Help and guides

What does VerifiedHive CRM do?

It keeps made-to-order and wholesale selling in one place in your Shopify admin. Forms and a Request a quote button bring in leads, and you follow them up. New businesses become Shopify B2B companies once you approve them. You build orders with a mockup on any item, and the buyer approves the order and its mockups on a page on your store. Shopify then places the order, and its payments and shipping come back here.

On the buying side, vendors apply through their own form and confirm your purchase orders online.

Where do I start?

1. Watch the 8-minute video at the top of Training: it shows the whole app.
2. Follow Get started on Home: your store's details, your companies, a form on your store and your first lead.
3. Do the Set up the store lessons once. Then everyone takes Work leads and Run orders, and account managers add Companies and buyers.

Are there videos?

Yes. Training starts with an 8-minute walkthrough of the whole app, and lessons marked Video have a short clip of their task. They play from YouTube's privacy-enhanced player, and only when you press play.

How do I put my logo and details on the buyer's page and invoices?

In Settings, Business, fill in Business name, Email and Address, add your logo and an Accent color (the color of the buyer's Approve order button), and press Save. Under Invoice and receipt, press Invoice to see the PDF a buyer downloads.

Which Shopify plan do I need?

Forms, leads, vendors and purchase orders work on any Shopify plan with the Online Store. Companies and their orders use Shopify B2B, which comes with most Shopify plans but not Starter or Retail. You can see your plan in your Shopify admin under Settings, Plan.

Does it work with my theme?

The form, the Request a quote button, the Create a business account button, the vendor application form and Hide price are app blocks and an app embed that you add in Shopify's theme editor. They work in themes that use Online Store 2.0 sections, like Shopify's own free themes: when you add a block, the theme editor shows an Apps tab. Older themes can't hold app blocks.

None of them changes your theme's code, so removing one leaves your theme as it was.

Can my whole team use it?

Yes. Anyone on your Shopify staff who has access to VerifiedHive can use it (your Shopify admin, Settings, Users). Add each person under Settings, Team too, so they can be an Account manager and pick their name in Who's working on this order.

Everyone on the team can do everything in the app: roles are labels only.

Why does an order ask who's working on it?

So every change is recorded under the right name in the order's history. The app remembers the name you choose in this browser, so on a shared computer, check it before you save.

Is there a limit on leads, orders or forms?

No. The plan includes every feature, with no limit on leads, companies, orders, forms, vendors or purchase orders. One order or purchase order can have up to 250 lines.

Does it work in other languages and currencies?

The app, the buyer's order page and the vendor's page are in English. Your own form questions, terms, notes and messages show as you write them.

Orders, invoices and purchase orders are in your store's currency. If a company location buys in another currency in Shopify, the order says so and that location's catalog prices aren't used.

How do I put a form on my store?

1. In Forms, press Create form, pick a template (Mockup / quote request or Business account application are good first ones) and press Use this template.
2. Change the questions on Questions and the colors on Look.
3. Press Publish form. A form shows nothing on your store until it's published.
4. On the Share tab, press Add to theme: the theme editor opens with the form in place. Press Save there.

My form doesn't show on my store.

Check these in order. The form's Share tab has the same list, under If it doesn't appear.

• The form is published. A draft shows nothing, and a button whose form isn't published hides itself on your store.
• You pressed Save in the theme editor after adding the block.
• The block's Form ID matches the Form ID on the form.
• You edited your live theme, not a copy.
• Your theme has an Apps tab when you add a block. Older themes can't hold app blocks.
• If your store has a password page, nothing shows until the password is entered.

How do I add the Request a quote button?

1. Make a quote form (the Mockup / quote request template is made for it), publish it and copy its Form ID.
2. In Settings, Storefront, under Request a quote button, press Add to product pages. Your theme editor opens with the button on your product template.
3. Paste the Form ID into the block and press Save.

The button fills in the product, variant, SKU, page link and price when the form has Short text questions named Product, Variant, SKU, Product URL or Price, named before the form was first saved. If your store uses more than one product template, add it to each one.

