Shopify B2B and ERP Integration: Plan Catalogs, Payment Terms and Order Reconciliation

When wholesale orders arrive through WhatsApp, the work rarely stops at the message. Sales checks an Excel price list, the warehouse confirms stock, and finance follows up on payment. As the business grows, repeated data entry can lead to the wrong price, duplicate work or stock discrepancies. A B2B store gives approved customers a place to see their products and prices, order and review purchases. Whether to connect an ERP—a business system for inventory, orders and finance—depends on how you manage your operations.

When is a B2B store worth considering?

A B2B store is worth considering when your team repeatedly handles the same price, order and account queries.

It is particularly useful for wholesalers with established products and repeat orders: customers can order without waiting for a price list, while sales staff spend more time on negotiations and service. If each order needs a fresh quote or specifications change frequently, staff can still prepare a draft order for the customer to confirm. An online store does not replace credit approval, delivery arrangements or chasing overdue payments.

You can serve wholesale and retail customers from one Shopify store or run a separate wholesale store. A shared store makes it easier to manage the online stock in one place; separate stores allow different branding and operations, but stock shared in the real world still needs an allocation process.

What can Shopify's native B2B features do?

Shopify B2B can manage business-customer sign-in, assigned products and prices, order quantities, payment terms and order approval.

Companies and their operating units. Each buyer signs in using their individual customer account and is assigned to a company location: a branch, delivery or billing unit belonging to the business customer. A location is not necessarily a physical shop; it can represent a unit with its own delivery address or payment terms.

Imagine a hotel group whose head office pays while individual hotels place orders. You can set up units for the hotels so authorised staff order for the appropriate delivery address. Agree separately on the invoice recipient, who pays and how ERP accounts are mapped; creating the company does not itself combine every invoice.

Products and prices. A B2B catalog is more than a product brochure: it determines which products a group of buyers can see and the prices that apply. Quantity rules and volume pricing can reflect minimum orders, purchase increments and negotiated discounts.

For example, suppose a food wholesaler sells individual items in boxes of 12, requires at least five boxes and offers a lower price from 20 boxes. For that product variant, set a minimum of 60 units, increments of 12 and a price break at 240 units. This example illustrates the settings; the merchant sets the actual prices. The storefront display also depends on the theme version.

Approval. Where your team needs to review an order first, you can have it submitted as a draft order for sales staff to check prices and availability before accepting it. A B2B order can contain at most 500 product or variant line items; this is not a limit of 500 physical units.

How do Basic, Grow, Advanced and Plus differ?

Basic, Grow, Advanced and Plus include native B2B; choose between them based on your catalog and payment needs. Starter and Retail do not include it.

The limit counts assignments, not the number of saved catalogs: assigning one active catalog to two active B2B markets counts twice. A lower plan may suit a few shared wholesale price groups; direct assignment on Plus becomes more useful when individual customer units need different products and negotiated prices. Shopify currently requires B2B with Markets to be activated in feature test drive. Subscription and transaction charges are separate; see our Shopify Hong Kong pricing guide.

What happens when a 30-day payment term is due?

The term sets a due date; it does not instruct Shopify to charge the customer automatically. Your finance or collections team remains responsible for payment requests, checking receipts and following up overdue balances.

Suppose an approved customer places an order on 9 November on net 30 terms. The period starts on the order date, so payment is due on 9 December. The buyer can pay from the order payment notification or their account using an available, eligible method; a merchant may also manually charge an eligible stored card. If payment is by bank transfer, finance confirms the funds have arrived before marking the order paid in Shopify and recording the receipt in the accounting system. A Shopify payment notification and an accounting invoice are not necessarily the same document.

Due on fulfillment means payment becomes due after every item in the order has been fulfilled. That differs from requesting payment separately for each partial fulfilment. The latter, deposits and partial payments are Plus features. Decide who approves credit, monitors overdue balances and handles orders placed on hold.

What if you have a shop or showroom?

Shopify POS is not compatible with native Shopify B2B orders. Run retail POS sales and B2B orders through their respective workflows and reconcile the stock and payments. B2B pickup in store is off by default; the store or organisation owner can ask Shopify Support to enable it. B2B draft orders created in the admin can offer pickup in store or local delivery.

Regular B2B checkout does not support carrier pickup points, local delivery, subscriptions or certain accelerated checkout flows. Apple Pay as a payment method is distinct from accelerated checkout: its availability as a payment method depends on the store and order conditions. For showroom staff taking orders on a customer's behalf, demonstrate the draft order, payment and pickup process before deciding how to operate.

When should you connect an ERP?

An ERP is a business system used to manage work such as inventory, orders and finance. If order volumes are manageable and staff can process records consistently, native B2B or a wholesale app may be enough to start. An integration becomes worth evaluating when several warehouses or repeated product, order and finance entries make a shared process valuable.

This is one possible division, not a default configuration. Give each piece of data a clear owner and decide what happens when it changes or an order is cancelled or refunded. For example, an ERP standard-price update should not accidentally overwrite a customer's approved negotiated price.

How can the four approaches work together?

These approaches can be combined: Shopify can manage business buyers and online orders, a connector can transfer accepted orders, and a custom component can address a particular approval process.

Microsoft's Shopify connector works with Business Central online for configured product, inventory, company and order workflows. It does not support on-premises Business Central or other Dynamics 365 applications. Payment-term mapping can produce a different due date in ERP, and product-page price sync does not by itself cover every quantity break. Test tier prices, split fulfilments and receipts in your configuration.

Oracle documents NetSuite Connector workflows for companies, B2B orders, catalogs and payment-related data. Its documented direct catalog sync applies to a company and all its locations, rather than assigning separately to each location. Oracle's page gives conflicting descriptions of payment updates initiated in NetSuite, so ask for a demonstration against the actual account and version. Setup and licensing conditions apply; enabling a connector does not mean every workflow is already connected.

For the development team: using native B2B in the admin and allowing a custom app to read or write B2B data are separate questions. Shopify's B2B app guide lists developer and development-store eligibility restrictions for the relevant API resources. Verify the required access in the actual store and app; the plan name alone does not settle every integration question.

How should you test orders and reconcile payments?

Take a representative workflow through testing with sales, warehouse and finance together:

1. Sign in as an authorised buyer and check the hotel unit, delivery address, products, prices and terms. Another customer should not see prices that are not theirs.
2. Test the food product's 60-unit minimum, 12-unit increments and 240-unit price break; confirm that a draft order is approved before it is sent for fulfilment.
3. Compare order numbers, quantities, amounts and due dates in Shopify and ERP; test partial fulfilment, cancellation and refund.
4. Simulate an outage and resend: the same order should not be created twice. Staff should be able to see failures, assign an owner and retry.
5. Compare bank or payment-provider receipts with Shopify and finance records, investigate missing entries, mismatched amounts and outdated statuses, and assign follow-up.

How Navy FAB can help

Navy FAB can help map the wholesale ordering process, plan a Shopify store and assess payment and system connections. Bring your current ordering method, customer price groups, warehouse setup and ERP details to discuss the fit, scope and costs. Explore Shopify store design and development services.