Settings & Billing
Configure company settings, manage your team, set up payment gateways, and handle subscriptions.
Access Links: Restricted Catalog Sharing
When Your Catalog Isn't Public Set your marketplace catalog to Restricted visibility and only invited buyers can browse it. Access links are how you invite them — generate a shareable URL, hand it to a buyer, they're in. Prerequisites First, set your catalog visibility: Settings → Marketplace Change Catalog Visibility to Restricted (Optional) Toggle Require Reseller License — when on, buyers must also submit and have their reseller license approved before they can browse, even with a valid access link. Generating an Access Link Settings → Access Links → + Create Link Each link can carry: Field Purpose Name Internal label — "Vendor Show 2026 booth handouts", "Bob's Trade Co" — never shown to the buyer Access code (optional) 4–8 char code the buyer types after clicking the link. Belt-and-suspenders extra layer. Max uses (optional) Caps how many distinct buyers can use the link. Useful for limited-distribution promos. Expires at (optional) Hard cutoff date. Trade-show links should always expire. Price tier (optional) Buyer using this link sees prices from this tier (Retail / Wholesale / Distributor / your custom tier). Different links can show different prices to different buyer segments. Click Create Link and you get a URL to copy and share — typically https://yourcompany.waresquared.com/c/L8a7K3 (a short token). Tracking Usage The Access Links index shows live status for each link: Active — usable Expired — past expires_at Max Uses Reached — hit the cap Inactive — manually revoked Plus a use-count, access-code (if set), expiration date, and the user who created the link. Revoking a Link A link no longer welcome? Click Revoke on its row. The link immediately stops working; existing buyers who already authenticated under it stay in. To kick everyone out, Delete the link and re-issue a fresh one to anyone you still want to keep. Tip: Use the per-link price tier feature when you want the same product visible at different price points to different buyer segments — e.g. retail customers via one link, wholesale via another, distributors via a third. No catalog duplication required. See also: Marketplace Settings: Catalog Visibility & Pricing, Marketplace Pricing Display
Advanced Settings Quick Reference
What Lives Where in Settings A cheat sheet for the secondary settings pages that don't have dedicated walkthroughs — what each one is, when you'd use it, and where the deeper docs live when there are any. Reseller Licenses Settings → Reseller Licenses When a buyer signs up to your restricted marketplace and your store requires reseller verification (toggled on in Settings → Marketplace), they upload their license here. Your admins see incoming applications with the license image, business details, and the buyer's account, then Approve or Reject. Approved buyers gain catalog access; rejected ones get an email with the reason. Use the Access Code Required toggle on Marketplace settings if you want belt-and-suspenders — license approval AND an access link with a code. See Access Links: Restricted Catalog Sharing. Variant Dimensions Settings → Variant Dimensions Pre-defines variant-axis sets so new products can pick a template instead of typing dimension names one by one. A vinyl tenant might have a "Roll: Color × Width × Length" template; an apparel tenant a "Garment: Size × Color" template; an electronics tenant a "Voltage × Plug" template. Each template becomes selectable on the Product edit form's variant section. When you pick a template, the dimension fields rename themselves (dimension_1_value shows as "Color", dimension_2_value as "Width", etc.) — purely a UI affordance, the underlying schema doesn't change. Industry Templates auto-create the dimension templates appropriate to each vertical. See Industry Templates. Learned Terms (AI Aliases) Settings → Learned Terms Every time you manually override a product on the Purchase Order review page — picking the right product when the AI guessed wrong — WareSquared remembers that mapping as a product alias. Next time the same description text appears on a PO, the AI auto-maps it without asking. This page audits what the matcher has remembered. Use it to: Spot bad mappings the matcher learned from a typo or one-off Delete obsolete aliases (the product was renamed, discontinued, etc.) Sanity-check that frequently-used aliases are actually pointing at the right SKUs You can't manually CREATE aliases here — they're only created by the PO review flow. To skip teaching for a one-off pick, check Skip learning on that PO line. See Importing a Purchase Order with AI. Auto-Reorder Settings → Warehouse → Auto-Reorder section When stock drops below a product's reorder point, WareSquared automatically generates a DRAFT purchase order to that product's preferred supplier. You review and approve before it goes out — nothing is sent without a human check. Two settings control it: Enable Auto-Reorder toggle — flips the whole behavior on or off for the tenant Default Lead Time (days) — pre-populates the expected delivery date on auto-generated POs. Override per-product