Settings & Billing
Configure company settings, manage your team, set up payment gateways, and handle subscriptions.
Company Settings
Configuring Your Company Access company settings from Settings in the main navigation. Company Information Update your company details: Company Name — Your business name Subdomain — Your WareSquared URL (cannot be changed after creation) Interface Mode — Simple or Advanced (see Simple vs Advanced Mode) Warehouse Defaults Set defaults that apply across your operations: Default Warehouse — Pre-selected when creating orders Picking Algorithm — FIFO, FEFO, Nearest, or Manual Localization Ensure your timezone and currency match your operations. This is crucial for accurate reporting and order timestamps. Branding Customize the appearance of your invoices and documents: Company Logo — appears on invoices and packing slips Business Address — printed on shipping labels and documents Contact Information — shown on customer-facing communications Industry Template During onboarding, WareSquared suggests a configuration template based on your industry. You can review your active features in the Interface Mode section of settings. Tip: Complete your company settings early. Information like your business address and logo appear on invoices and shipping documents.
Custom Fields Configuration
Setting Up Custom Fields Extend WareSquared with custom data fields tailored to your business. Creating a Custom Field Go to Settings → Custom Fields (or the gear icon on the Products page) Click + New Custom Field Configure: Setting Options Name Label shown to users (e.g., "Material Type") Field Type Text, Number, Select (dropdown), Date, Boolean (yes/no) Options For Select fields: comma-separated list of choices Click Create Field Types Explained Type Use For Example Text Free-form text "Cotton blend" Number Numeric values "320" (temperature) Select Predefined choices "Glitter / Matte / Holographic" Date Date values "2025-12-31" Boolean Yes/No toggles "Requires refrigeration" Using Custom Fields Once created, custom fields appear: On product create/edit forms As columns in the product list (toggleable) In CSV exports In product detail views Examples by Business HTV Distribution: Finish (Select): Glitter, Matte, Holographic, Metallic Heat Temp (Number): 320°F Press Time (Number): 15 seconds Med Spa: Storage Temp (Select): Room, Refrigerated, Frozen Active Ingredient (Text): Hyaluronic Acid Concentration (Number): 2% Clothing: Fabric (Text): 100% Cotton Care Instructions (Text): Machine wash cold Country of Origin (Text): China
How Do I Connect a Payment Gateway?
How Do I Connect a Payment Gateway? Set up payment processing to accept payments from customers. Supported Gateways Gateway Setup Needed Authorize.net API Login ID + Transaction Key Stripe Secret Key + Publishable Key Square Access Token + Location ID PayPal Client ID + Secret Adding a Gateway Go to Settings → Payment Gateways Click + Add Gateway Select your provider Enter a Name for this gateway (e.g., "Main Stripe Account") Enter your API credentials Choose Environment: Sandbox — For testing (no real charges) Production — Live payment processing Click Save Setting a Default If you have multiple gateways, set one as default: Toggle Is Default on the gateway you want as primary The default gateway is pre-selected when processing payments Testing Always test in Sandbox mode first: Add the gateway with sandbox credentials Process a test payment Verify it appears in your gateway's dashboard Switch to Production when ready Important: Keep your API credentials secure. Never share them publicly or commit them to source code. WareSquared encrypts all payment credentials at rest.
Marketplace Pricing Display Options
Controlling How Prices Appear in Your Marketplace WareSquared gives you full control over how pricing appears to visitors on your marketplace catalog. Choose the mode that fits your business. Pricing Display Modes Configure your pricing in Settings → Marketplace → Pricing Display. Mode What Visitors See Best For Hidden (default) "Contact for Quote" Businesses that negotiate pricing per customer Single Tier One price tier (e.g., Retail only) Simple public pricing Volume Pricing Alibaba-style quantity breakpoints Encouraging larger orders with volume discounts Customer-Specific Different prices per access link Wholesale businesses with custom pricing per client Volume Pricing (Alibaba-Style) When set to "All Tiers", visitors see a quantity breakpoint table for each product: 1-9 pcs 10-49 pcs 50+ pcs $12.99 $9.99 $7.99 This is configured through the Price Tiers on each product. Go to Products → Edit → Price Tiers to set quantity breakpoints. Customer-Specific Pricing via Access Links The most flexible option for wholesale businesses: Set your pricing mode to Customer-Specific in Settings → Marketplace Go to Settings → Access Links and create a new link Assign a Price Tier (e.g., "VIP", "Wholesale", "Gold Partner") Share the link with your customer When they visit through that link, they see prices from the assigned tier Different customers get different links with different pricing Tip: Create unique access links for each customer or customer group. This lets you offer personalized wholesale pricing without publishing prices publicly. Fallback Behavior If a product doesn't have price tiers matching the configured tier name, it will show "Contact for Quote" for that product. This means you can have a mix of priced and quote-based products. See also: Price Tiers, Setting Up Your Marketplace, Customer Groups and Volume Pricing
Notifications and Alert Settings
Staying Informed with Notifications WareSquared sends notifications to keep you informed about important events across your operations. Notifications appear both in-app and via email for critical events. What Triggers Notifications Event Who Gets Notified Severity Low stock alert Admins and managers Warning Pick list assigned The assigned picker Info New quote request Admins and sales reps Info New marketplace order Admins and managers Info Transfer completed Warehouse managers Info Expiring lots (warning) Admins and managers Warning Expiring lots (critical) Admins and managers Critical Expired lots Admins and managers Critical Overdue shipments Admins and managers Warning Auto-reorder PO created Admins and managers Info Purchase order received Admins and managers Info Payment processed Admins Info Payment failed Admins Critical Viewing Notifications Click the bell icon in the top navigation to see recent notifications. Click any notification to navigate directly to the related item (e.g., the order or product that triggered the alert). Managing Notifications Mark All Read — clears all unread badges Click to navigate — each notification links to its source (order, product, transfer, etc.) Email Notifications Critical alerts and daily digests are sent via email, including: Low stock warnings for products below reorder points Pick list assignments for warehouse workers New order notifications for admins Expiration alert digests — daily summary of expiring and expired lots Overdue shipment digests — summary of shipments past their expected delivery date Auto-reorder notifications — when draft POs are auto-generated Background Monitoring Jobs WareSquared runs automated checks daily to generate relevant notifications: Job What It Does Expiration Alert Scans lots for upcoming and past expirations, updates statuses, sends digest emails Reorder Check Identifies products below reorder points, creates draft POs (if auto-reorder is on) Shipment Overdue Check Flags incoming shipments past their expected delivery date Configure thresholds for these jobs in Settings → Warehouse. Tip: Check notifications regularly to stay on top of urgent inventory and order issues. The bell icon shows an unread count so you never miss important updates. See also: Low Stock Alerts and Reorder Points, Expiration Tracking and Alerts, Warehouse Settings, Team Management
Setting Up Your Marketplace
Your B2B Marketplace Storefront The WareSquared Marketplace gives your business a public-facing catalog where resellers and buyers can browse products and place orders. What Is the Marketplace? The Marketplace is a branded online catalog connected to your WareSquared inventory. Buyers can: Browse your published products Add items to a cart and checkout Submit quote requests for custom pricing Apply for reseller licenses Visibility Modes Mode Who Can Access Open Anyone with the link Restricted Only approved resellers Setting Up Go to Settings → Marketplace Configure your marketplace profile and slug Choose visibility mode Select which products to publish Reseller Licenses Buyers can apply for reseller status. Review applications in Settings → Reseller Licenses: Approve — grants access to wholesale pricing and the full catalog Reject — denies access with an optional reason Access Links Create shareable links to your marketplace from Settings → Access Links. Share these with potential buyers via email or at trade shows. Note: Marketplace is available on the Pro plan and above. See also: Price Tiers, Customer Groups and Volume Pricing, Quote Requests and Estimates
Shipping Carrier Integration
Connecting Shipping Carriers WareSquared integrates with shipping carriers to provide real-time rates, label generation, tracking, and address validation. Supported Carriers Carrier Integration Best For Shippo Multi-carrier aggregator Access to USPS, UPS, FedEx, DHL, and more through one API UPS Direct integration Medium to heavy packages, business-to-business FedEx Direct integration Express shipping, time-sensitive deliveries USPS Coming soon Lightweight packages, domestic shipping DHL Coming soon International shipments Setting Up Go to Settings → Shipping Carriers Click + Add Carrier Select the provider Enter a name for this carrier (e.g., "Production UPS Account") Enter your API credentials Choose Environment: Sandbox (testing) or Production (live) Click Save You can configure multiple carriers and set one as the default. Getting Shipping Rates When fulfilling an order: Click Ship Order on a confirmed order WareSquared fetches real-time rates from all configured carriers Compare rates, delivery times, and service levels side-by-side Select the best option and purchase a shipping label Purchasing Labels After selecting a rate: The shipping label is generated and available for download/print The tracking number is automatically saved to the order The customer can be notified with tracking information Address Validation Before purchasing a label, WareSquared can validate the shipping address through your carrier: Checks for valid street addresses, city/state/zip combinations Suggests corrections for common issues (apartment numbers, typos) Helps reduce failed deliveries and return-to-sender packages Voiding Labels If an order is cancelled or the wrong label was purchased: Go to the shipment details Click Void Label The label is cancelled with the carrier (refund policies vary by carrier) Tracking Shipments WareSquared tracks both outgoing and incoming shipments: Outgoing: Tracking numbers from purchased labels are linked to orders Incoming: Track supplier shipments and incoming transfers with expected delivery dates Overdue alerts: Shipments past their expected delivery date are flagged automatically (see Notifications) Tip: Use Shippo to compare rates across carriers for every shipment. Even a few dollars saved per package adds up significantly over thousands of orders. See also: Packing and Shipping, Order Fulfillment Process, Notifications and Alert Settings
Subscription and Billing
Managing Your Subscription Viewing Your Plan Go to Settings → Billing to see: Current plan name and tier Monthly cost Features included Usage (products, users, warehouses) Upgrading Go to Settings → Billing Click View Plans or Upgrade Select your new plan Complete checkout via Stripe New features are available immediately Plan Comparison Feature Starter Growth Pro Products 100 1,000 Unlimited Users 2 10 50 Orders Basic Full Full WMS Features — Basic Advanced Lot Tracking — — Yes Marketplace — — Yes API Access — — Yes Billing Portal Click Manage Billing to access the Stripe billing portal where you can: Update payment method View invoice history Download receipts Cancel subscription Note: Downgrading does not delete data. Features become read-only until you upgrade again.
Team Management
Managing Your Team Add team members and control what they can access. Adding Users Go to Settings → Team (or Users) Click Invite User Enter their email address Select their role Send the invitation Roles Role Access Level Admin Full access to all features and settings Manager Operations access (orders, inventory, WMS) without billing/settings Sales Rep Order creation, customer management, product viewing Managing Users From the team list you can: View active team members Change roles Remove team members User Limits Your plan determines how many users you can have. Check Settings → Billing to see your current plan's user limit. Tip: Use the Sales Rep role for trade show staff. They can create orders and look up products without access to sensitive settings or financial data.