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.

Configure the email addresses used for your B2B application workflow. There are two separate email settings:

• Notification email: the address that receives alerts when new applications are submitted. Leave blank to disable merchant notifications. Use a shared inbox (e.g., wholesale@yourstore.com) so the right person on your team sees new applications immediately.
• Contact email: the address shown in all customer-facing emails (approval, rejection, info request). Without it, contact references in emails will be blank.

Each email is saved independently.

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 five email templates sent at different stages of the review process:

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

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.

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: select a B2B catalog to assign to new Companies automatically
• Auto tax exempt: mark approved customers as tax-exempt in Shopify when their VAT number is verified

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.

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. If catalog assignment fails on a non-Plus store (for example, the 3-catalog limit has been reached), the approval still completes and the merchant sees a “Catalog not assigned” warning on the success message — the Company is created and you can assign the catalog manually in Shopify admin.

Upload your company logo to display at the top of registration forms (Growth plan and above). 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. On the Growth plan and above, the detected logo and color render on your registration forms automatically; on the Free plan, the values are stored and start rendering as soon as you upgrade. 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.

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

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 tab will show a reminder with a shortcut to this section.

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.