How do I hide prices on quote-only products?

Turn on the Hide price app embed: in Settings, Storefront, press Turn on Hide price, then Save in the theme editor. In the embed, choose:

• Which products: Every product, Products with this tag (quote-only by default), Specific products or Whole collections.
• Hide prices for: Everyone, Visitors who are not logged in, or Everyone except customers with a tag (wholesale by default).
• What to hide: Price on the product page, Add to cart, buy now and quantity and Price on product cards (collections, search, home), with a Message shown on the product page instead.

It changes what your theme shows; the product is still for sale in Shopify. If your theme still shows a price, add its selector under Extra selectors, or email us the page's address.

Can shoppers send files, like a logo or artwork?

Yes. Add a File upload question to the form. Set its Accepted file types (images, PDF, AI, EPS, PSD, Word, Excel, CSV, text, ZIP and MP4 or MOV videos) and a Max file size (MB) of up to 20. For several files, tick Allow multiple files and set Most files a shopper can send, up to 10.

The files arrive with the lead (Preview, Download) and are kept in your store's Shopify Files.

Can a question show only for some answers?

Yes. On the question, tick Only show this field conditionally and set the rule: for example, show the company questions only when Who is this for? is A business or organisation.

What does a shopper see after sending a form?

The form's Success message in its place, or the page you set as Redirect URL (on the form's Settings step, under After submit). VerifiedHive doesn't email the shopper: reply from your own email.

How do I keep spam out?

• Tick Enable honeypot spam trap on the form's Settings step. Bots fill in a hidden field and are dropped quietly; shoppers never see it.
• One connection can send the same form up to 20 times an hour, so a burst from one place is turned away.
• For a members-only form, tick Require the shopper to be logged in.

I tested my form, and some sends didn't arrive.

One connection can send the same form 20 times an hour, and 20 forms a minute, which testing reaches quickly. Wait a while, or test from another device, then search Leads for the email you used.

If Require the shopper to be logged in is on, a logged-out visitor sees a prompt to log in instead of the form.

How do businesses apply for a wholesale account?

Add the Create a business account button from Settings, Storefront. It opens your published Business account application: if you don't have one, the app makes it from that template, published, the first time the button loads, and you change its questions in Forms. Each application arrives as a lead and as a company waiting under Companies, To approve, with their answers under Read the application.

Where do requests from my store go?

To Leads, marked New, and to Home under New leads. A business account application also makes a company waiting for your approval. A vendor application goes to Vendors instead, never to Leads.

How do I get an email when a lead arrives?

Through Shopify Flow, which is free: make a workflow with the trigger CRM request created and the action Send internal email. Settings, Notifications has the steps, with a subject and message ready to paste.

I replied to a lead. Why is it still New?

A plain Note doesn't count as contact. In Timeline, log the Call, Email, Text message, WhatsApp or Meeting with Who reached out set to We did, or press Mark as contacted.

What do the lead stages mean?

• New: nobody has replied yet.
• Contacted: you've logged a call, email, message or meeting.
• Converted: it became a company, or joined one.
• Closed: you closed it, with a reason. Reopen brings it back to Contacted.

Someone phoned or emailed. How do I add them?

Press Add lead on Home or in Leads. Their email is needed to make them a company contact later. Leave Company blank for someone buying for themselves.

Can I import leads from a spreadsheet?

Not from a file. Add leads with Add lead. The B2B companies, contacts and orders you already have in Shopify come in with Import companies and orders from Shopify on the Companies page.

How do I turn a lead into a customer?

On the lead, press Convert to company and choose Create a new company, or Add them to a company I already have. A new company waits for your approval before it can order.

Do leads become Shopify customers?

Not when they send a form. A person is added to your Shopify customers when they become a company contact: when you convert their lead, or when their business account application makes a company.

How do follow-ups work?

