Approve an application

Approving an application in Sami B2B Onboarding turns the buyer into a B2B customer. The app finds or creates the customer in Shopify, creates the company and its location with the terms you choose, marks the customer as approved and emails them.

Note

Before you start:

• Creating a company in Shopify needs a plan that includes B2B. Without it, approving still creates the customer and marks them approved, and the company is kept in the app only.
• Your own Shopify staff account needs the Companies and Customers permissions. Without them, Approve is turned off and a banner names the missing permission. The store owner can add it in Shopify under Settings › Users.
• A preset fills in the terms for you. Set one up first in Approval presets.

Approve from the full application

Use the full page when you want to check or change the terms for this one company.

1. Open the application

   In the Shopify admin, open Sami B2B Onboarding, click Companies in the app menu and click the application’s row, for example Acme Supply Co.

2. Check the Approval card

   The Approval card on the right lists the terms the approval will apply: Preset, Catalog, Payment terms, Tax settings and Contact role, plus any other term that’s set. An undecided application with no saved terms starts from your default preset, if you have one.

3. Change the terms for this company (optional)

   Click the pencil (Edit approval terms). In the Approval terms dialog, change what you need (see the table below) and click Done. Then click Save in the save bar. “Terms saved” confirms it.

4. Approve

   Click Approve application at the top of the page. If the summary reads Ready to approve and the application is neither Needs info nor flagged red as Overdue in the list, it’s approved straight away, with no dialog. Otherwise a dialog, Approve Acme Supply Co., says “Approving creates the company with the terms in the Approval card.” Click Approve application in it.

5. See the result

   “Application approved” appears and the status changes to Approved. The Shopify steps and emails run in the background and take a few moments. Reload the page to see each of them on the timeline.

Pick a preset, then change any term for this company only before you approve.

Approval terms

Field	What it sets
Apply a preset	Fills in the fields below from a preset. Picking a preset replaces the terms below, except Credit limit, which a preset doesn’t hold.
Assigned staff	Up to 10 staff members assigned to the company location in Shopify. Only people who have opened the app are listed.
Catalog	The catalog the company location buys from.
Payment terms	One of your store’s payment terms, or No payment terms.
Deposit	Appears once payment terms are chosen. The percent of the order total (1 to 99) due at checkout.
Allow customers to ship to any one-time address	Lets the company’s buyers type a shipping address at checkout instead of using the location’s address.
Order submission	Automatically submit orders, or Submit all orders as drafts for review.
Credit limit	An amount in your store’s currency. It’s kept with the company in the app and isn’t sent to Shopify.
Tax settings	Collect tax, Collect tax unless exemptions apply or Don’t collect tax.
Exemptions	With Collect tax unless exemptions apply: the Shopify tax exemptions that apply.
Contact role	The buyer’s role at the location: Location admin, Ordering only or No role. With No role, a buyer who has no role there yet still gets Ordering only, because a contact without a role can’t check out.

The tax ID the buyer gave on the form is saved as the location’s tax ID. The preset’s customer tags are added to the customer.

Approve from the list

1. Open the row menu

   On the Applications tab, click … (More actions) at the end of the row and pick Approve.

2. Pick a preset

   The Approve Acme Supply Co. dialog says “Approving creates the company and applies your preset.” Your default preset is already picked under Apply a preset. Pick another one, or No preset.

3. Confirm

   Click Approve application. “Application approved” confirms it.

The list applies the preset you pick, not terms you changed for this company. With No preset, it uses the terms saved on the application’s Approval card, if any. To change terms for one company, approve from the full application.

Approving from the list asks only for a preset; the default one is picked for you.

Caution

If your form marks a mapped question as required for approval and the buyer left it blank, the approval is refused with “This application can’t be approved until these answers are filled in:” and the list of answers. Fill them in with Edit answers on the full page, or ask the buyer with Request more information.

The Buyer resubmitted team email has an Approve button too. It opens the application with the approve dialog ready. It never approves on its own.

What happens when you approve

1. Customer: the app finds the Shopify customer with the buyer’s email, or creates one from the answers your form maps. See Existing Shopify customers and Map answers to Shopify.
2. Approved flag: the customer’s B2B approved metafield is turned on and the tag b2b-approved is added. Your store access rules and the checkout lock let this customer through. See Block checkout until approved.
3. Company: the app creates the company in Shopify with the buyer as its main contact and a location with the shipping address your form maps. Then it applies the approval terms to that location. If Shopify refuses any part, the Shopify company entry on the timeline says which.
4. Company in the app: the company appears on the Companies tab with the status Active. The person assigned to the application becomes its sales rep and is added to the location’s assigned staff in Shopify.
5. Email: the buyer gets the Account approved email (“Your business account is live”), with a Start shopping wholesale button. It goes out when the email is turned on in the form builder’s Email section and Application approved is on under Automation › Automations. Both are on by default. See Edit email templates.
6. Shopify Flow and integrations: the Application approved and Company created triggers run, when they’re turned on under Automation › Automations. Integrations you set to send approvals, such as webhooks or Klaviyo, get it too.
7. Timeline: the application’s timeline shows “Approved Acme Supply Co.” and an entry for each step, such as Shopify customer, Shopify company and the emails sent. Click an entry to see the result. If Shopify refused a step, the entry says why.

Check the company in Shopify

1. Open the company

   In the app, click Companies, then the Companies tab, and click the company. Click More actions › View in Shopify. You can also go to Customers › Companies in the Shopify admin.

2. Check what was applied

   On the company’s location, check the catalog, payment terms, checkout settings and tax details. Under the contact, check the buyer’s role. On the customer’s page, the B2B approved metafield is on.

The approval terms land on the company location in Shopify, and its timeline lists each change Sami B2B Onboarding made.

Add the buyer to a company you already have

When Duplicate companies is on in Settings › Application rules, with When a match is found set to Offer to add the buyer to the existing company, and an undecided application matches a company that exists in Shopify, you can add the buyer to that company instead of creating a second one.

1. Compare the two

   Open the application. The Possible duplicate card shows it side by side with the existing company and marks what matched.

2. Add the buyer

   Click Add buyer to followed by the company’s name. The dialog explains that the buyer becomes a contact of that company in Shopify with the Ordering only role, that the application closes as approved, and that the company keeps its terms. Leave Email the buyer that they’re approved ticked to send the Account approved email. When that email is off for the form, the tick is greyed out.

3. Confirm

   Click Add buyer. “Buyer added” confirms it. A banner on the application says no new company was created, with a View company button.

Change the terms after approval

1. Edit the terms

   Open the approved application and click the pencil on the Approval card. Change the terms in the Approval terms dialog and click Done.

2. Save

   Click Save in the save bar. “Company terms updated” confirms it. The app applies the new terms to the Shopify company location.

This sends no email and runs no Flow trigger. The company keeps its status and sales rep. You need the Companies permission on your Shopify staff account. When the buyer joined an existing company, the card is locked and points you to that company’s page. You can also change terms from the company’s own page; see Manage a company.

Next steps

• Manage a company — see and change the company you just created.
• Approval presets — save the terms you use most.
• Rules that decide applications — approve matching applications automatically.