The Supplier Portal is a branded web application where suppliers can submit product data, images, and documents to the brands they work with. Instead of exchanging spreadsheets and images over email, you use a centralised portal that guides you through the entire submission process.
As a supplier, you are invited by a brand to their portal. Once you accept the invitation, you can create submissions, add product items, upload images, attach certifications, and communicate directly with the brand's team, all from a single interface.
Key features of the Supplier Portal:
Submit product data via forms or spreadsheet upload: use the brand's custom form fields or download a template and upload a completed spreadsheet.
Upload product images with drag-and-drop: attach images to each product item, assign image roles, and let auto-SKU detection link files automatically.
Attach certification & spec documents: upload safety data sheets, certifications, lookbooks, and other supporting documents.
Multilingual content support: provide product names, descriptions, and other text fields in multiple languages using language tabs.
Real-time communication with the brand team: use in-portal messaging to ask questions, receive feedback, and stay updated on submission guidelines.
The overall workflow is straightforward: the brand configures the portal and defines which product fields are required, then invites suppliers. Suppliers log in, create submissions with product data and assets, and submit them for review. The brand team reviews each submission, provides feedback or requests changes, and ultimately approves and imports the data into their PIM system.
You are a supplier user
This documentation is written for supplier users, people who have been invited by a brand to submit product data. If you are a brand administrator looking to configure the Supplier Portal, see the Product Management documentation instead.
Your journey begins with an invitation email from the brand you are supplying products to. The email contains a unique link that takes you to the brand's Supplier Portal. Click the link to begin setting up your account.
Click the invitation link: Open the invitation email and click the link to access the brand portal. The link is unique to your email address and cannot be shared with others.
Enter your name and details: Fill in your name, company name, and any other profile information requested by the brand. This information appears alongside your submissions.
Verify your email with OTP: A one-time password is sent to your email address. Enter the code to verify your identity. This passwordless authentication keeps your account secure without requiring you to create a password.
Access the portal dashboard: Once verified, you land on your supplier dashboard. From here you can create submissions, view existing ones, and communicate with the brand team.
Bookmark the portal URL
After your first login, bookmark the portal URL for quick access in the future. You can return at any time and log in using the same email-based OTP flow.
The supplier dashboard is your home base. It provides an overview of all your submissions, quick actions for creating new ones, and access to messages from the brand team. Everything you need is accessible from the dashboard sidebar.
Submissions list: a table showing all your submissions with their current status, creation date, and number of items. Click any submission to open it.
Quick actions: buttons to create a new submission, upload a spreadsheet, or open messages.
Messages: a notification badge shows unread messages from the brand team. Click to open the messaging panel.
Every submission moves through a lifecycle of statuses. Understanding these statuses helps you know what to expect at each stage:
DRAFT: You are still working on the submission. It has not been sent to the brand yet.
SUBMITTED: The submission has been sent to the brand and is waiting in their queue.
IN_REVIEW: The brand team is actively reviewing your submission.
CHANGES_REQUESTED: The brand has reviewed your submission and requires changes before approval.
APPROVED: Your submission has been approved by the brand team.
REJECTED: The submission was rejected. Check the feedback for details on why.
IMPORTED: The brand has imported the approved data into their PIM system.
A submission is a collection of products you want to propose to the brand. Think of it as a batch or a proposal, you group related products together, add all the required data and images, and then submit the entire collection for the brand to review.
Click "New Submission": From the dashboard, click the New Submission button. This creates a new submission in DRAFT status.
Give it a name and optional notes: Enter a descriptive name for your submission (e.g. "Spring 2026 Collection" or "New Accessories Line"). You can also add notes that will be visible to the brand reviewer.
Add products (items): Add individual product items to the submission using the form editor or by uploading a spreadsheet. Each item represents a single product with its data fields.
Upload images: Attach product images to each item. You can drag and drop images directly onto items or use the bulk image uploader.
Submit for review: When everything is ready, click Submit for Review. The submission status changes from DRAFT to SUBMITTED and the brand team is notified.
Submissions can be saved as drafts and worked on over multiple sessions. There is no time limit on drafts, you can start a submission today, add more products tomorrow, and submit when you are ready. All your progress is saved automatically.
Use descriptive names
Give your submissions clear, descriptive names so both you and the brand team can quickly identify them. Include the season, product category, or collection name in the submission title.
