applicant gets. At send time we use the language the applicant filled the form in; if we don’t know it, your store’s default form language; and if there is no translation for either, English — falling back to your default template whenever a translation is missing or switched off.

How plan-gated features look on a lower plan. Nothing is ever hidden from you. When a feature needs a higher plan — white-label emails, email translations, CSV data export, certificate refresh reminders, credit document auto-request, credit risk signals, the trade agreement, or the personal guarantee — the card stays on the page, showing its name, a plan badge (for example Growth plan), a one-line description of what it does, and a single Upgrade button that takes you to the pricing page. The feature's settings and controls appear as soon as your plan includes it. One exception by design: on Growth, the Pro-only automatic translation of your own wording is not a locked card — the translation card stays fully editable and simply carries an inline hint ("Automatic translation of your own wording is a Pro feature.") next to an Upgrade to Pro link.

Previewing templates

Click Send preview to myself on any template to receive a sample rendered email at your notification address — useful for checking formatting after edits. Previews bypass the normal SQS queue and include sample values for every variable, with a [PREVIEW] note at the top so there’s no confusion if you forward the email.

Configure tags that are applied to Shopify customer accounts when applications are approved. Tags come from two sources and are merged additively:

• Approved tags: a shop-wide comma-separated list applied to every approved customer (e.g., wholesale,b2b-approved)
• Per-option tags: each option on a select or multi-select form field can have an optional Customer tag. When an applicant selects that option and the application is approved, the tag is applied to their Shopify customer account. Configure per-option tags in the Form Builder's field editor.

Existing tags on a returning customer are preserved — tags are added additively on re-approval, never removed. Tags are matched case-insensitively, so VIP and vip are treated as the same tag.

Tags are useful for automatic discount rules, customer segments, and Shopify Flow automations.

Automatically create or match Shopify B2B Companies when applications are approved. Available on any Shopify plan with native B2B enabled.

• Company matching: control how new applications are matched to existing Companies using multiple signals
• Default catalog (Shopify Plus): select a B2B catalog to assign to new Companies automatically
• Default B2B market (Basic, Grow, Advanced): select the B2B market whose catalogue and pricing your wholesale buyers should see. On approval, the new Company's location is added to that market, so the buyer sees wholesale prices at first login without you adding them by hand in Shopify admin. A market that already applies to all company locations is labelled as such and needs no assignment. A form rule can also assign a market per application (Forms → Rules → Assign B2B market) — the precedence is a market chosen in the Approve modal, then the matching form rule, then this default.
• Auto tax exempt: apply the matching Shopify tax exemption automatically when a VAT number or a resale / tax-exemption certificate is verified — EU/UK reverse charge for verified VAT, and for US resale certificates a state-scoped reseller exemption covering only the certificate's states (see the Certificates Guide)

This section only appears when native B2B is available on your store. If B2B isn't accessible on your plan, this section is hidden automatically.

If your store supports native B2B but automatic company creation is not yet enabled, a prompt appears on the Setup Guide on your dashboard — click Enable now to come straight here, or Not now to snooze the reminder.

Company matching signals

The matching system evaluates three independent signals when reviewing an application. Enable or disable each signal individually:

• Match by VAT / Tax ID (high confidence) — checks whether the applicant's VAT number appears in an existing company contact's notes. This is the strongest signal. When enabled, you can choose between two behaviours:
  • Suggest on review page only (default) — the matching card on the application detail page highlights the match, but you decide whether to add the applicant to the existing company or create a new one.
  • Auto-match on approval — when a high-confidence VAT match exists, the applicant is automatically assigned to the existing company on approval without prompting. The match is still shown on the review page for transparency.
• Match by email domain (medium confidence) — compares the applicant's email domain against email domains of contacts in existing companies. Freemail providers (Gmail, Yahoo, Hotmail, etc.) are automatically excluded so they never produce a false match.
• Match by company name (low confidence) — performs an exact case-insensitive comparison of the applicant's company name against existing company names.

Multiple matching signals compound: a name match combined with an email domain match produces medium confidence; any combination that includes a VAT match produces high confidence.

Disable all matching

Check Disable all company matching to turn off all three signals at once. When matching is disabled, a new B2B Company is always created on approval — equivalent to the previous “Always create new” setting.