Give a lead, order, vendor or purchase order a follow-up date (Tomorrow, In 3 days, Next week or a date you pick) and a note. On that day it shows on Home under Follow-ups due, and it stays there until you change or clear it. Some are set for you:

• After an order is sent: Check the buyer has approved, after the business days set in Settings, Orders.
• After it's approved: Collect the payment, two business days later.
• When the buyer asks for changes: The buyer asked for changes, due straight away.

How do I close or delete a lead?

Press Close lead and choose Why: it leaves the open list and Home, and Reopen brings it back. Deleting removes it for good (type delete to confirm), and its files are deleted from Shopify too.

Why do new companies wait for my approval?

As in Shopify B2B, a new business can't order, or be sent orders, until you've checked it. Applications, companies you add and leads you convert wait under Companies, To approve and on Home. Press Approve, confirm the Payment terms and who may order, or press Reject.

Approving a company says Shopify didn't let VerifiedHive set it up.

Companies and their orders are set up in Shopify B2B, which most Shopify plans include but not Starter or Retail. If your plan has B2B, open VerifiedHive from your Shopify admin and approve the updated permissions if Shopify asks, then approve the company again. If it still fails, email us the company's number, like C-000012.

How do I bring in the companies I already have in Shopify?

Press Import companies and orders from Shopify on the Companies page and keep the page open while it runs. Companies, their locations and contacts come first, then their orders. You do it once: after that, new Shopify companies and B2B orders arrive by themselves.

Are companies kept in step with Shopify?

Yes, both ways. What you change here is saved to Shopify, and changes made in Shopify come back. Catalogs are set up in Shopify and used here. If a page says Not up to date in Shopify, press Try again.

How does a buyer sign in on my store to order?

Give them permission to order for a location: on the company, under Contacts, press Manage permissions and choose Ordering only or Location admin. Then send them Shopify's B2B access email from the customer in your Shopify admin.

Where do I set a location's payment terms, tax or shipping account?

Open the location from the company page (Locations, Open). Each card has Edit: Details, Addresses, Payment terms, Checkout, Tax and the buyer's own Shipping account. New orders for the location start with its payment terms and its usual shipping.

The same business is here twice.

When the app spots a likely duplicate it says This may be a company you already have. Reject or delete the new one, and add the person as a contact to the company you already have.

How do I build an order?

1. Press New order (on Home, a company or a location), choose the company and press Start the order.
2. Check the Location and the Buyer: the buyer gets the link, approves and pays.
3. Press Add products for items from your store, or Add custom item, and type each line's Quantity and Price each.
4. Choose shipping, tax and Payment terms in the Payment card, then press Save.

How do I add a mockup or proof to an item?

On the order, press More on the item's line and drop an image or PDF into Mockup (optional): PNG, JPG, WEBP, GIF or PDF, up to 20 MB. Then press Save. Any item can have one, from your store or custom.

The buyer sees each mockup full size on their order page and approves the order and its mockups together.

Can I change a mockup after the buyer has the order?

Yes. Before they approve, replace it on the line, press Save, then Review and update order: the buyer sees the new version. After they approve, press Edit order, change it, press Save, then Review and send changes for approval. The buyer approves again, and only then is the Shopify order changed.

Can a buyer approve only some items or mockups?

They approve the order as a whole, with its mockups. If something needs to change, they press Request changes instead and say what. You change the order and send it again.

Where are mockups and uploaded files kept?

In your store's Shopify Files. Files your customers send with a form are kept there too, and they stay there if you uninstall.

How do I send an order to the buyer?

1. Press Review and create order: Shopify works out the tax and the total, and you see the buyer's page as they will.
2. Press Create order.
3. Press Share, then Copy link, or Email to write to them from your own email app. If the order has a code, send it with the link.

When does the order appear in Shopify?

When the buyer approves it, or you record their approval. It's placed in Shopify with payment pending under its terms, and from then on it goes by its Shopify number, like #1001. Until then, nothing is in Shopify's Orders.

The buyer approved by phone or email. What do I do?