in the supplier-product mapping if a specific supplier ships faster or slower. For Auto-Reorder to fire on a product, the product needs: a reorder point set, a preferred supplier set (with cost and MOQ), and stock currently below the reorder point. Products missing any of these are silently skipped. Divisions Settings → Divisions Top-level organizational buckets — useful for multi-line businesses where Marketing wants P&L by division, or sales reps own specific divisions. A product, order, or customer can belong to exactly one division. Examples: Apparel co: "Mens" / "Womens" / "Kids" 3PL: One division per client brand they fulfil Industrial: "Direct" / "Wholesale" / "OEM" Divisions are reportable but optional — leave the field blank on records that don't fit. Industry Templates pre-create divisions common to the vertical. Brands Settings → Brands Sub-grouping below Division, typically used by retailers and distributors that carry multiple brands. A product belongs to one brand; orders and customers can be tagged with primary brand affinity for reporting. The difference from Division: divisions are how YOU organize internally; brands are who MADE the product. A "Womens" division product can be branded "Nike" or "Adidas". Pipelines Settings → Pipelines Stage-based workflow tracking for products that move through a defined sequence — "Design → Sample → Production → QA → Live" for apparel, "Application → Approval → Funded" for B2B credit accounts, "Quote → Won → Manufacturing → Shipped" for build-to-order. A pipeline template defines the stages; a pipeline entry attaches a specific product / order / customer to one stage and tracks the progression. The Demand & Supply view on the dashboard reads from active pipeline entries. Industry Templates pre-create pipeline templates appropriate to each vertical. Custom pipelines: define stages, then attach entries one at a time from the relevant record's edit page. Checklists Settings → Checklists Reusable lists of steps that must be completed against an order, product, or shipment — compliance audits ("Hazmat shipment safety check"), quality control ("Apparel finishing QA"), regulatory ("Pharmacy 21 CFR Part 211 release"). Define a checklist template with the steps once, then attach instances to records that need verification. Completion is tracked per-step with a user + timestamp; partial completion is allowed but flagged. Failed steps block downstream actions (configurable per step). Where Each Lives in the Sidebar Setting Page Reseller Licenses Settings → Reseller Licenses Variant Dimensions Settings → Variant Dimensions Learned Terms Settings → Learned Terms Auto-Reorder Settings → Warehouse Settings → Auto-Reorder section Divisions Settings → Divisions Brands Settings → Brands Pipelines Settings → Pipelines Checklists Settings → Checklists Tip: If you applied an Industry Template at onboarding, most of these are already populated with vertical-appropriate defaults. You only need to think about them when customizing beyond the template. See also: Industry Templates, Custom Fields for Vertical-Specific Attributes, Audit Log: Who Did What, and When
Audit Log: Who Did What, and When
Every Change, Tracked WareSquared records every meaningful change in your tenant — every order status flip, every inventory adjustment, every user role change, every settings tweak. The audit log gives admins a searchable, filterable trail of those changes, scoped to your company only. Why It Matters SOC 2 / GDPR Article 30 compliance. Auditors want to see that you can prove who changed what and when. The audit log is the canonical answer. Incident triage. "An order shipped to the wrong address last Tuesday — who edited it?" Operator accountability. Mistakes happen; this makes them traceable instead of mysterious. Where to Find It Settings → Audit Log — admin-only page. Each row shows the change time, the user who made it (whodunnit), the record type (Order, Product, Customer…), the record ID, and a diff of fields-before vs fields-after. Filtering the Log Three filters across the top of the page narrow the firehose: Item type — limit to a single record class (Order, Product, Customer, Invoice, Shipment, Membership…). The dropdown only shows types you actually have history for. Since — date cutoff. Shows changes from that date forward. User — limit to one operator's actions. Useful when investigating a specific person's day. Filters compose, so "User = Alice, Item type = Order, Since = Monday" shows only Alice's order edits this week. What's Not Captured The audit log captures changes made through the application — UI actions, API writes, background jobs. It does not capture: Direct database modifications (anyone with psql access) Super-admin actions in the /admin panel — those have their own separate log File uploads / Active Storage attachment changes (only the parent record is logged) Exporting Pagination supports up to 200 rows per page. For a fuller export, the same data is available via the JSON API at GET /api/v1/account/audit_log with the same filter parameters. Tip: When responding to a SOC 2 question like "How do you ensure data integrity?" the audit log + tenant-isolation tests are your two-sentence answer.
