Wholesale customers, price lists and pay by invoice

A wholesale customer is a Store customer you approved, who signs in to Magpie to shop. While signed in with that account they see their own prices and minimum quantities on product pages, in the cart and at checkout, and pay as their terms say. Everyone else, including someone who types the same email address at checkout without signing in, sees your Store prices.

Wholesale is under Customers › Wholesale in Store.

Requests for wholesale prices

Turn on Wholesale requests in Store settings. Your Store's footer will link to a Wholesale page, where a shopper signed in to Magpie gives their business name, an optional tax ID and a message. Your team's admins and owner will be emailed, and replies go to the shopper.

Requests are listed under Customers › Wholesale. Approve makes the shopper a wholesale customer: their customer record in your Store is created for their account's email address, or the existing one is linked to their account, and opens next so you can choose their terms. Decline emails them; they can send another request. Either way the shopper is emailed.

You can also open a customer and choose Make wholesale customer. This needs a Magpie account linked to the customer, which happens when they paid for an order while signed in or sent a request.

Price lists

A price list gives chosen items their own wholesale price and a minimum quantity, and can take a percentage off the Store price of everything else. Add one with New price list on the Wholesale page; its page opens next.

• Everything else is the percentage off for items without a price of their own. Leave it empty to keep your Store prices for them.
• Add items, beside Items, finds products by name, option or SKU. An added item takes the percentage until you enter its Wholesale price.
• Minimum is the least a wholesale customer can order of that item, from 1 to 100. The cart shows the minimum, and checkout will not go ahead with fewer.

Pay-what-you-want items and gift cards keep their own prices. Discount codes still apply, after the wholesale price. Delete price list, in the More menu beside the list's name, leaves its customers on your Store prices until you give them another; orders keep the prices they were placed at.

A wholesale customer's terms

The Wholesale band on the customer's page holds their business name, tax ID, Price list, Payment and Tax. Each saves when you change it.

• Payment is Pay at checkout, or an invoice due on receipt or in 7 to 90 days.
• Tax marks the customer tax exempt. Keep their exemption certificate with them: Upload takes a JPG, PNG, WebP or PDF up to 10 MB. Only people who manage customers can download it, and a new file replaces the old one.
• Stop wholesale prices returns them to your Store prices. Their price list, terms and certificate are kept for if you make them a wholesale customer again.

With Stripe Tax on, a tax-exempt customer who pays at checkout is charged no tax: their Stripe customer is marked exempt. You remain responsible for checking their exemption.

Pay by invoice

A customer whose payment terms are an invoice sees Pay by invoice at checkout. There is no payment page, so they type the address to ship to, or choose a saved address. When they place the order:

1. The order is reserved, as for a card payment, and shows Processing with payment Invoice.
2. An invoice is made in your team's Invoicing area with the order's items at their prices, the shipping and any discount, due the number of days their terms say. It is emailed to them with a link to pay it online when your Invoicing settings offer card payments.
3. You are told about the new order as for a paid one.

You can ship the order before the invoice is paid. Its items leave stock with the first shipment.

When the invoice is paid in full, online or by a payment you record in Invoicing, the order will be marked paid within a minute and the customer will get the usual order confirmation. Removing a payment from the invoice later does not mark the order unpaid. Record refunds on the invoice; Store's Refund is not offered for these orders.

To cancel an order that has not shipped and has no payments, choose Cancel order on the order. Its invoice will be voided and its items will return to stock.

Invoices are not taxed by Stripe Tax. When Stripe Tax is on, only tax-exempt customers are offered Pay by invoice. With tax off, the invoice has no tax, as the order would at card checkout.

In Accounting, the invoice and its payments record the sale, and the order records its cost of goods.

Wholesale in the Magpie app

In the Magpie app, open Store and choose Wholesale to see requests. Choose Requests to switch between waiting, approved and declined ones, and select a request to Approve or Decline it. The shopper is emailed either way.

Customers lists your wholesale customers. On a customer, choose their Price list, Payment terms and Tax, and change their Business name and Tax ID. The menu has Stop wholesale prices, or Start wholesale prices for a customer who was stopped; stopping keeps their terms. Price lists and tax exemption certificates are not available in the app.

Who can do what

Answering requests and changing a customer's terms needs permission to manage customers. Price lists hold product prices, so adding and changing them needs permission to manage products. Turning wholesale requests on is in Store settings.

Limits

• Wholesale prices show on your Store's Magpie address, where the customer is signed in. A custom domain does not know who is signed in to Magpie, so it shows your Store prices.
• Price filters and sorting on the Store's product lists use your Store prices.
• Invoices for pay-by-invoice orders do not count toward your plan's monthly invoice limit, so wholesale customers can always order this way.

If a wholesale customer sees your Store prices while signed in, check that they are signed in with the account linked to their customer record, then Contact support.