Press Record their approval, type their full name, choose how (By email, By phone or In person) and press Record approval. The order is placed in Shopify as if they'd approved on their page.

Is there a record of what the buyer approved?

Yes. The order's Approval card says which version was approved, by whom, how (on the order page, by phone, by email or in person, and who recorded it) and when. It lists each version with what changed.

The buyer asked for changes.

The order shows Changes requested, their message is in Notes, and a follow-up is due straight away. Change the order, press Save, then Review and update order to send it again.

How do I change an order after it's approved?

Press Edit order, make the changes, press Save, then Review and send changes for approval. The buyer sees what changed and approves again; only then is the Shopify order changed to match. Until they do, the version they approved stands, and Discard the changes goes back to it.

Items already shipped can't be removed, or lowered below what shipped.

How do I give a discount?

Type the lower price in the line's Price each. It's kept as a Custom price, and Use the catalog price puts the catalog's price back. There is no separate discount line.

How do I repeat an order?

Open the earlier order and press Duplicate: a new draft starts with the same items, addresses and terms.

How do I cancel an order or give a refund?

Press Cancel order and type cancel. It's cancelled in Shopify, what was paid through Shopify's checkout is refunded, and the items are restocked. Money received another way (a check, a transfer, cash) is yours to return, and the app tells you how much.

Delete draft or Delete order removes it (type delete). A placed order must be cancelled first.

What do the order statuses mean?

• Draft: being built; the buyer hasn't seen it.
• Waiting for approval: sent; the buyer can approve it or ask for changes.
• Changes requested: the buyer asked for changes; their message is in the order's Notes.
• Approved: placed in Shopify; payment and shipping follow.
• Changes not sent and Changes waiting for approval: an approved order being changed. What the buyer approved stands until they approve the changes.
• Cancelled: cancelled here and in Shopify; nothing is owed.

Payment badges (Payment pending, Partially paid, Paid, Overdue, Refund owed) and shipping badges (Unfulfilled, Partially fulfilled, Fulfilled) are Shopify's own, kept up to date as they change.

What are numbers like L-000001 and C-000001?

Leads are L-000001, companies C-000001, and a company's locations C-000001-01, C-000001-02 (their Location ID in Shopify, unless you give one). Vendors are V-000001 and purchase orders PO-000001. An order is O-000001 until the buyer approves it, then it goes by its Shopify number, like #1001. Search for any of them on Home.

Does my buyer need an account or a password?

No. Their order page is on your store's own address and needs no login: the link is the key. It works on a phone too.

To protect pages whose links get forwarded around an office, tick Protect order pages with a 4-digit code in Settings, Orders. It applies to orders created after you turn it on.

What does my buyer see?

Your name and logo, the items with their mockups full size, the totals, the shipping and your terms. They type their full name, tick the box and press Approve order, or press Request changes instead and write what they want. After approving, they pay and download the invoice from the same page.

Press Preview on the order to see it as they do.

Does my buyer see VerifiedHive anywhere?

No. The buyer's page, the invoice and the vendor's page show your business name, logo, accent color and contact details from Settings, Business.

My buyer is locked out of their order page.

After five wrong codes the page closes for 15 minutes, then for longer each time it happens again (up to 12 hours), and it opens again by itself. A buyer who already opened it with the right code isn't locked out.

The code is on the order's Approval card. If the order has a note about many wrong codes, someone else may have the link: press New link.

I sent the link to the wrong person.

On the order's Approval card, press New link: the old link stops working. New code does the same for the code.

How does my buyer pay?

Once they approve, their order page shows a button to pay at your own Shopify checkout, by card or any way your checkout takes. If you give bank transfer or check instructions (Settings, Orders), they can pay that way, and you press Record a payment when it arrives. VerifiedHive never takes money itself.

My buyer can't pay online.

Online payment goes through your Shopify checkout, so an error there comes from your payment setup: check Settings, Payments in your Shopify admin. A development store only takes test payments. If they paid another way, use Record a payment on the order.

