Setting up a wholesale customer with Iris

Iris can walk you through everything a wholesale customer needs, in the order that matters: who they are, what they pay, how they're billed, how it gets to them, and their own login to your customer portal. It takes about ten minutes the first time.

There are two ways in:

• On Contacts, choose New wholesale customer.
• On a customer you already have, choose Set up as wholesale with Iris on their row. Iris starts with that customer and skips the search.

Both need wholesale selling to be on (Settings → B2B & Wholesale). If it's off, Iris tells you and links you there. To use the usual screens instead, choose Set up by hand.

You can stop at any step with Save and finish later. The setup waits for you under Contacts → New wholesale customer, and everything you've saved so far is already on the contact.

1. Who they are

• Find or add. Search your customers, or add a new business. If the name or email matches someone you already have, Iris warns you before making a second one.
• Their details. Name, email, phone, address and the language of the documents you send them. The address is where shipments and deliveries go when an order has none of its own.

2. What they pay

• Pricing group. Pick one of your groups, none, or make a new one on the spot. You can also give this customer their own percentage off your price list. Leave it blank to follow the group, or enter 0 to have them pay list prices.
• Their own prices. Optional prices for particular products. The lowest quantity you list for a product is also the least they can order of it. Use Check a price to see what they would pay for a product and quantity, and which list the price came from. A price of their own wins over their group's, and the percentage isn't added on top of it.

3. How they're billed

• Credit. Iris starts on No credit. Choose Net 15, 30, 45 or 60 only if you want to let them buy on account. Without credit terms, their first order in the portal is refused until you grant them. Optionally set a credit limit (leave it blank for no limit, enter 0 for cash only) and the payment terms printed on their invoices, such as "Net 30".
• Sales tax. Taxable (the usual), exempt with a certificate (number, state, expiry and the document), or exempt with the certificate to follow. The last one keeps the sale on your list of pending certificates until the paperwork arrives.

4. Getting it to them

• Delivery. With the Local Delivery add-on, choose whether they pick a delivery day or a window, their standing delivery days, receiving hours, instructions, whether a signature is needed, and their own delivery fee terms. Without it, you set receiving hours and instructions only.
• Order approval. If you hold orders above an amount for an owner to approve, Iris tells you, so a big first order doesn't surprise you.

5. Their portal

Choose who gets a login. The customer's own name and email are filled in; change them, add up to five people, or remove everyone to skip the login for now. With a login, the customer can:

• see their own prices;
• place orders, which arrive as drafts for you to review before anything ships;
• see their invoices and what they owe;
• ask for credit terms and send in a resale certificate.

Nothing is sent while you fill this in.

6. Review and finish

The last step shows what you chose and what their first order will do: which price they'd pay, whether they can buy on account, whether tax is added, and when it can be delivered. Iris reads these from the same places your orders do, so what you see is what will happen.

• Send invitation and finish emails an invitation to each person you listed, once. The invitation link lets them in without a password.
• Finish without a login finishes and sends nothing. You can invite people later from Contacts → Portal access.

If an invitation can't be sent (for example, that email already has a login, or the customer portal is switched off in your B2B & Wholesale settings), Iris tells you which one and nothing is finished or sent. Fix it and tap again.

Starting over

Start over removes the customer this setup made, along with the prices and standing delivery days you gave them, but only while nothing else uses them: no orders, invoices, quotes, portal logins or resale certificates. A customer you already had is never removed, and what you saved on them stays, just as if you had saved it from the contact.