Reviewing applications
Every application from your storefront lands in Customers → New customer requests, oldest first, so the one that has waited longest is at the top.
Who can do what
Section titled “Who can do what”| Role | Sees | Decides |
|---|---|---|
| Owner, admin, credit manager | Everything, including the applicant’s answers and files | Yes |
| Pricing manager, viewer | The queue, countries and check results, without names or answers | No |
Each time someone opens an applicant’s details, it’s recorded in the activity log.
The queue
Section titled “The queue”Filter by status, country, VAT check result or Possible duplicates only. Badges show each application’s check results at a glance.
Keyboard: j and k move between applications, Enter opens one, x selects it.
To clear out spam, select the applications and choose Decline as spam. They’re declined without an email to the applicant.
Turn on Email me about new applications to get an email for each new one. The store’s own email address gets one too, unless you turned that off in the application form settings.
Checks
Section titled “Checks”Termpact checks every application in the background:
- EU VAT (VIES): EU VAT numbers are checked with the European Commission. When VIES is down, Termpact tries again three times over about half an hour, then leaves the decision to you. Use Run checks again later.
- Email and website: whether the applicant’s email domain matches their website. A personal address (Gmail, Outlook and so on) is noted, not counted against them.
- Possible duplicates: the same tax ID, shipping address, website or email as an existing company, location, B2B contact or earlier application. Links take you to the match.
- Existing customer: if the email already belongs to a customer, they’re attached as the contact when you approve, so their order history stays with them.
Approve
Section titled “Approve”Press Approve (or a) and choose:
- Create as: a new company, a new location of an existing company, or an existing location. Matches from the duplicates panel are listed here.
- Location name, price list and payment terms (your store’s payment terms in Shopify).
- Credit limit with its currency, and what happens over the limit: hold the order for review, or block checkout. Leave it empty for no limit.
- Tax exempt, with Shopify’s exemption codes if only some taxes are exempt.
- Contact’s role: Location admin (the default for the first contact) or Ordering only.
- Send orders to draft for review, if you want to approve each order.
Termpact then creates the company, location and contact in Shopify and links them. If a step fails, everything it created is removed again and the application shows Setup failed, so you can retry.
If approving would go over your plan’s company limit, the application stays in the queue with Over plan limit until you upgrade.
Ask for more information
Section titled “Ask for more information”Press Request info (or i), pick the fields the applicant may change and write a message. They get an email with a link to their application on your storefront:
- Only the fields you picked can be changed; the rest stay as they sent them. They can add files.
- The link works once and expires after 14 days.
- When they send it, the application is back in the queue and the checks run again.
Decline
Section titled “Decline”Press Decline (or d), choose a reason and, if you like, a message for the applicant. The reason is for your records; the message goes in the email. Untick Email the applicant to decline without telling them. Declined as spam never sends an email.