Products: A Step-by-Step Guide
Everything a first-time retailer needs to know about getting set up with a B2B wholesale supplier — documents, minimums, lead times and pricing.
If you are opening a metaphysical shop, botánica, smoke shop, or apothecary, your wholesale account is the single most important business relationship you will set up. Without it, you cannot buy at B2B pricing. With the wrong one, your margins, stock levels and customer experience all suffer. This guide walks you through exactly how to open a wholesale account for spiritual products, what documents you need, and what to expect at each step.
The process below reflects how VD Importers, a wholesale distributor supplying US, Canadian and Caribbean retailers since 2008, handles new account onboarding — but the same principles apply to almost every legitimate wholesale supplier in the category.
What Is a Wholesale Account, Exactly?
A wholesale account is a business-to-business relationship between your retail store and a wholesale distributor. Once approved, you can purchase products at significantly lower prices than retail customers pay — typically 50 to 60 percent below retail — because you are reselling those products in your own store. The discount is what creates your margin.
Wholesale accounts are not available to consumers. To qualify, you must be a registered business with a valid resale certificate or seller's permit. This is non-negotiable for legitimate suppliers, because they are required by law to collect sales tax from any buyer who is not reselling.
Step 1: Register Your Business
Before you approach any wholesaler, you need a registered business entity. The most common structure for small retail stores is an LLC (Limited Liability Company), which separates your personal assets from business liabilities. In most US states, LLC formation costs between $50 and $300 and takes 1 to 4 weeks. You can register yourself or use a service like Northwest, ZenBusiness or LegalZoom.
In Canada, you will register as a corporation provincially or federally; in Puerto Rico, you will register with the Departamento de Estado; in other Caribbean territories the local equivalent applies. The principle is the same everywhere — you need a legal business identity before opening a wholesale account.
Step 2: Get Your EIN and Tax IDs
Once your LLC is registered, apply for an Employer Identification Number (EIN) with the IRS. The application is free, takes about 10 minutes online, and the EIN is issued immediately. Your EIN is the federal tax identification number for your business — wholesalers will ask for it on the account application.
Separately, register for a state sales-tax permit (also called a seller's permit or sales-tax license) with your state's Department of Revenue. The cost ranges from free to $50 depending on the state. This permit lets you collect sales tax from your retail customers and — crucially — allows you to buy from wholesalers tax-free.
Step 3: Obtain a Resale Certificate
A resale certificate (sometimes called a sales-tax exemption certificate or resale exemption certificate) is the document that tells your wholesaler: 'I am buying this to resell, not to consume, so do not charge me sales tax.' In most US states, the resale certificate is automatically issued once you have your seller's permit; in others, you fill out a short additional form.
You will submit this certificate to every wholesale supplier you work with. Many wholesalers, including VD Importers, will not approve an account without it on file.
Step 4: Choose Your Wholesale Supplier
Not all wholesale suppliers are equal. When evaluating who to work with for spiritual and metaphysical products, look for the following:
- Direct importer status — buying from a direct importer (not a re-wholesaler) gives you the lowest prices and the most reliable stock.
- A minimum order you can hit comfortably. Most reputable suppliers in this category set minimums between $100 and $500. Avoid suppliers with extremely low minimums (often a red flag for quality) or extremely high ones (will lock up your cash).
- Breadth of catalogue. A wholesaler carrying 1,500+ SKUs across incense, candles, oils, herbs, crystals and religious articles lets you consolidate orders and save on shipping.
- Shipping speed and location. A supplier shipping from a US warehouse (like VD Importers' Miami location) gets you faster delivery than overseas-direct suppliers.
- Clear policies on damaged goods, returns, lead times, and out-of-stock items.
Step 5: Apply for the Account
The application itself is straightforward. Most wholesalers ask for the same handful of documents:
- Business name, legal entity name, and DBA (if different)
- Business address (physical preferred; PO boxes sometimes rejected)
- EIN / business tax ID
- State resale certificate or seller's permit
- Photo or description of your retail store (storefront photo, Shopify URL, or both)
- Contact name, phone, and email
Approval typically takes 1 to 3 business days. At VD Importers, accounts submitted with complete documentation are usually approved same-day.
Step 6: Place Your First Order
Once your account is approved, you will receive login credentials and access to wholesale pricing. Your first order is the most strategic of your career — it sets your opening inventory, your cash position, and your store's first impression on customers.
Plan your first order around bestsellers, not curiosities. Allocate 70 to 80 percent of your budget to products you know will sell — Satya and HEM incense, Florida Water cologne in 12-packs, 7-day prayer candles, white sage smudge bundles and basic crystals. The remaining 20 to 30 percent can be for experimentation. Most wholesalers, including VD Importers, will help you build a balanced opening order if you ask.
What Are Typical Wholesale Terms?
For first orders, most spiritual-products wholesalers require prepayment by credit card, debit card, ACH, or PayPal. Net-30 or Net-60 terms are usually available only to established accounts with a payment history. Shipping is almost always paid by the buyer at actual cost — some wholesalers offer free shipping above a higher minimum (often $500 or $1,000).
How Long Does Wholesale Shipping Take?
From a US-based wholesaler like VD Importers shipping out of Miami, expect 2 to 5 business days for ground delivery to most of the continental US, 3 to 7 business days to Puerto Rico, and longer for Caribbean territories depending on customs. Express shipping is available at higher cost. Always ask your supplier about lead time — both processing time before the order ships and transit time after.
Frequently Asked Questions
Can I open a wholesale account without a physical store?
Yes. Most spiritual-products wholesalers accept online-only retailers (Shopify, BigCommerce, Etsy storefronts) as long as you have a valid resale certificate and a functioning ecommerce site. Pure dropshippers may face stricter requirements; ask before applying.
What is the minimum order for VD Importers?
VD Importers requires a $100 minimum on every wholesale order. There is no minimum on opening order — the same threshold applies whether it is your first or your hundredth.
How do I know my wholesaler is legitimate?
Look for these signals: a verifiable physical business address, a clear About page with company history, a published wholesale-only policy with minimum order requirements, real customer reviews, and willingness to provide samples or product photos before you commit. VD Importers has served retailers across North America since 2008 — longevity is one of the strongest trust signals.
Can I buy wholesale if I am in Puerto Rico or the Caribbean?
Yes. VD Importers ships regularly to Puerto Rico, the Dominican Republic, the US Virgin Islands and most other Caribbean territories. Puerto Rico is treated as domestic shipping; other islands ship by international carrier with customs documentation handled by the buyer.
Open Your Wholesale Account With VD Importers
If you are ready to stock your store with B2B pricing on incense, candles, sage, herbs, oils, crystals and religious goods, VD Importers makes the process simple. We have supplied thousands of botánicas, metaphysical shops, smoke shops and apothecaries since 2008, with a $100 minimum, 4000+ SKUs in stock, and fast shipping from Miami. Apply for your wholesale account here — same-day approval for complete submissions.