How to Add a B2B Application Form to Your Shopify Store

If you run a wholesale or trade-only Shopify store, you’ve probably dealt with this manually: someone emails asking to become a wholesale customer, you exchange a few messages, eventually tag them in Shopify, and hope you didn’t miss anything. It works, but it doesn’t scale.

A registration form solves this cleanly. Potential customers fill it out, you review it, and the approval process happens in one place: your Shopify admin.

What a registration form does

A B2B registration form is a page on your store where potential wholesale customers can introduce themselves and request access. Unlike a standard account registration, it collects business-specific information: company name, country, VAT ID, and anything else you need to make an informed decision.

When someone submits the form:

• Their application lands in your admin for review
• They’re tagged as a pending applicant in Shopify
• You can approve or deny them when you’re ready

Nothing is automatic unless you set it to be, which means you’re always in control of who gets approved.

What to collect on the form

The right fields depend on your business. A few to consider:

Always useful:

• Company name
• Country
• VAT / tax ID, especially for EU merchants (more on this below)

Sometimes useful:

• Phone number
• Business type (retailer, distributor, etc.)
• Estimated monthly order volume
• How they found you

The key is asking only what you’ll actually use when making an approval decision. A shorter form gets more completions; a longer form gives you more to work with. Find the right balance for your business.

VAT ID validation

For EU merchants, collecting a VAT number is standard practice. It’s how you verify that a customer is a legitimate registered business. But collecting a VAT ID and validating one are different things.

B2B Registration Form & Approval validates EU VAT numbers in real time against the EU’s VIES database as part of the registration process. The result (confirmed, not found, or not checked) appears alongside the application in your admin. UK, US, and Canadian business numbers are validated for format too.

This saves you a manual lookup step for every application.

What happens after someone applies

Once the form is submitted, the application appears in your B2B Registration Form & Approval dashboard in the Shopify admin. From there, you can see everything they submitted (company name, country, VAT status) and approve or deny with a single click.

Approved applicants are automatically tagged in Shopify. You decide what that tag unlocks: a wholesale price list, access to a restricted collection, or anything else your store is set up for. Custom fields can also write to customer metafields on approval. If you need that data in your theme or a connected system, a developer or AI agent can build on it directly.

If you want to notify applicants of the outcome, you can connect Shopify Flow to send approval or denial emails automatically. More on that here.

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B2B Registration Form & Approval is coming soon. Read the overview →