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
Custom Fields for Vertical-Specific Attributes
When Built-in Fields Aren't Enough Your vertical has product attributes the generic Product form doesn't cover — roll dimensions for vinyl, expiration days for pharmacy, fabric composition for apparel, NDC code for prescription drugs. Custom fields let you add these without us shipping a schema migration. Where to Create Them Go to Settings → Custom Fields. Click + New Custom Field. Pick: Label — what humans see (e.g. "Roll Width (in)") Field Name — internal slug, lowercase + underscores (e.g. roll_width_inches) Applies To — Product, Customer, or Order Field Type — see the table below Required — whether a value must be present to save Pick the Right Field Type Type Use when… Stores Text Free-form short strings "Light scent", "Style: vintage" Number (whole) Integer counts, quantities, case-pack sizes 12, 100, 1000 Decimal / Float Fractional numerics — dimensions, weights, prices, rates 27.25, 0.045, 19.99 Boolean (Yes/No) Toggles true / false Select (dropdown) One value from a fixed list "Heat press", "Iron-on", "Cold peel" Date Calendar dates Expiration, issue date Image Single image attachment (jpg/png/webp/heic) Material swatch, hazard pictogram File Attachment for docs (PDF, Word, Excel, archives) MSDS sheet, spec sheet, lab report Warning — Number vs Decimal: The Number type stores integers only. If you put 27.25 into a Number field, it'll be saved as 27 (silently truncated). For anything that can be fractional — roll yardages, weights in pounds, ounces, dimensions, percentages, prices — use Decimal / Float instead. File and Image Uploads Image fields render a thumb preview after upload and accept JPEG, PNG, GIF, WebP, HEIC/HEIF, SVG, TIFF. File fields render a download link with the file size and accept the same images plus PDF, Office docs (DOCX, XLSX, PPTX), iWork (Pages, Numbers, Keynote), OpenDocument, archives (ZIP, 7Z, RAR), plain text, CSV, JSON, XML, and Markdown. Active Storage sniffs the file's actual content from its magic bytes server-side, so a renamed .exe won't slip through as a .pdf. Editing Field Values on a Product Once a custom field is defined, it appears on the product edit form under the Custom Fields section. The input type matches what you picked at definition time — date pickers for date fields, number inputs with step=any for decimals, file pickers for files. Best Practices Name fields after the question they answer — roll_width_inches instead of width. Self-documenting; no need to guess units later. Use selects over text for finite categories — typos turn into orphan filter values otherwise. Required = "the platform should reject saves without it" — only mark fields required when truly mandatory. Optional fields with empty values are fine. See also: Variants: Family, Finish, Color, and Size
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.
Industry Templates: Skip the Custom-Field Setup
Pre-Wired Setup for Your Vertical Most warehouse operators want the same kinds of custom fields, dimensions, pipelines, and checklists as their peers in the same vertical. An industry template is a bundle of pre-configured settings that gets you 80% there in one click. Available Templates Template Best for Fashion & Apparel Clothing / accessories with size, color, fabric attributes E-Commerce Fulfillment DTC brands shipping from one or more warehouses B2B Distribution Wholesale operations with per-customer pricing tiers + POs Pharmacy & Healthcare Regulated inventory with NDC, lot, expiration, controlled-substance tracking 3PL / Contract Warehousing Operating warehouses on behalf of multiple client brands Manufacturing Build-to-order, kit assembly, work-in-progress tracking Automotive Parts High-SKU operations with fitment data + supersession Custom Setup Start blank; build up your own configuration What a Template Sets Up When you apply a template, it idempotently creates (safe to re-apply — it won't duplicate existing settings): Custom field definitions matched to the vertical (e.g. Apparel gets size, color, fabric_composition; Pharmacy gets ndc_code, controlled_schedule, expiration_days) Variant dimension templates — pre-defined variant axes so new products can pick a template instead of typing dimensions one by one Pipeline templates for stage-based workflows (e.g. Design → Sample → Production → QA for apparel) Checklist templates attached to compliance milestones Divisions and brands common in the vertical Pack templates for typical shipping configurations Display labels — UI strings adjusted to the vertical (e.g. "SKU" vs "Style #" in apparel) Where to Apply One During onboarding. New accounts are prompted to pick a template after creating their first warehouse. Later. Existing tenants can apply (or re-apply) from Settings → Industry Templates. Applying a template later is additive — it won't overwrite custom fields you've already created or remove things you've already configured. Building Your Own If none of the bundled templates fits, pick Custom Setup and build the configuration manually: Settings → Custom Fields — add the attributes you need Settings → Variant Dimensions — define your variant axes Settings → Pack Templates — describe how items ship Settings → Pipelines and Checklists if you need workflow tracking Tip: If you're partway between two verticals (e.g. an apparel brand that also does B2B wholesale), apply Fashion & Apparel first, then B2B Distribution. The additive behavior means you keep both sets without conflict. See also: Custom Fields for Vertical-Specific Attributes, Variants: Family, Finish, Color, and Size
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
My fractional number got stored as a whole integer. Why?
