---
title: "Wholesale application emails and how to edit them"
description: "Process Wholesale emails applicants when their wholesale application is received, approved or rejected, and alerts your Shopify store email about each new application. Turn the customer emails on or off and edit them in Settings > Customer settings."
type: how-to
plans: [All plans]
keywords:
  [
    wholesale approval email,
    application received email,
    rejection email,
    email template,
    new wholesale application alert,
    B2B email notification,
    customize email,
    whitelist alerts@processwholesale.com,
  ]
questions:
  - "Which emails does Process Wholesale send during a wholesale application?"
  - "How do I edit the wholesale approval email?"
  - "Can I turn off the wholesale application emails?"
  - "Where is the new wholesale application alert sent?"
  - "Who are the wholesale emails sent from?"
  - "Why does the alert email not show the business details?"
  - "Can I send a test email?"
last_verified: 2026-11-11
order: 6
---

# 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.

**At a glance**

- **Plan:** All plans
- **Where:** Process Wholesale > **Settings > Customer settings > B2B customer emails**, then **Customize template**
- **Customer emails:** From your store name at `alerts@processwholesale.com`; replies go to the store email Process Wholesale recorded when the app was installed
- **Merchant alert:** From "Process Wholesale" at `alerts@processwholesale.com`, to your Shopify store email; cannot be turned off or edited
- **Default:** All three customer emails on

## Which emails are sent, and when

| Email                     | Recipient                | Trigger                                                                  | Timing                                                                                                                    | Can be turned off | Editable |
| ------------------------- | ------------------------ | ------------------------------------------------------------------------ | ------------------------------------------------------------------------------------------------------------------------- | ----------------- | -------- |
| Application received      | The applicant            | A wholesale application is submitted                                     | Immediately; about 1 minute later when a logged-out shopper uses the storefront signup form with legacy customer accounts | Yes               | Yes      |
| Application approved      | The customer             | **Accept B2B** on a pending customer                                     | Immediately                                                                                                               | Yes               | Yes      |
| Application rejected      | The customer             | **Reject B2B**                                                           | Immediately                                                                                                               | Yes               | Yes      |
| New Wholesale Application | Your Shopify store email | Each application submitted through a signup form                         | Immediately                                                                                                               | No                | No       |
| Milestone                 | Your store email         | An approval brings your number of customers tagged `B2B` to 10, 25 or 50 | On approval                                                                                                               | No                | No       |

**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: <applicant email>" 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

| Symptom                                 | Likely cause                                                                                            | Fix                                                                                              |
| --------------------------------------- | ------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------ |
| No new application alert                | It went to spam, or your store email is a different address                                             | Whitelist `alerts@processwholesale.com` and check **Settings > Store details** in Shopify admin. |
| Applicant got no "Application received" | The email is off, or with legacy customer accounts no pending account was found within about 13 minutes | Turn it on. Check that the customer is on the **Pending** tab.                                   |
| No approval email                       | The email is off, the customer was not pending, or has no email                                         | See [wholesale emails not being received](../troubleshooting/emails-not-received.md).            |
| A variable shows as text                | It is spelled differently                                                                               | Insert it from **Variables**.                                                                    |

## 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](approve-or-reject-applications.md)
- [Wholesale emails not being received](../troubleshooting/emails-not-received.md)
- [Wholesale signup forms: which form to use](../signup-forms/signup-forms-overview.md)
- [Settings reference: every Process Wholesale setting](../reference/settings-reference.md)