B2B WooCommerce shop: price lists, wholesale orders, invoice payment

If your company sells to other businesses – resellers, caterers, clubs, contractors – a standard online shop does not fit: every customer expects their own price, orders dozens of lines at once and pays by invoice rather than by card. Orders arrive by email and spreadsheet, and someone on the sales team keys them in by hand.

We build a B2B ordering environment on top of WooCommerce where approved business customers see their own price list, order quickly and pay by invoice with agreed terms. Retail customers keep buying in the same shop at list prices. Some parts are covered by ready-made plugins, others we build to fit your process – which is which, we decide after the free review.

What the work includes

• Company registration with approval. The registration form asks for company name, registry code, VAT number and contact person. The new account waits until your sales manager approves it and assigns a customer group.
• Customer roles and groups. We use WooCommerce roles and capabilities: reseller, key account, club and so on. The group decides which prices, products and payment terms a customer sees.
• Customer or group price lists. Prices by group, by individual customer or by quantity tier. If prices live in your ERP or accounting software, we read them from there on a schedule.
• Hidden prices for guests. A visitor who is not logged in sees products with a prompt to register instead of a price – or does not see the B2B catalogue at all, as you prefer.
• Minimum quantities and pack sizes. A product sold only in sixes or in cases of 24 cannot be ordered as seven. A minimum order value where you need one.
• Quick order table. One page where the customer searches by SKU or name, types in quantities and adds everything to the basket at once. Reorder from a previous order in one click, with the company’s order history in one place.
• Invoice payment with terms. An “invoice” payment method for approved companies only, with payment terms (for example 14 or 30 days) and a credit limit per group or customer. Retail customers keep card and bank-link payments.
• VAT number and reverse charge. The buyer’s VAT number is validated against VIES; a valid number from another EU member state produces a 0% VAT order and invoice with the reverse-charge note. Your accountant confirms the VAT rules, we do the technical implementation.
• Several buyers under one company. The company’s main user adds colleagues who order with the same price list and terms and see the shared order history.

Roles, group prices, hidden prices and pack sizes are usually covered by an established B2B plugin such as B2BKing or Wholesale Suite. The approval flow, invoice terms, VIES check and the price link to your ERP we mostly build custom, because they follow your process. Price and stock sync with Directo, Erply or another system runs through the WooCommerce REST API and Action Scheduler.

Typical situations

A food wholesaler whose customers email their orders and each has their own price list in Directo – in the Foodexpert B2B ordering centre we read customer-specific prices straight from Directo and send orders back. A sports retailer whose clubs and resellers must buy from the same shop at their own prices without retail customers seeing them – the ProSwim shop has a separate wholesale area with club and wholesale pricing for exactly this. A manufacturer who wants a reseller portal but still sends the price list as a PDF. A building-materials supplier whose customers order in pack multiples and settle by invoice at month end.

What we need from you

• Administrator access to WordPress and WooCommerce, ideally a staging site as well.
• The customer group logic: which groups exist and which prices and payment terms apply to whom.
• Price lists as files, or access to the ERP or accounting software they come from.
• A decision on who approves new companies and who receives the orders.
• Your accountant’s position on VAT, invoices and payment terms.

What is not included

• Building the shop from scratch – the B2B layer assumes a working WooCommerce shop.
• Product entry, translation and image editing.
• A full ERP integration (stock, invoices, customer records in both directions) – that is a separate job, see Directo integration.
• Setting up bank links and parcel lockers for retail customers, see payments and shipping.
• Legal or tax advice.

Who it suits

It suits a company that already runs a WooCommerce shop, or is building one, and whose business customers still order by email or phone. If you only need a paid members’ area or gated content rather than wholesale, look at the membership solution. If orders and newly registered companies have to land automatically in your sales team’s CRM, see CRM integration as well.