A wholesale vape order should not proceed until every material row has an exact SKU, quantity, case configuration, destination, stock date, warehouse, price basis and evidence status. This pre-payment checklist turns a catalog shortlist into an auditable purchase record.
Reviewed: August 2, 2026 by the Artifact Vapor Editorial Team. This is general B2B procurement information, not legal advice or a guarantee of stock or destination eligibility.
Wholesale ordering checklist at a glance
- Define the purchasing company, destination and intended resale channel.
- List one exact product variant per quotation row.
- Confirm MOQ, inner pack, master case and mixed-order rules.
- Obtain dated stock and warehouse confirmation.
- Complete product, batch and market evidence checks.
- Reconcile price, delivery terms, invoice and payment recipient.
- Approve, hold or remove each row before payment.
- Inspect and reconcile the delivered order.
1. Define the purchase request
Start with a written request containing the buyer’s legal business name, delivery country, resale channel, target delivery window and person responsible for approval. Then add one row for each requested SKU and option.
| Request field | What to record |
|---|---|
| Product | Brand, exact model, supplier SKU, barcode and product link |
| Option | Flavor, nicotine strength, color or other ordered variant |
| Quantity | Requested units and acceptable case configuration |
| Destination | Country and delivery address or region |
| Timing | Required dispatch or delivery window |
| Evidence | Documents and identifiers required before approval |
If the exact model has not been selected, make assortment selection a separate stage. Do not ask a supplier to choose an “equivalent” item without defining which fields may change.
2. Confirm MOQ and the commercial unit
Ask whether MOQ applies per flavor, nicotine option, model, case or total order. Confirm sellable units per inner box, inner boxes per master case, total units per case, case dimensions and gross weight. A price per device cannot be compared accurately until the pack and cost basis are clear.
Record mixed-case and mixed-SKU rules separately. A supplier may allow several flavors within one model but not allow different models to share a master case. Use the vape wholesale MOQ and case quantity guide when normalizing quotations.
3. Confirm live stock and the order warehouse
A published product page is not live inventory. Request a dated confirmation stating the exact SKU, available quantity, batch or lot if known, physical warehouse used for the order and expected replenishment date for any shortage.
If stock is described as being in an EU warehouse, record the facility country and the party responsible for fulfillment. Warehouse location does not establish product eligibility in the destination country. Compare route and responsibility using the EU warehouse versus factory shipping guide.
4. Complete product and market checks
Match the exact SKU, nicotine strength, liquid capacity, device type, packaging and label configuration to the intended market. Use the product verification and documentation guide for the evidence register and the SKU-by-market eligibility matrix to separate U.S., Great Britain, EU and country-level reviews.
Do not mark a row eligible merely because a supplier has shipped the same model elsewhere. Record the official source checked, date checked, identifier found and reviewer. Seek destination-specific professional advice where necessary.
5. Reconcile the final quotation
| Check | Required match | Hold trigger |
|---|---|---|
| Identity | Manufacturer, brand, model, SKU, option and product images | One identifier refers to another model |
| Quantity | MOQ, units per case and number of cases | Pack basis is unclear |
| Price | Unit or case price, currency, validity and included charges | Price basis or exclusions are missing |
| Delivery | Warehouse, lead time, Incoterm and named destination | Responsibility or route changed |
| Evidence | Exact SKU, batch where applicable and intended market | Document scope does not match |
| Counterparty | Contracting entity, invoice issuer and verified payment recipient | Payment is redirected without independent verification |
Use a change log. If the supplier substitutes a model, changes a warehouse, revises a case quantity or sends new payment instructions, record the change and repeat the affected checks.
6. Verify invoice and payment instructions
The invoice should identify the contracting entity and contain enough product detail to reconcile it with the approved quotation. Verify new or changed payment instructions through a known contact channel. Do not rely only on the message that introduced the change.
- Check legal entity name, registration details and invoice address.
- Match product rows, quantities, currency and delivery terms.
- Record beneficiary name, bank location or payment platform and verification method.
- Resolve any difference before payment authorization.
7. Create an approval record
Each product row should have a status, reviewer and timestamp. Recommended states are unreviewed, pending evidence, mismatch, approved, removed and superseded. The overall order should remain on hold while any material row is pending or mismatched.
Retain the final purchase request, quotation, invoice, product evidence, stock confirmation, market-check record, payment verification and correspondence. The record should show what was known at the time of approval rather than relying on a later reconstruction.
8. Prepare receiving checks before dispatch
Decide in advance what the receiving team must photograph and record. Include outer case condition, shipping labels, case marks, product and option counts, batch identifiers, unit packaging and any damage or shortage. If a mismatch can affect destination eligibility or safety, quarantine the affected stock until it is reviewed.
The vape batch traceability guide provides a practical lot-level receiving and issue workflow.
Copyable pre-payment decision table
| Decision area | Owner | Status | Evidence reference |
|---|---|---|---|
| Buyer and destination defined | Purchasing | Unreviewed / Pass / Hold | Purchase request |
| SKU and options frozen | Purchasing | Unreviewed / Pass / Hold | Quotation row |
| MOQ and case quantity confirmed | Purchasing | Unreviewed / Pass / Hold | Pack sheet |
| Stock and warehouse dated | Supplier contact | Unreviewed / Pass / Hold | Stock confirmation |
| Product evidence matched | Compliance reviewer | Unreviewed / Pass / Hold | Document register |
| Market review recorded | Compliance reviewer | Unreviewed / Pass / Hold | Eligibility matrix |
| Invoice and payment verified | Finance | Unreviewed / Pass / Hold | Approval record |
Frequently asked questions
What is the final control before paying a vape wholesaler?
Reconcile the approved request, final quotation, invoice and verified payment instructions. Every material change should be reviewed before funds are released.
Can one approval cover several similar SKUs?
Only when the evidence clearly covers each listed SKU and option. Otherwise keep separate rows so a mismatch in one product does not disappear inside a group approval.
What should happen when a quoted item is out of stock?
Record the shortage and obtain a written replacement proposal. Treat the proposed substitute as a new SKU and repeat the product and market checks.
Where can I request a quotation?
Browse the wholesale catalog, then submit exact product links, quantities and destination through the Wholesale Inquiry page.