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Guides · April 3, 2026

Managing B2B Approvals and Denials in Shopify

Getting applications from potential wholesale customers is the first step. If you haven’t set up your registration form yet, start there. The second step is having a clean process for reviewing and acting on them, without losing track of where each one stands.

The review dashboard

B2B Registration Form & Approval adds a registration dashboard to your Shopify admin. Applications are organised into tabs: pending, accepted, and rejected. New submissions land in pending automatically.

For each application you can see:

  • Company name and country
  • Email address
  • VAT ID and its validation status (confirmed, not found, or not checked)
  • Any custom fields you’ve set up on your form
  • When they applied

From there, you approve or deny with a single click. That’s the whole interface for most applications: no extra steps, no confirmation screens.

What happens on approval

When you approve an application:

  1. The customer is tagged in Shopify with your accepted tag (defaults to b2b, configurable)
  2. Their pending tag is removed
  3. If you’ve enabled it, they’re set as tax-exempt automatically, which is useful for VAT-registered B2B customers
  4. A Shopify Flow trigger fires, which you can use to send a welcome email or trigger any other automation. See how to set that up.

The customer now exists in Shopify as a tagged account. What that tag unlocks in your store (a price list, a restricted collection, wholesale terms) is up to you and how your store is set up.

What happens on denial

When you deny an application:

  1. The customer is tagged as denied in Shopify
  2. Their pending tag is removed
  3. A separate Flow trigger fires. You can use this to send a polite notification if you want

Denied applicants remain in the system. You can review them again later if circumstances change.

Auto-approve

If you don’t need to review applications manually - for example, if your form already filters by trade registration and VAT - you can enable auto-approve in settings. Every valid submission is accepted immediately, tagged, and passed to Flow for any notifications.

Most merchants start with manual review and move to auto-approve once they’re confident in their form setup.

Customising the tags

By default, pending applicants get the b2b-pending tag and accepted customers get b2b. Both are configurable. You can also add multiple accepted tags, useful if you have different tiers of wholesale customer that need to be treated differently in your store.

Tags are the bridge between B2B Registration Form & Approval and the rest of your Shopify setup. The app manages them; what you do with them is completely flexible. A developer or AI agent can build custom logic around those tags (price list rules, theme conditions, external integrations) without touching the app itself.

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