E-commerce operations · Sales
Wholesale account onboarding
Turn a shop that wants to stock your products into a wholesale account with clear terms. The retailer applies through a shared link, and no account or credit terms go live until they are approved.
- Duration: 1 to 2 weeks
- How often: For every new wholesale customer
- Steps: 8 steps
- AI agents: 1 AI agent
- Approvals: 2 approvals
Free plan, no credit card needed.
What changes with this template
Without it
Wholesale requests arrive by email and wait until someone has time.
Any shop that asks gets an account on standard credit.
A shop next door to your best stockist gets an account too.
Nobody can find which terms a retailer agreed to.
With it
Retailers apply through one shared link, and an AI agent checks each application.
Finance approves payment terms and a credit limit before the account opens.
The wholesale manager checks every applicant against your channel rules.
The accepted terms and the approvals are on the run.
The template, step by step
Each step says who does it: someone on your team, an AI agent, or the client through a shared link. An approval keeps every later step locked until it is given.
- Done by your team
- Done by an AI agent
- Done by the client, through a shared link
Starts when
A shop or retailer asks to stock your products. The wholesale manager starts a run with the retailer name and contact.
- 1
Send the application link
Day 1Wholesale manager · Team
Record the retailer, and email them your wholesale terms, price list and minimum order together with the shared run link.
Checklist
- Wholesale terms and price list shared
- Shared link sent to the retailer
Fields to fill in
- Retailer name (required)
- Contact email (required)
- 2
Apply for a wholesale account
Days 1 to 3Retailer contact · Shared link
Through the shared link, the retailer enters company details, tax number, store locations and expected order volume, and shares a link to their shop.
Checklist
- Wholesale terms read and accepted
- Delivery address confirmed
Fields to fill in
- Company registration and VAT number (required)
- Link to the retailer's shop or website (required)
- Expected order value per quarter (required)
- Store locations
- 3
Check the application
Day 3Application checker · AI agent
The application checker compares the application with the requirements in its instructions, lists what is missing or does not fit your channel rules, and suggests payment terms from your credit rules.
Fields to fill in
- Application check (required)
- Suggested payment terms (required)
Checked by: The wholesale manager corrects the check and decides on the retailer in step 4.
- 4
Review the retailer
Hidden from the shared linkDay 4Wholesale manager · Team
Read the check, look at the retailer's shop and decide whether they fit your brand and channels. If information is missing, mark the run blocked and note what.
Checklist
- Shop fits the brand
- No clash with existing stockists nearby
- Application check corrected where needed
Fields to fill in
- Decision (required)
Approval: Finance does not set terms until the wholesale manager accepts the retailer.
- 5
Approve the payment terms
Hidden from the shared linkWeek 1Finance manager · Team
Check the company registration and credit standing, and set payment terms and a credit limit, or prepayment for the first orders.
Checklist
- Company registration checked
- Credit check done
Fields to fill in
- Payment terms (required)
- Credit limit
Approval: The account is not opened until the finance manager approves the payment terms.
- 6
Open the account
Week 1Customer service agent · Team
Create the wholesale account in your store or B2B portal with the approved price list and terms, and send the retailer their login.
Checklist
- Account created with the wholesale price list
- Payment terms set
- Login sent to the retailer
Fields to fill in
- Wholesale account number (required)
- 7
Place the first order
Week 2Retailer contact · Shared link
The retailer places the first order in your wholesale portal and, through the shared link, enters the order number and the delivery date they need.
Fields to fill in
- First order number (required)
- Delivery date needed (required)
- 8
Confirm the first order
Week 2Wholesale manager · Team
Check the first order against the minimum and the credit limit, confirm the delivery date, and send the retailer your product information and display guidelines.
Checklist
- Order meets the minimum
- Order within the credit limit
- Product information sent
Fields to fill in
- Confirmed delivery date (required)
Done when
The retailer has an active wholesale account with approved terms, and their first order is confirmed.
Make it yours. Rename steps, change owners and add checklist items, fields or approvals. The template is a starting point for the way your team works.
The AI agents in this template
An agent only works on its own steps, and a person on your team checks what it did. Anything an agent writes to a connected app waits for approval unless you allow it.
Application checker
Checks each wholesale application against your requirements before anyone reviews it.
What it does
- Reads the application the retailer filled in
- Compares it with the requirements and credit rules in its step instructions
- Lists what is missing or does not fit, and suggests payment terms
- Completes its step, so the review can start
Checked by: The wholesale manager corrects the check and decides on the retailer in step 4.
Questions this template answers
Give every retailer the same application with the details you need to decide, and check each one against fixed requirements. In step 2 the retailer applies through a shared link, and in step 3 an AI agent lists what is missing before the wholesale manager reviews it in step 4.
Write down your channel rules, such as shop type, location and how the brand is shown, and check every applicant against them. Step 4 is an approval gate: the wholesale manager accepts the retailer against those rules before finance looks at terms.
Start new retailers on prepayment or a low credit limit, and raise it once they pay on time. Step 5 records the payment terms and credit limit, and the account stays closed until the finance manager approves them.
State the minimum in the terms the retailer accepts, and check the first order against it before you confirm. The retailer accepts the terms in step 2, and step 8 ticks off that the first order meets the minimum and the credit limit.
Collect the application, the checks and the decisions in one run instead of an email thread. The retailer completes steps 2 and 7 through the shared link, so the wholesale manager only steps in to review and confirm.
Record terms and approvals on the account's onboarding run, not in a sales email. Step 2 records that the retailer accepted your terms, and step 5 records the payment terms finance approved, with name and time.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.