LabelFlow Merchants: Merchant Management

A LabelFlow merchant is a buyer of your labels: they keep money in a prepaid wallet and every label they buy is paid from that balance. The Merchants page watches every merchant’s balance, wallet status, label count and violation count, opens a detail page with their deposits and labels, and lets you unban a disabled merchant.

A LabelFlow merchant is not the same thing as an OMS customer. An OMS customer is a buyer who places orders; a LabelFlow merchant is a company that buys shipping labels from you — typically a seller or a small warehouse that ships under your carrier accounts and your rates. Each merchant has a prepaid wallet in LabelFlow: money goes in as deposits, and every label they buy is charged against the balance. The merchant list itself is built from your Clients (Master Data → Clients): it is the same company record, seen through LabelFlow glasses — balance, wallet status, labels bought and violations, instead of addresses and contacts. New companies are added as Clients; LabelFlow → Merchants (/labelflow/merchants) is where you watch and manage them as label buyers.

Step 1: Find a merchant and read the list#

1. Open LabelFlow → Merchants. The cards on top give the overview: how many merchants there are, how many are disabled, and the total balance across all wallets.
2. Type part of a name into the search box to narrow the list to one merchant.
3. Click a row (or its View action) to open the merchant’s detail page.

• Balance — the money currently in the merchant’s wallet. Labels are paid from this balance, so a merchant whose balance cannot cover a label’s price cannot buy it.
• Wallet — the wallet status. A merchant whose wallet is disabled, banned or suspended is highlighted in the list and cannot buy labels until the wallet is active again.
• Labels and Violations — how many labels this merchant has bought in total, and how many violations are on record. A violation count above zero is shown in red so it cannot be missed; the records behind it are on LabelFlow → Violations.

A company that has just been added as a Client shows up here with a balance of 0 and no label or violation counts yet — its wallet is created the first time money moves (a top-up or a first label purchase). Nothing needs to be set up on this page before the first deposit.

Step 2: Read a merchant’s detail page#

The detail page opens with the merchant’s name, current balance and wallet status. Below are two tabs. The Deposits tab lists every wallet movement for this merchant — time, type, amount, the evidence link if one was attached, and notes — so a merchant asking “where did my money go” can be answered line by line. The Labels tab lists every label this merchant has bought, with tracking number, carrier, service, carrier cost, charged amount, profit, status and time: the same records as LabelFlow → Labels, already filtered to this one merchant.

Step 3: Top up a merchant’s wallet#

1. When a merchant pays you (for example by bank transfer), open LabelFlow → Deposits and click Manual top-up.
2. Pick the merchant, type the amount, and attach the evidence link (for example the transfer receipt) plus a note if needed.
3. Save. The amount lands in the merchant’s balance right away, and the deposit appears both in LabelFlow → Deposits and on the merchant’s detail page, in the Deposits tab.

Step 4: Tell clients how to top up — what they see in their Portal#

Clients can check the wallet themselves in the Client Portal → Billing: the current balance, the wallet status and the full transaction history (they can page through all of it, not just the latest entries). This wallet is only for label printing prepayment — it is separate from their warehouse invoices on the same page, and the two are never combined. When the balance runs low, the Portal reminds them to top up; the same reminder appears on the label printing page.

1. Open LabelFlow → Deposits and scroll to the "Client portal wallet settings" card at the bottom of the page.
2. In "Offline top-up instructions", write in plain words who the client should contact and how to pay (for example your account manager’s contact, or your company bank account plus "send us the receipt"). Clients see this text word for word in the wallet area of their Billing page and in the Recharge dialog. Leave it empty and nothing is shown — Docklify never fills in payment details for you.
3. Set the "Low-balance alert amount" if the default does not fit: when a client’s balance falls below this amount, the Portal reminds them to top up. Leave it empty to use the default $25.
4. Save. When the client pays, record the money with Manual top-up on this same page (Step 3) — the balance and the new entry show up in their Portal right away.

Disabled merchants and unbanning#

A merchant whose wallet status is disabled, banned or suspended cannot buy labels — a purchase attempt against a wallet that is not active is refused, just as a purchase that costs more than the balance is refused. In the Merchants list these merchants stand out: their row is shaded and the Disabled count on top includes them. Before unbanning, open the detail page and check the Deposits tab and the violation count, so you know why the wallet was stopped.

1. In LabelFlow → Merchants, find the merchant and click Unban on their row — or open the detail page and click Unban in the header card.
2. The wallet status updates in the list right away, and the merchant can buy labels again (as long as the balance covers the price).

Docklify features used in this article#

• Merchants list (balance / wallet status / label count / violation count, with disabled merchants highlighted) — LabelFlow → Merchants (/labelflow/merchants)
• Merchant detail with Deposits and Labels tabs — LabelFlow → Merchants → open a merchant (/labelflow/merchants)
• Manual top-up with evidence link — LabelFlow → Deposits → Manual top-up (/labelflow/deposits)
• Client portal wallet settings (offline top-up instructions + low-balance alert amount that clients see in their Portal) — LabelFlow → Deposits → Client portal wallet settings (/labelflow/deposits)
• Unban a disabled merchant — LabelFlow → Merchants → Unban on the row or on the detail page (/labelflow/merchants)
• Violation records behind the violation count — LabelFlow → Violations (/labelflow/violations)
• Company records the merchant list is built from — Master Data → Clients (/master-data/clients)