Documentation

Overview

BestWebby's B2B suite lets you sell to businesses the way businesses actually buy: named company accounts with their own buyers, negotiated prices instead of retail, invoices due later instead of pay-now, and merchant-built orders you send as a single payment link.

Everything lives under B2B accounts in the dashboard and is built on the same billing and order engines as the rest of the platform, so a wholesale sale flows into your normal fulfilment, order, and analytics pipeline. You stay in control at every step: you set the price list, you set the terms, you set the credit limit, and you approve who can order.

The suite has four parts:

• Company accounts — an organisation with one or more buyers, an assigned price list, net terms, a credit limit, and a tax-exempt flag.
• Price lists — per-company price overrides with optional volume breaks.
• Net-terms invoicing — buy-on-account orders that issue an invoice due in N days instead of charging immediately, capped by a credit limit.
• Draft orders and quotes — merchant-built carts sent as a payment link, and accepted quotes converted straight into real orders.

Step 1: Create a company account

Go to B2B accounts → Companies → Add company and fill in:

• Company name (required).
• Status — Pending, Active, or Suspended. Only an Active company gets B2B pricing and can buy on terms; a pending or suspended account is blocked. New accounts start as Pending by default so nothing goes live before you approve it.
• Net terms — Pay on order, Due on receipt, or Net 7 / 14 / 15 / 30 / 45 / 60 / 90.
• Credit limit — the most the company may owe you at any one time. Leave it blank for unlimited.
• Price list — the negotiated list this company's buyers see (or none, for catalogue prices).
• Tax-exempt — for resale or charity accounts. When set, this account's orders are billed with no tax.

You can activate, suspend, or delete a company from the list, and edit its terms, credit, price list, and tax status any time on the company detail page.

Step 2: Add buyers

Open a company and use Buyers → Add buyer. Each buyer has an email and a role:

• Buyer — orders on behalf of the company.
• Approver — an internal approval role on the account.
• Admin — the primary contact; net-terms invoices are addressed to a company admin when one exists.

The buyer's email is their identity even before they've created a storefront account. When they later sign up with the same email on your store, BestWebby links their storefront customer record to the company automatically, and they see the company's negotiated prices at checkout.

Tip: Add at least one buyer or admin before billing a company on terms — the net-terms invoice needs a contact email to send to.

Step 3: Build a price list

Go to Price lists → New price list, give it a name and a currency, then open it to add entries. Each entry:

• Overrides a product's catalogue price for buyers on this list.
• Can carry a volume break (a minimum quantity). Add several entries for the same product at different minimum quantities and the buyer automatically gets the deepest break they qualify for.

For example, on one product you might set 250.00 from quantity 1, 230.00 from quantity 6, and 210.00 from quantity 12. A buyer ordering 8 units pays 230.00 each; a buyer ordering 15 pays 210.00.

How a company buyer's price is decided

For every line, BestWebby resolves the effective unit price with a strict, predictable order of precedence:

1. Price-list entry — if the company's assigned list has an entry for the product, the best qualifying volume break wins. A negotiated list price always beats a tier discount.
2. Wholesale tier — if there's no list entry but the company matches a wholesale tier, the tier's percent discount is applied to the catalogue price.
3. Base — no list entry and no tier means the buyer pays the catalogue price.

Prices are computed server-side in whole cents, and a discount can never push a price below zero. The storefront and the dashboard use the same precedence, so what a buyer sees at checkout matches what you build in a draft order.

Step 4: Sell on net terms

When a company has net terms configured, an order can be placed on account instead of charged immediately. BestWebby issues a proper invoice due in the company's terms window (for example, Net 30) rather than taking a payment.

Before the invoice is issued, the credit limit is checked first. BestWebby adds up everything the company already owes on its open invoices and compares outstanding + this order against the limit:

• If it fits, the invoice is issued and the company's balance goes up by the order total.
• If it would go over, the order is blocked. You'll see the outstanding balance, the order total, the limit, and how far over it goes. Collect a payment against the open balance, or raise the limit, then try again.

Concurrent orders for the same company are serialised, so two orders placed at the same moment can't both slip past the limit. The credit check is always computed from your committed invoice records — it never trusts a total sent from the browser.

Tax on a terms invoice follows the account: a tax-exempt company is billed with no tax; otherwise your own jurisdiction's rate applies. Due on receipt (0 days) still produces an invoice rather than an immediate charge.

Issuing a terms order is a finance action, so it requires the finance permission.

Step 5: Draft orders and payment links

A draft order is a cart you build for a company or an individual customer, then send as a single payment link.

1. Compose the lines. When the draft is attached to a company, each line is priced for that company buyer automatically (price list → tier → base), or you can override a unit price.
2. Send link moves the draft from draft to sent and activates a payment URL at /pay/<token>. Sending copies the link to your clipboard so you can paste it into an email or message.
3. The buyer opens the link — no login required, the unguessable token is the authorisation — and pays.
4. On a confirmed payment the draft becomes a real order in your pipeline.

The payment is captured on your own connected payment gateway; funds go directly to you. BestWebby verifies the payment succeeded and matches the draft total before marking anything paid — it never fakes a sale. If a store hasn't finished connecting payments yet, the link says so instead of failing silently.

Payment links expire after a window you set when creating the draft (14 days by default). A paid, cancelled, or expired link reports its state honestly rather than accepting a second payment.

Step 6: Turn a quote into an order

If you've sent a customer a quote from the Quotes tools, accepting it can create the order for you. Quote → order builds a real order from the quote's saved lines and totals — recomputed server-side from the stored quote, never from a client total — and tags the order so the tax carries over from the quote. Running it twice returns the same order rather than duplicating it.

Tips and gotchas

• Only active companies get B2B treatment. A pending or suspended account prices at catalogue and can't buy on terms — activate it first.
• Blank credit limit means unlimited. Set a number if you want a ceiling; leave it empty to allow any balance.
• Draft orders and quote-conversions don't decrement stock or capture payment on their own. A draft is paid through its link; a quote bills or fulfils through your normal pipeline. Keep an eye on stock for high-volume B2B orders.
• The credit limit counts open invoices, not paid ones. Once a company pays down an invoice, that headroom frees up for the next order.
• A sent link or a paid draft is history. You can cancel a sent draft (the link stops working), but you can't hard-delete it — that keeps an audit trail.
• Every B2B action is audit-logged — company changes, buyer invites, price-list edits, terms orders, draft sends, and quote conversions all record who did what.

Where to start

Create one company account, mark it active, add a buyer, and build a small price list with a couple of volume breaks. Send that buyer a draft-order payment link to see the full loop end to end, then add net terms and a credit limit once you're comfortable extending credit.