How to Set Up Trade Accounts on Shopify

What Are Trade Accounts?

Trade accounts are special customer accounts for verified businesses that grant access to wholesale pricing, payment terms, and B2B-specific features. Unlike regular customer accounts, trade accounts require approval before the customer can place orders.

A well-designed trade account system protects your wholesale pricing from being accessed by consumers, while making it easy for legitimate trade customers to do business with you.

The goal is to strike a balance between accessibility and protection. Make it easy for genuine trade customers to apply while filtering out consumers trying to access wholesale pricing.

Application Forms

The application form is the gateway to your trade programme. It collects the information you need to verify applicants and set up their accounts.

Essential Form Fields

• •Business name: Registered company name
• •Contact details: Name, email, phone of primary contact
• •Business address: Registered and shipping addresses
• •Business type: Retailer, distributor, designer, etc.
• •VAT/Tax number: For verification and tax-exempt status
• •Company registration: Companies House number or equivalent

Optional Fields

• •Website URL: To verify the business exists and assess fit
• •Social media: Instagram or other relevant profiles
• •Estimated order volume: To assess account tier
• •How did you hear about us: Marketing attribution
• •Trade references: For credit checking

Verification Process

Verification confirms that applicants are genuine businesses that meet your criteria. The level of verification depends on your risk tolerance and the value of your wholesale pricing.

Verification Methods

Verification Checklist

• ✓Company exists on Companies House or equivalent registry
• ✓VAT number is valid (check via VIES or HMRC)
• ✓Website matches the business type claimed
• ✓Business address can be verified
• ✓Contact email matches business domain (not gmail/hotmail)

Approval Workflow

A well-defined approval workflow ensures consistent decisions and timely responses. Speed matters because applicants often approach multiple suppliers simultaneously.

Workflow Steps

1. 1
   Application received

   Send automated acknowledgement with expected timeline (e.g., "We review applications within 48 hours").

2. 2
   Initial review

   Check for obvious issues. Reject spam, incomplete applications, or clear mismatches.

3. 3
   Verification

   Perform your standard verification checks based on the application tier.

4. 4
   Decision

   Approve, reject, or request additional information.

5. 5
   Communication

   Notify the applicant with clear next steps.

6. 6
   Account setup

   For approved applications, create the B2B account with appropriate pricing.

Response Times

Set clear SLAs for your team:

• •Acknowledgement: Immediate (automated)
• •Initial review: Within 24 hours
• •Final decision: Within 48-72 hours
• •Account activation: Same day as approval

Account Setup

Once approved, you need to create the customer's B2B account with the correct pricing, payment terms, and access permissions.

Shopify Plus B2B Setup

1. 1
   Create the company

   Go to Customers → Companies and add a new company with their business details.

2. 2
   Add location(s)

   Add their billing and shipping addresses. Each location can have different settings.

3. 3
   Add contacts

   Create user accounts for people who will place orders.

4. 4
   Assign price list

   Link the appropriate price list based on their tier.

5. 5
   Set payment terms

   Configure their payment options (upfront, Net 30, etc.).

6. 6
   Send login details

   Invite the contact to set up their password and access the account.

Welcome Communication

Send a welcome email that includes:

• ✓Login instructions and link to set password
• ✓Their assigned pricing tier and any minimums
• ✓Payment terms (if applicable)
• ✓Key contact for account support
• ✓Links to line sheets, catalogues, or ordering guides

Trade Account Features

Beyond pricing, trade accounts can offer features that make wholesale buying easier and encourage repeat orders.

Managing Trade Accounts

Trade accounts require ongoing management to maintain accurate information, appropriate pricing, and healthy customer relationships.

Regular Reviews

• •Quarterly: Review order volumes against tier requirements
• •Annually: Verify company details, contact information
• •Ongoing: Monitor payment performance for credit terms

Tier Upgrades and Downgrades

Create clear criteria for moving customers between tiers:

Account Deactivation

Sometimes you need to close trade accounts. Have a clear process:

• 1.Communicate the reason and any path to reinstatement
• 2.Give notice period for non-urgent cases (30 days)
• 3.Settle any outstanding orders or payments
• 4.Remove B2B access while keeping order history

Next Steps

Ready to set up your trade account system? Here is how to proceed:

1. 1
   Define your criteria

   What makes someone eligible for a trade account? Document your requirements.

2. 2
   Create your application

   Build or configure your trade application form with essential fields.

3. 3
   Document workflows

   Write down your verification and approval process for team consistency.

4. 4
   Set up automation

   Configure automated emails, notifications, and status updates.