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Guides · April 7, 2026

Connecting Shopify Flow to Your B2B Approval Workflow

B2B Registration Form & Approval handles the form, the review, and the customer tagging. What it doesn’t do is send emails. That’s intentional. Shopify Flow is already built for automations like this, and connecting the two gives you full control over what gets sent, when, and how.

How it works

Every time something meaningful happens in B2B Registration Form & Approval, it sends a signal to Shopify Flow. You build a Flow workflow that listens for that signal and does whatever you want with it: send an email, update a spreadsheet, notify your team in Slack, or all three.

There are three signals you can listen for:

Customer applied: fires when someone submits the registration form. Useful for: notifying your team that a new application is waiting, logging the submission to a CRM, or sending an acknowledgement to the applicant.

Customer approved: fires when you (or auto-approve) accepts an application. Useful for: sending a welcome email with next steps, granting access to a wholesale portal, or creating a record in an external system.

Customer denied: fires when you reject an application. Useful for: sending a polite notification to the applicant, or logging the outcome for your records.

Each signal includes the customer’s name, email, company, and country, so your emails and messages can be properly personalised.

Setting up a welcome email

The most common use case is sending an email when a customer is approved. Here’s how to set that up in Flow:

  1. In your Shopify admin, go to Flow and create a new workflow
  2. Choose B2B Customer Approved as the trigger
  3. Add a Send email action
  4. Write your email. You can use the customer’s name, company, and email address in the message
  5. Activate the workflow

That’s it. Every approval from that point forward automatically sends your welcome email.

The same pattern works for the other two triggers. Use B2B Customer Applied to notify your team, and B2B Customer Denied to send applicants a thoughtful rejection.

Going further

Flow can do more than send emails. A few things merchants use it for:

  • Creating a customer in an external CRM when someone is approved
  • Notifying a Slack channel when a new application comes in
  • Auto-approving applications that meet certain criteria (you can also use Flow to call back into B2B Registration Form & Approval and trigger an approval programmatically)
  • Adding applicants to an email list for future marketing if they’re denied

If you want to build more advanced automations or integrate with your own systems, check the developer documentation for the full details on how B2B Registration Form & Approval connects with Flow.

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