Quick Answer You saved 27.25 to a custom field and it came back as 27? The field is set to Number (whole) type, which is integers-only by design. The Fix Go to Settings → Custom Fields. Click Edit on the affected field. Change Field Type from Number (whole) to Decimal / Float. Save. Re-enter the value on any affected products — they need to be re-saved to pick up the new field type. Why It Works This Way Two separate numeric types exist for a reason: Type Best for Behavior Number (whole) Quantities, case-pack counts, item-per-box Truncates fractions: 27.25 → 27 Decimal / Float Dimensions, weights, prices, rates Preserves fractions: 27.25 → 27.25 The truncation isn't a bug — it's the contract for "quantity" fields. Buying half a unit doesn't make sense. But for measurements, fractions matter — half a yard of vinyl is a real thing. Tip: If you're not sure which to pick, ask: "Could this value ever be non-whole?" If yes, use Decimal / Float. See also: Custom Fields for Vertical-Specific Attributes
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 Owner Full access, including billing and company ownership Admin Full access to all features and settings Manager Operations access (orders, inventory, WMS, invoices, purchase orders, suppliers, products, customers, price lists) without company settings Sales Rep Creates orders and views customers, products, invoices, and POs — but can't create or edit them What a Sales Rep can and can't do: A Sales Rep can create orders and view your customers, products, invoices, and purchase orders. They cannot create or edit invoices, suppliers, purchase orders, price lists, products, or customer/product groups, and they cannot add or edit customers or change company settings. Those actions require a Manager or Admin. (Company settings — payment gateways, divisions, shipping carriers, audit log, and so on — are Admin/Owner only, so even Managers can't change them.) 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.
Using Your Own Carrier Accounts Through Shippo
Can I use my company's UPS / FedEx / DHL account through Shippo? Yes. Shippo supports both modes. You can ship using Shippo's pre-negotiated rates (good for businesses without their own contracts), OR you can connect your existing carrier accounts and use your negotiated rates. This is called Bring Your Own Account (BYOA). Either way, you only set up one integration in WareSquared (Shippo) and you can use it for USPS, UPS, FedEx, DHL, and others. Mode 1 — Shippo's discounted rates Use Shippo's pre-negotiated rates without any carrier contracts of your own. USPS Commercial Plus (about 30% off retail USPS pricing) Discounted UPS Ground / Air rates Discounted FedEx rates Discounted DHL international rates Best for: small to mid-sized businesses, businesses just starting out, anyone without an existing carrier contract. Mode 2 — Bring Your Own Account (BYOA) Connect your existing UPS, FedEx, DHL, or other carrier account in Shippo's dashboard. Shippo intermediates the API call but the rates come from your contract. Best for: businesses with high volume that have negotiated their own contracts with carriers (e.g., a UPS account manager set you up with discounted rates). You keep those rates and Shippo just prints the labels. To set up BYOA, log into your Shippo dashboard and connect your carrier accounts there. They'll then appear automatically when WareSquared fetches rates. What does Shippo charge on top? Shippo's pricing has two parts. Carrier markup is not one of them — Shippo doesn't add a margin on top of the carrier's rate, regardless of which mode you use. Cost Notes Per-label fee A small fee per label (typically a few cents on paid plans). Applies whether you're on Shippo rates or BYOA. Monthly subscription Shippo's free tier limits you to Shippo's own rates. BYOA and higher volume require a paid Shippo plan (starts around $19/month). Carrier rate The actual cost of shipping. With Shippo rates, this is Shippo's discounted rate. With BYOA, this is your contracted rate billed by the carrier directly to your account. For exact current pricing, check Shippo's pricing page. Which mode should my business choose? Your situation Recommended mode No existing carrier contracts, ship a few hundred labels a month Shippo's rates — you get instant discounts without negotiating. Already have a UPS or FedEx account manager and negotiated rates BYOA — keep your existing rates, pay Shippo's per-label fee for the integration. Ship tens of thousands of packages a month with deeply discounted direct carrier contracts Direct carrier integration — bypass Shippo's per-label fee entirely. On the WareSquared roadmap. Roadmap: direct UPS / FedEx integrations WareSquared has scaffolded direct UPS and FedEx integrations (the adapters exist in our codebase) but the order flow currently routes every label through Shippo. When the direct adapter dispatch lands, you'll be able to choose between Shippo and direct integration on a per-carrier basis. For now, Shippo's BYOA covers the same carriers with the convenience of a single integration. See also: Shipping Carrier Integration, Packing and Shipping