Frequently Asked Questions

Orders can be placed in several ways.
Customers can:
- Place orders directly through the portal
- Import orders
- Use the Customer API to place orders programmatically
- Request a quote that can later be accepted and converted into an order

Admins and sales reps can:
- Impersonate a customer and browse the portal as that customer
- Create orders from the admin panel
- Import orders using an Excel file

Other options:
- Orders can be created through the Admin API
- Standing orders can be scheduled to repeat at specific intervals

Yes. There is a Quick Order screen for fast SKU and quantity entry, as well as a bulk-upload-to-cart feature.

Customers receive an email when an order is placed and when an order changes to selected order statuses. You can configure which statuses trigger email notifications from the admin panel.

Yes. Customers can view their order history and export their orders in Excel format.

Yes. The storefront can be switched into a quotes-only mode, where customers request pricing and you review the request before converting it into a quote or exportable record.

Yes. Customers can view their order history and export their orders in Excel format.

You can export orders in Excel format from the admin panel, or use the API to retrieve orders in XML, CSV, or JSON format.

Excel and CSV order exports are highly customizable. We can include or exclude fields and rename columns based on your requirements.

Yes. You can prepare an Excel file with your past orders and import it into B2B Wave. Customers and products should be created first. If some historical products are no longer sold, they can be imported as inactive products.

The platform is proven to handle large catalogs, with examples ranging from a few hundred SKUs to more than 500,000.

Yes. You can create product variants with up to 4 attributes per product, such as size, color, material, or finish. If you need more than 4 attributes, we recommend either reorganizing the products into different categories or using our product configurator, which supports up to 20 product options.

You can add 1 main image and up to 30 additional product images.

JPEG and PNG formats are supported. Any size or orientation will work, and we automatically adjust the image size for the page.

Yes. CSV and Excel imports support core fields such as SKU, name, and category, as well as descriptions, pricing, and images.

You can add technical specifications in the product description, create additional product attributes, or attach PDFs with information such as manuals or certifications.

Yes. You can use Privacy Groups to restrict products or categories to specific customer segments. Access can also be granted per customer or per product, and customers outside the group will not see those items at all.

Yes. You can generate PDF catalogs for all products or only selected categories. Catalogs can be customized per customer or price list and can include direct click-to-order links to product pages. Admins can also choose which categories or products to include and whether to show prices or quantities.

Yes. Bundles are supported, and you can also enforce quantity steps or fixed multiples per product.

There are 2 main ways to handle this. You can create different price lists and assign them to different customers, or you can keep a single price list and override pricing for specific product-customer combinations. The second option works well when most customers share the same pricing and only a few require exceptions.

You can apply discounts by date or by volume using quantity breaks. Discounts are based on the price list, so you can have different discount structures for different price lists. For example, a product can have no discount up to 9 units, a 10% discount above 10 units, and a 15% discount above 50 units.

Each product includes a separate MSRP field that can be used for this purpose.

No. Customers only see the prices that apply to the price list assigned to them.

You can either upload products together with their inventory levels or connect your own system so inventory updates are synced into B2B Wave automatically.

Depending on the system, inventory can sync in real time or on a schedule, such as every 30 or 60 minutes. Ad hoc updates are also possible.

No. Inventory tracking is optional.

Yes. You can mark items as available for backorder so customers know at the time of ordering that the item will not ship immediately.

Yes, as an additional module. You can assign different customers to different warehouses so each customer sees the relevant inventory.

This option is disabled by default, but you can enable it. You can also use our automated product status feature to show custom stock messages such as Low Stock, Available, or Not Available.

Customers can be created manually through the admin panel, imported in bulk with an Excel file, or registered by the customers themselves. Self-registration still requires admin approval before access is granted.

You can create different price lists and assign a currency to each one. For example, you might have a USD Wholesale price list and a separate USD Distributors price list.

You can create sub-customers and assign different addresses to them, or create separate customer accounts if each location needs its own login and address book. If several locations share the same manager, you can keep them under one account and create multiple delivery addresses.

You can assign sales reps only to the customers they should manage. A common approach is to export the customer list, update the sales_reps column, and import the file back into B2B Wave so each rep is linked only to the correct customers.

Yes. There is a dedicated iOS and Android app designed for sales reps to take orders on tablets or phones.

Yes. The app supports offline order capture and syncs the data once the device is back online.

Sales reps can create and update customers, place orders on behalf of customers, and view orders related only to the customers assigned to them.

Yes. You can assign standard commission rates or define different commission rates for each customer-sales rep combination.

You can view the full list of integrations here: https://www.b2bwave.com/integrations-api. If your system is not listed, feel free to contact us. We also work with various integration partners that may be able to help.

Yes. Orders can be pushed automatically or on demand as an estimate, sales order, draft invoice, or invoice, depending on the integration. Changes in the accounting system, such as an invoice being marked as paid, can also flow back to update the portal.

Yes. Our team can help you use the API to build your own integration.

The API supports JSON, CSV, and XML.

In most cases, orders are sent through the API or through an automation platform such as Make.com, Zapier, or n8n, which can then move the data to your preferred destination. If you have a specific FTP workflow in mind, we can review the requirements and suggest the best approach.

