The review queue
The review queue lives in your Shopify admin (Apps → Transactful). It shows every application with its validation results, flags, and history – designed so most decisions take under a minute.
Review queue 4 open
| Applicant | VAT | References | Received | Status |
|---|---|---|---|---|
| Fenwick & Daughters | ✓ HMRC | 2 / 2 replied | 2h ago | Submitted |
| Harbour Lane Living | ✓ VIES | 1 / 2 replied | 1d ago | Needs info |
| Moss & Co Trading | Checking… | 2 / 2 replied | 3h ago | In review |
| Bright Fixtures Ltd Name mismatch | ✓ HMRC | 0 / 2 replied | 4d ago | Submitted |
Statuses
Section titled “Statuses”An application is always in exactly one state:
| Status | Meaning | Who acts next |
|---|---|---|
| Submitted | Arrived, validations run | You |
| In review | A staff member opened it | You |
| Needs info | You asked the buyer for something | Buyer |
| Approved | Company created, credit live | – |
| Rejected | Declined, buyer notified | – |
| Withdrawn | Buyer or you closed it without a decision | – |
Allowed transitions: Submitted → In review → (Needs info ⇄ In review) → Approved / Rejected. Withdrawn is reachable from any open state. There are no other paths – an application can never be “approved” twice or edited after decision; corrections happen on the company record instead.
Applications carry advisory flags that never block you, only inform: Name mismatch (registry name ≠ applicant name), Validation pending (registry outage), Resubmitted (duplicate email/VAT merged), Reference bounce (a reference email was undeliverable).
Needs info
Section titled “Needs info”“Request information” opens a message to the buyer (your text, their reply by email or upload link). The application shows what you asked and when; replies attach automatically. Applications in Needs info for more than 14 days surface a gentle nudge in the queue – stale applications are lost revenue.
Notes and the audit trail
Section titled “Notes and the audit trail”Internal notes are visible to staff only. Every action – status change, note, message, validation result, eventual approval terms – is recorded with actor and timestamp on an immutable timeline. When a buyer asks “why was I rejected?” or an auditor asks “who approved this limit?”, the answer is on the record.