Everything you need to run SupplierHQ well
A feature reference, practical tips, and answers for when something isn't behaving the way you expect.
Quick start
- 1
Finish the first-run setup wizard, importing vendors from Shopify if you already tag products with a vendor.
- 2
Link each vendor's Shopify products and variants from their Products tab.
- 3
Create a purchase order using quick-add from a vendor's linked products.
- 4
Mark items received — Shopify inventory updates automatically for linked variants.
- 5
Set a reorder rule so you're warned before you run out again.
Feature guide
Vendors
The vendor directory is the source of truth for every supplier: contacts, terms, lead time, MOQ, and status (active, preferred, inactive). Search and status filters live at the top of the Vendors list.
Purchase orders
POs move through draft → sent → confirmed → in transit → received. Quick-add pulls line items from a vendor's linked products, carrying over the real Shopify variant so receiving can sync inventory correctly.
Reorder rules
A reorder rule watches one variant's live Shopify stock against a threshold you set. Depending on configuration, crossing it either raises an alert or drafts a new purchase order automatically.
Analytics
Spend, delivery, and scorecards are computed from your actual PO history — nothing needs to be manually logged. The Inventory tab shows live stock colored by status: in stock, low, or out.
Communications & documents
Every email sent to a vendor is logged to their timeline automatically. Documents (agreements, certifications) support an expiry date, which drives the expiry alerts on your dashboard.
Vendor portal
On Enterprise, a vendor gets a private token-based link to confirm/reject their own POs and see shared documents — they never see your Shopify admin or other vendors' data.
Tips & best practices
Link products to vendors before creating purchase orders — quick-add only works with linked products, and only linked, variant-matched line items get automatic inventory sync.
Run the Shopify vendor import first if you already use the product vendor field — it saves re-typing every supplier name and auto-links their current products.
Set reorder points slightly above your vendor's lead time consumption, not at zero — the alert needs enough runway to actually place and receive a new order in time.
Use vendor status (active / preferred / inactive) to keep your directory searchable as your supplier list grows — inactive vendors stay in your history without cluttering quick-add lists.
Keep document expiry dates up to date — that's what powers the dashboard's expiring-documents alert, so an out-of-date entry just means a missed warning.
Troubleshooting
Inventory didn't update after I received a PO
Check that the line item is linked to a real Shopify variant, not just a free-text product name. Only variant-linked line items sync inventory — unlinked ones only update the quantity on the PO.
I hit my plan's vendor limit
Existing vendors are never removed. You'll need to either free up space by marking old vendors inactive and deleting truly unused ones, or upgrade to a higher vendor limit.
The Shopify import didn't find any vendors
The import reads the Vendor field on each Shopify product. If that field is blank on your products, there's nothing to import — add vendor names to your products in Shopify first, or add vendors manually instead.
Vendor emails aren't sending
Email sending needs to be turned on and configured — check the setup wizard's email notifications step, or Settings, to confirm it's enabled.
A tab shows a lock icon
That feature isn't included on your current plan. Hover or open it to see the exact plan required, then upgrade from the Billing page whenever you're ready.
Glossary
Vendor
A supplier profile in SupplierHQ — separate from, but optionally synced with, a product's Shopify vendor field.
Purchase order (PO)
A record of goods ordered from a vendor, with line items, quantities, cost, and a status lifecycle.
Variant link
The connection between a SupplierHQ vendor's product entry and a real Shopify product variant — required for inventory sync.
Reorder point
The stock quantity that triggers a reorder alert or auto-drafted PO for a given variant.
MOQ
Minimum order quantity — the smallest amount a vendor will accept per order.
Scorecard
A per-vendor summary combining spend, on-time delivery rate, and order volume.
Vendor portal
A token-based, Shopify-login-free page where an invited vendor can confirm/reject POs and view shared documents.
Plan rank
The internal tier number (Free → Starter → Professional → Enterprise) that determines which features are unlocked.
Didn't find it here? Check the FAQ or contact support.