Wholesale application emails and how to edit them

Process Wholesale sends three emails to applicants, "Application received", "Application approved" and "Application rejected", plus a "New Wholesale Application" alert to your Shopify store email for each application. Turn the customer emails on or off and edit their subject and message in Settings > Customer settings > B2B customer emails. All three customer emails are on by default, and the emails work on every plan.

Which emails are sent, and when#

Return to pending, Remove B2B access, Import customers and tagging customers in Shopify admin send no email.

Sender and replies. Customer emails come from your store name at alerts@processwholesale.com, and replies go to your store's email address as it was when you installed Process Wholesale. The alert comes from "Process Wholesale" at alerts@processwholesale.com.

Legacy customer accounts timing. When a logged-out shopper uses the signup form on a store with legacy customer accounts, Shopify creates the account, and Process Wholesale sends "Application received" about 1 minute later, after it finds the new pending account. It checks again after about 2 and 10 more minutes. If no pending account is found, or you have already reviewed the customer, no email is sent. Shopify admin labels the two account types Customer accounts (new) and Legacy.

Steps to turn a customer email on or off#

1. In Shopify admin, open the Process Wholesale app and select Settings.
2. Select Customer settings.
3. In the B2B customer emails card, check or clear Application received, Application approved or Application rejected.
4. Select Save in the save bar.

Steps to edit an email template#

1. In the B2B customer emails card, select Customize template next to the email.
2. Edit Subject (up to 200 characters) and Message (up to 10,000 characters). Leave a blank line between paragraphs. Write a link as [link text](https://example.com).
3. To add a variable, place the cursor and select it under Variables:
   • {{customerName}}: Customer's name
   • {{shopName}}: Your store name
   • {{shopUrl}}: Link to your store
4. Check the Preview, which fills the variables with sample values such as "Jane Doe".
5. Select Save in the save bar. The toast reads "Email template saved".
6. Select Settings to go back. The email now shows a Customized badge.

Reset to default restores the original subject and message; select Save to keep it. When the saved text matches the default, the Customized badge disappears. If an email is off, the editor shows "This email is turned off, so customers won't receive it. You can turn it on in Settings." with Go to settings.

How the templates are filled in#

• Only the three variables are replaced. Spaces inside the braces work: {{ customerName }}. Any other {{...}} text is sent as written.
• If a value is missing, the customer's name becomes "there" and the store name becomes "The Team".
• {{shopUrl}} is your store's myshopify.com address.
• A blank line starts a new paragraph, and a single line break stays a line break. Links written as [link text](https://example.com) or [link text](mailto:you@example.com), and plain http:// or https:// addresses, become links. The subject is sent as one line.

Example. Subject {{shopName}} - Hi {{ customerName }} for the store "Acme Supply" and the customer Jane Doe arrives as "Acme Supply - Hi Jane Doe".

Default subjects:

• Application received: {{shopName}} - B2B Application Received
• Application approved: {{shopName}} - B2B Application Approved! (the message includes a Shop now link to your store)
• Application rejected: {{shopName}} - Update on your B2B Application

The new application alert#

Each application submitted through a signup form sends "New Wholesale Application: " to the email set in Shopify admin under Settings > Store details. To send alerts to another address, change the store email there. The alert has a View In App button that opens the Customers page.

What the alert includes depends on where the customer applied:

• Signup form on your storefront: the applicant's email and name, but not the business answers. Business name, business address, phone number, tax ID, other form fields and file links are not in the alert.
• Signup page in new customer accounts: the applicant's email, name and the answers they submitted.

To read a complete application, open Customers > Pending and select View details on the customer.

What your customers see#

The customer emails arrive in the applicant's inbox from your store name. Their reply goes to the store email Process Wholesale recorded when the app was installed. Each email has one version, in the language you write it in.

Limits and things to know#

• One template per email. There is no separate version per language.
• The merchant alert cannot be turned off or edited.
• The approval email needs a pending customer. It is sent only when the customer had B2B_Registeration when accepted and has an email address.
• Only Reject B2B sends the rejection email.
• Whitelist the sender. Ask your email provider to accept alerts@processwholesale.com, and check spam the first time. Customers may need to do the same.

Troubleshooting#

Frequently asked questions#

How do I edit the wholesale approval email?#

Go to Settings > Customer settings > B2B customer emails and select Customize template next to Application approved. Change the subject and message, then select Save.

Can I turn off the wholesale application emails?#

Yes, each customer email separately. Clear its checkbox in B2B customer emails and select Save. The merchant alert cannot be turned off.

Where is the new wholesale application alert sent?#

To your Shopify store email, set in Shopify admin under Settings > Store details.

Why does the alert email not show the business details?#

For applications from the storefront signup form, the alert lists the applicant's email and name but not the answers to the form's business fields. Open View details on the Pending tab to read every answer.

Can I send a test email?#

No. Use Preview in the template editor to check the subject and message with sample values.

Related articles#

• How to approve or reject wholesale applications
• Wholesale emails not being received
• Wholesale signup forms: which form to use
• Settings reference: every Process Wholesale setting

Plans: All plans · Last verified November 11, 2026 · View this page as Markdown