If your system is not on our current integrations list, there are still several options. Depending on the use case, we may be able to connect it through our API or through automation platforms such as Make.com, Zapier, or n8n. In some cases, we may also be able to scope a custom integration or recommend an integration partner.

It depends on the system. Before committing to a new integration, we would need to review the system's documentation and confirm that a sandbox or test environment is available.

Yes. Payment at checkout is optional, and you can assign options such as Net Terms or Charge on File to specific customers.

B2B Wave supports several payment methods. Common online checkout gateways include Stripe, Square, Authorize.net, and PayPal. Other options, such as Balance Payments, Adyen, and customer-specific offline methods like bank transfer or net terms, may also be available depending on your setup, region, and requirements.

Usually not through a direct bank connection. The most common setup is to sync with a supported accounting or payment system, such as QuickBooks Online or Xero. When an invoice is marked as paid there, B2B Wave can sync that status back and mark the order as paid.

You can create multiple payment options and assign them per customer. For example, some customers can pay online by card, while others can be limited to options such as On Account, Net 30, or bank transfer.

With supported gateways, customers can save their card details for faster future checkout. You can also allow them to place the order without paying immediately and request payment later.

Yes. Cards can be stored for later capture through supported payment processors.

Shipping can be calculated with built-in rate rules, live rates through ShipStation, or by adding shipping costs to an order after it has been submitted.

Yes, typically through ShipStation. ShipStation can return live carrier rates at checkout, create shipments, and sync tracking numbers back to B2B Wave. Through ShipStation you can use carriers such as UPS, USPS, FedEx, and others.

You can fulfill orders directly in B2B Wave using tools such as pick lists, tracking numbers, and order status updates, or you can send orders to an external fulfillment, ERP, or warehouse system through an integration or the API.

Yes, typically through the API or through a shipping or integration partner such as ShipStation, depending on the 3PL. If your provider is not listed, we can review its documentation and recommend the best approach.

Yes. Our flexible delivery date functionality allows you to define cut-off times for all customers or configure them by customer group or delivery schedule.

Yes. The portal is fully login-protected by default, or you can allow browsing while hiding prices from unapproved visitors.

Only the customers you approve. You can also disable self-registration and the approval flow entirely if you want full control over who gets access.

You can use Privacy Groups to group products and customers, then control access based on the relevant privacy group.

You can create additional users and limit their access to the Orders module only.

Our audit trail functionality lets you see exactly when the change was made, who made it, and what was changed.

Yes. You can either link from your retail site to the portal or use a CNAME subdomain, such as wholesale.yourbrand.com, so the portal stays under your brand.

You can add a link on your website with text such as Wholesale Ordering or B2B Ordering Portal, pointing to either your .b2bwave.com subdomain or your own linked domain.

The platform includes a base theme with no-code options for logos, colors, fonts, CSS, and banners. Deeper customization is available through advanced CSS or HTML, or as a paid service.

Yes. Our email template editor allows you to make the changes you need.

B2B Wave is designed primarily for B2B eCommerce. You can still accept orders from retail customers, but some retail-specific features, such as guest checkout, are not supported.

Your portal can be available in English, French, Spanish, Portuguese, German, Dutch, Italian, Simplified Chinese, and Traditional Chinese. We continue to add more languages over time, so feel free to ask if you need another language.

No. B2B Wave includes a simple invoicing module, and we can help customize the PDF template so you can generate invoices without requiring another system.

Yes. Dedicated barcode fields can be used in several ways:
1. Customers can scan a barcode to search for a product.
2. Admin users can search for products by barcode.
3. Sales reps can use barcodes while placing orders in the mobile app.

Yes. B2B Wave offers month-to-month billing, without the requirement if an annual contract (except Enterprise plans).

An Enterprise plan is required for businesses that need higher limits, priority support, more advanced customization, more complex workflows, or custom integrations.

Yes. We offer a 15% discount for annual prepayment. Please contact support if you would like to take advantage of it.

If you are on the Pro plan, you can cancel at any time. For higher-tier plans, we usually ask for 3 months' notice.

Yes. A 14-day trial is available, and the platform offers a 45-day money-back satisfaction guarantee.

Email support is available 24/7. We can also schedule calls across UK, US, and Canadian business hours.

Usually, support requests require some investigation first, so we prefer to schedule calls 1 to 3 days in advance. This allows us to prepare properly and allocate the right time to help resolve the issue.

We respond to most issues within 24 to 48 hours. For more urgent and personalized support, faster support options are available on the Enterprise plan.

Yes. Our onboarding package was designed specifically for businesses that need extra guidance.

Typical setup time is 1 to 4 weeks, depending on the scope. Simple setups, such as quotes-only portals or small catalogs, can be ready in about 1 week. More complex setups with ERP integrations, large catalogs, or custom workflows usually take 3 to 4 weeks. Extensive ERP integration projects, such as a new connector, may take 2 to 3 months.

All connections use SSL or TLS. Passwords are encrypted, 2FA is supported, and B2B Wave follows standard security best practices, including regular reviews, access controls, audit trails, and automatic backups.

As of March 31, 2026, B2B Wave had less than 30 minutes of total downtime over the previous 365 days, which corresponds to 99.994% uptime.

No. We automatically back up your data twice per day. In addition, our audit trail system lets you review changes across most records.

Yes. Two-factor authentication is supported, and it can also be enforced for users.