Below Shopify Plus, Shopify takes one payment for the whole balance. While a part payment recorded in the app isn't in Shopify yet, the buyer is asked to pay the rest another way.

Can my buyer get an invoice?

Yes. They download it from their order page, and you can press Download invoice (PDF) on the order any time. It shows your business details, the Terms and instructions, what's paid and what's due.

Which shipping options can I offer?

In the order's Payment card, press Add shipping or delivery and pick Shopify shipping rate, Freight (pallets, freight class, BOL and PRO numbers), Local delivery, Pickup, Buyer's carrier account, Their shipping company, Custom method or No shipping. Add delivery details like a Ship by date or Liftgate needed.

The buyer sees and approves the shipping with the order.

No shipping rates come up on an order.

Rates need the shipping address and the items first. They come from your Shopify shipping settings, so a zone or rate missing there is missing here. You can always use Custom method with your own price.

Shopify doesn't let apps read the packages saved in your Shopify settings, so add the boxes you ship in under Settings, Shipping too: the chosen package's empty weight is counted.

How is tax charged?

Press the link next to Tax in the order's Payment card and choose Calculated by Shopify (from your Shopify tax settings), Your own tax rate (on shipping too if you tick it) or Don't charge tax.

Your own rate goes to Shopify as a Sales tax line on a tax-exempt order, so it isn't in Shopify's tax reports; the orders export has a Tax rate column.

Which payment terms can I offer?

• Pay in full on approval: the buyer pays the total from their order page, by card at Shopify's checkout or another way you agree.
• Deposit, balance before shipping: a share on approval, the rest before shipping. On Shopify Plus the buyer pays the deposit by card at checkout. On other plans Shopify can't take part payments, so the deposit comes by bank transfer or check and you record it; once the full amount is in, the Shopify order is marked paid.
• Due on fulfillment: placed when approved, due once it ships.
• Net terms (pay later): placed when approved, due 7 to 90 days later.

New orders start with the terms in Settings, Orders, or the location's own terms.

The buyer paid by check or bank transfer.

Press Record a payment, fill in Amount received, How it was paid, Reference and Date received, and press Record payment. The balance goes down, and the badge moves to Partially paid, then Paid. A payment recorded by mistake can be removed while it isn't in Shopify yet.

How do I remind a buyer to pay?

On the order, press Email about payment to write from your own email, or Have Shopify email a payment request. Home's Money owed lists every order with a balance.

How do I mark an order as shipped?

Press Mark as shipped, add the Carrier, Tracking number and Tracking link, and leave Email the buyer Shopify's shipping confirmation ticked. It marks everything not yet shipped as shipped. To ship part of an order, do it in Shopify: it comes back here.

How do suppliers apply to be my vendor?

In Vendors, press Make the vendor application form, check its questions, press Publish form, then Add to theme on its Share tab. Or add the Vendor application form block first: with no vendor application form, the app makes one, published, the first time the block loads. Applications arrive under Vendors, To approve, never in Leads, and the applicant isn't added to your customers.

How do I add a supplier I already use?

Press Add vendor and choose A business I type in, or One of my companies (from Shopify) for a business you also sell to. Every new vendor waits under To approve: press Approve on its page before you send it purchase orders.

How does a vendor get and confirm a purchase order?

Press Send to vendor and email them the link from the sharing dialog. The vendor opens its page on your store, checks it and presses Confirm purchase order, or reports a problem. If it confirmed by email or phone instead, press Record confirmation. Download the PDF gives you a copy to attach.

My vendor can't open or confirm the purchase order.

• It was sent: a draft has no page for the vendor yet.
• They use the latest link: New link stops the old one working.
• With Protect vendor pages with a 4-digit code on (Settings, Vendors), they need the code shown on the purchase order.
• While you change it (after Change it), the vendor's page shows the version it has and says changes are coming. Send the new version, and Confirm purchase order comes back.

How do I change a purchase order I've sent?

Press Change it, make the changes and send it again. The vendor gets version 2, with what changed listed at the top.