Shopify plan tiers

Shopify rolled out foundational B2B to Basic, Grow, Advanced, and Plus on April 2, 2026. What you get depends on your Shopify tier:

• Basic, Grow, Advanced: company profiles, contacts, locations, payment terms, volume pricing, ACH (US), vaulted credit cards, and up to 3 B2B catalogs assigned via Shopify Markets.
• Shopify Plus: everything above plus unlimited catalogs, direct catalog assignment to specific companies and locations, partial payments, and deposits.

B2B Onboard's approval-to-Shopify-Company flow works on every tier, but the two tiers reach wholesale pricing by different routes. On Basic, Grow, and Advanced, assigning a catalog directly to a company location is a Shopify Plus entitlement, so B2B pricing flows only through a B2B market: choose a Default B2B market and the app adds the approved Company's location to it on approval. On Shopify Plus, the app assigns the Default catalog to the Company's location directly instead. The two settings are mutually exclusive — you only ever see the one your plan can use.

If the assignment fails (for example, the 3-catalog limit has been reached, or the market no longer exists), the approval still completes and you see a “Catalog not assigned” or “Market not assigned” warning on the success message — the Company is created and you can add the location to the catalog or market manually in Shopify admin.

Upload your company logo to display at the top of registration forms (available on all plans). Accepts .jpg, .png, .svg — recommended size: 200x60px.

On first install, B2B Onboard auto-detects your store's logo and primary color from your storefront and theme and saves them to your branding settings. The detected logo and color render on your registration forms automatically on every plan. You can override them anytime by uploading a different logo or adjusting colors in the Form Builder's Style tab.

The logo appears on all registration forms automatically once saved.

Color and styling configuration is done per-form in the Form Builder's Style tab — see the Form Builder Guide.

Download your data as CSV files for reporting, backup, or integration with other tools. Available on Starter plan and above.

The export includes:

• Forms and their configurations
• Applications with all submitted field values and status
• Timeline events (status changes, notes)
• Settings (tags, notification emails, branding)

Exports are generated asynchronously in the background. Once ready, you will receive a download link. Export files are available for download for 7 days after generation.

Connect B2B Onboard to your existing workflows using Shopify Flow.

• Triggers (all plans): Registration Submitted, Approved, Rejected, and Information Requested
• Actions (Growth plan and above): Approve Registration, Reject Registration, Tag B2B Customer

For example, you can auto-tag approved customers as "wholesale" and send a Slack notification to your sales team — all without writing code. See the Shopify Flow Guide for step-by-step setup.

The Integrations card in Settings shows which customer metafields B2B Onboard writes on approval and which invoicing apps are compatible.

Metafields written: custom.company_name, custom.contact_name, custom.vat_number, and custom.tax_id. These use the standard custom namespace so third-party apps can auto-discover them.

Compatible apps: Sufio, Order Printer, Billbee (via Flow workaround), and any app that reads customer metafields.

The metafields card is read-only — metafields are always written on approval. See the Integrations Guide for setup instructions per app.

Credit risk signals (Growth/Pro): Below the metafields and address-autocomplete cards, the Integrations page has a Credit risk signals section. Credential entry appears only for providers B2B Onboard has a live integration with — currently Experian Business. Enter your own API credential fields and save with the page save bar; once connected, you can pull a third-party risk signal on a company's Credit card, and Disconnect removes the credential immediately.

Coming-soon providers: Dun & Bradstreet, Creditsafe, Atradius, and Allianz Trade appear as coming soon cards with no credential fields, because those integrations are not built yet. Each card has a Register interest button that asks one question — whether you are already a customer of that provider (yes / no / not sure). We use those answers to decide which provider to wire up next; there is no delivery date attached to registering interest, and you can change your answer at any time.

Any credit signal is advisory only — it never scores creditworthiness, suggests a limit, or approves/declines anything; the decision stays yours. Your credential is encrypted at rest and stored only for your store; you hold the credential and the permissible-purpose (US FCRA) / lawful-basis (GDPR) responsibility for each lookup. See the Credit Applications Guide for details.

Configure your business VAT number so that each VIES lookup returns a consultation number — the unique reference required under Council Regulation (EU) No 282/2011, Article 18 as documented proof that you verified your customer’s VAT status at the time of supply. Stronger audit evidence than an uncorroborated VIES lookup.

• Your country code: the EU member state (or GB) where your business is VAT-registered.
• Your VAT number: your full VAT registration number in the standard format for your country (e.g. DE123456789).