Where does the cost on a purchase order come from?

From your last purchase order to that vendor, or the cost per item in Shopify. Check it against the vendor's prices.

Does receiving goods change my Shopify inventory?

No. Receive items records what arrived against the purchase order and shows what's still to come, but stock is adjusted in Shopify as you usually do. Close with what arrived ends one when nothing more is coming.

Does VerifiedHive send emails?

No, so your buyers and vendors always hear from you, and nothing lands in spam from a shared address. Their links go out from your own email app (Share, Email), or you copy them into any message.

Shopify sends a payment request or a shipping confirmation when you choose to, and alerts for your team come from Shopify Flow.

Which events can send me an email?

In Shopify Flow, VerifiedHive CRM has six triggers: CRM request created, Order sent for approval, Order approved, Order changes requested, Vendor application received and Vendor replied to a purchase order. Add the action Send internal email to each one you want.

Settings, Notifications has the steps, with a subject and message ready for each.

How do I change or stop those emails?

In Shopify Flow: edit the workflow's email, or turn the workflow off. Shopify Flow sends them, not VerifiedHive.

How much does it cost?

One plan with every feature: $29 a month, or $279 a year. Every plan starts with a 7-day free trial. Shopify bills it with your Shopify bill, so we never see your card.

How do I change or cancel my plan?

On the Plan page, press Change or cancel plan. Uninstalling the app also ends it.

What happens when my trial or plan ends?

Everything is kept. Downloads (CSV and invoices) and privacy requests keep working, and buyers can still open their links, approve and pay. Changing anything asks you to choose a plan first.

I have a question about a charge.

Email us at verifiedhive.us@gmail.com with your store's address. Charges appear on your Shopify bill.

How do I download my data?

In Settings, Data, download your leads, companies, orders, vendors and purchase orders as CSV files, any time. The same downloads are on the Plan page.

What happens when I delete something?

Every delete asks you to type the word delete (turn that off in Settings, Deleting), and what is also in Shopify is deleted there too. Shopify keeps some orders, like ones paid through its own checkout: those stay in both places.

What happens to my data if I uninstall?

Shopify asks apps to erase a shop's data 48 hours after it uninstalls, and VerifiedHive does: leads, companies, contacts, orders, vendors, purchase orders, forms and settings. Your Shopify orders and companies stay in Shopify, and files in your Shopify Files stay there. Download anything else you want to keep first.

A customer asked for their data, or to be deleted.

Shopify sends these requests to the app. A request for a copy waits in Settings, Data, Privacy requests: press Download their data, send it to them, then press Mark as answered, within 30 days.

A request to delete is done for you: their leads, notes, contact record and files are deleted, and their name and details are removed from orders, which stay as your records.

Where is my data kept, and who can see it?

On Google Cloud in the United States (Iowa), encrypted at rest, sent over encrypted connections and backed up daily. Every request from Shopify is checked, so one store can't see another's data.

We never contact your leads, buyers or vendors, and we look at your store's records only to answer a question you send us. The Privacy Policy has the details.

Where do address suggestions come from?

From Google Maps. As you type a street, matching addresses appear; pick one and the rest fills in. What is typed goes to Google only to find matches, and isn't stored. Address questions on your forms do the same for your customers, and each can have suggestions turned off.

A page says Not up to date in Shopify.

Press Try again. If it keeps saying so, email us the number of the company, location or order.

Shopify asks me to approve updated permissions.

When an update to VerifiedHive needs a new permission, Shopify asks the next time you open the app from your Shopify admin. Approve it to keep everything working. VerifiedHive asks only for what it uses.

The import from Shopify is slow or stopped.

Keep the Companies page open while it runs; if you leave, it carries on where it left off when you come back. If it says The import stopped, press Import companies and orders from Shopify to start it again.

A page shows an error, or a button does nothing.

Reload the page and try again. If it keeps happening, email us your store's address, what you pressed, and the number of the lead, company, order, vendor or purchase order.