Both fields must be filled together. Leave both blank to clear the configuration. When unset, VIES will still validate customer VAT numbers — you just won’t receive a consultation number for your audit trail. If any of your forms contain a Tax ID / VAT field but the business VAT number is not yet configured, the Customer Tags page will show a reminder with a shortcut to this section. If your store is based in the EU or the UK, the same reminder also appears on your Dashboard. You can dismiss the dashboard reminder — it stays hidden while your business VAT number is configured, and only comes back if the configuration is later cleared.

B2B Onboard uses VATsense as a paid fallback when the EU VIES API is temporarily unavailable. If VIES cannot be reached, VATsense validates the VAT number automatically — no action needed from you. VATsense validation counts as full VAT verification for the purposes of tax exemption: a successful VATsense result is treated identically to a successful VIES result.

When neither service is reachable, the application is accepted with a VAT pending status and automatically retried up to five times with exponential backoff (5 minutes → 30 minutes → 2 hours → 12 hours → 24 hours). After the third failed retry attempt, your notification email address will receive an alert with a direct link to the application.

While VAT verification is pending, you can force approve an application from the application detail page — this records the override in the audit log and marks VAT as unchecked so it can be re-verified later. Once VIES recovers, applications previously verified via VATsense are automatically rechecked against VIES in the background to capture an official consultation number for your audit trail.

When you save your business VAT number, B2B Onboard runs a live check against VIES so typos are caught immediately instead of surfacing later as missing consultation numbers in your audit trail. If VIES confirms the number, the save proceeds normally. If VIES does not recognise the number, the save is rejected with an error message so you can correct it. If VIES is temporarily unreachable, the save still succeeds with a notice that verification will be applied on the next customer submission. Use the Save without VIES check button to bypass the live check entirely — useful when you know the number is correct and VIES is consistently unavailable.

The Agreement page (Growth and Pro plans) lets you require buyers to accept or sign your wholesale trade agreement as a condition of approval. It has its own page under Settings › Legal documents, with Publish new version as the main action instead of a save bar — publishing a legal version is deliberately a separate, explicit step.

• Upload terms: publish your agreement as a PDF with a version label (e.g. v1). Each publish is kept as an immutable version.
• Require for approval: when on, an application cannot be approved until the buyer has accepted the current version. When off, acceptance is optional.
• Publish a new version: companies that signed an earlier version are marked out of date and surfaced on the Action required worklist for re-signing.
• Discard staged changes: a version label or attached PDF is not saved until you publish. While something is staged, a Discard button appears next to Publish, and leaving the page asks you to confirm before clearing it.
• Version history: every published version stays listed on the page — newest first, with its version label, file name, publish date, who published it, and a Current badge on the version in force. Each row has its own Preview link, so you can always reopen the exact terms a buyer signed.

Buyers accept through a secure link (click-to-accept plus an optional drawn signature); the app records the signer name, version, timestamp, and IP, and keeps a generated signed PDF on the company’s Agreement card. B2B Onboard does not write or assess legal wording and does not opine on enforceability — see the Trade Agreement Guide for the full workflow.

The Guarantee page (Growth and Pro plans) is where you publish the personal-guarantee wording and the separate FCRA written-authorisation text a guarantor signs alongside a credit application. Like Agreement, it has its own page under Settings › Legal documents and uses Publish new version as the main action instead of a save bar. It is most relevant if you onboard US wholesale buyers.

• Upload both documents: a publish needs a version label plus two PDFs — your personal-guarantee wording and your FCRA written authorisation. Publish is unavailable until all three are provided.
• Discard staged changes: nothing is stored until you publish. While a label or either PDF is staged, a Discard button appears next to Publish, and leaving the page asks you to confirm before clearing it.
• Version history: every published version stays listed — newest first, with its label, both file names, publish date, who published it, and a Current badge on the version in force. Each row has its own Preview guarantee and Preview FCRA links, so you can always reopen the exact wording a guarantor signed.

A guarantor signs through a secure link; the app records the two acceptances (guarantee and FCRA) with the signer name, version, timestamp, and IP, and keeps a generated signed PDF. The wording is yours — B2B Onboard does not write or assess legal wording, does not pull credit, and does not score or decide — see the Personal Guarantee Guide for the full workflow.