There are two ways to add product items to a submission: form entry and spreadsheet upload. You can use either method or combine both within the same submission.
Click Add Item within a submission to open the product form. The form fields are defined by the brand and may include:
Product name: the display name of the product.
SKU: the unique stock-keeping unit identifier.
Description: a detailed product description, often supporting rich text.
Price: wholesale or suggested retail price, depending on the brand's configuration.
Category: the product category as defined by the brand.
Brand: the brand or sub-brand the product belongs to.
Custom fields: any additional fields the brand has configured, such as material, weight, dimensions, or colour.
If you prefer working with spreadsheets, you can download the brand's template file (available as CSV or XLSX), fill in your product data, and upload the completed file. Items are created automatically from each row in the spreadsheet.
Click Download Template to get the brand's spreadsheet template.
Open the file in your spreadsheet application and fill in one row per product.
Save the file and return to the submission.
Click Upload Spreadsheet and select your file.
Review the imported items and fix any validation errors.
If the brand requires content in multiple languages, you will see language tabs on text fields such as name, description, and marketing copy. Switch between tabs to provide translations for each supported language. Required languages are marked with an indicator.
Download the template first
Always download the brand's spreadsheet template before filling in data. The template shows you exactly which fields are required, their expected formats, and any dropdown options. This prevents validation errors when you upload.
Product images are a critical part of every submission. The portal provides a drag-and-drop interface for uploading images and assigning them to the correct product items.
Open a product item and drag images directly onto the image upload area. You can upload multiple images at once. Each image is automatically processed and a thumbnail preview is generated.
If your image filenames contain a SKU (e.g. SKU-12345_hero.jpg), the portal will automatically detect the SKU and link the image to the matching product item. This is especially useful when uploading images in bulk, simply name your files with the correct SKU prefix and upload them all at once.
Each image should be assigned a role that describes its purpose. The available roles are:
HERO: The main product image, typically a front-facing packshot on a white background.
DETAIL: Close-up shots showing texture, stitching, labels, or other product details.
LIFESTYLE: Contextual images showing the product in use or in a styled environment.
SWATCH: Colour or material swatches, typically small square images.
TECHNICAL: Technical drawings, diagrams, or measurement guides.
The portal accepts images in JPEG, PNG, and WebP formats. For best results, upload high-resolution images, the brand can always generate smaller versions, but they cannot upscale low-resolution uploads.
File size and storage limits
The maximum file size per image and the total storage available for your submissions depend on the brand's portal configuration. If you encounter an upload limit, contact the brand team through the in-portal messaging system.
In addition to product data and images, brands often require supporting documents such as certifications, specification sheets, and safety data. The portal allows you to attach documents to your submission with relevant metadata.
When uploading a document, select the type that best describes it:
CERTIFICATION: Compliance certificates, quality marks, or regulatory approvals (e.g. CE, OEKO-TEX).
SPEC_SHEET: Technical specification sheets with detailed product measurements and materials.
LOOKBOOK: Seasonal lookbooks or product catalogues showcasing the collection.
SAFETY_DATA: Material safety data sheets (MSDS) or hazard information documents.
WARRANTY: Warranty terms, return policies, or guarantee documentation.
OTHER: Any other supporting document that does not fit the above categories.
Navigate to the Documents tab within your submission and click Upload Document. Select your file, choose the document type, and optionally add metadata such as a document number or expiry date. Documents are attached to the submission as a whole, not to individual product items.
For certain document types you can provide additional information:
Expiry date: useful for certifications that have a validity period. The brand team can see when a certificate expires.
Document number: a reference number or identifier for the document, making it easier to track and verify.
Upload certifications early
Brands often require valid certifications before they can approve products. Upload your certifications and safety data sheets as early as possible in the submission process to avoid delays during review.
Before you submit your work to the brand, the portal provides a validation summary so you can catch any issues early. Taking a few minutes to review before submitting saves time and avoids unnecessary rounds of feedback.
Click Review Submission to see the validation summary. The portal checks for:
Missing required fields: any product fields that the brand has marked as required but you have not filled in.
Missing images: products that do not have at least one image attached (if images are required by the brand).
Missing documents: any required document types that have not been uploaded.
Data format errors: values that do not match the expected format, such as invalid prices or malformed SKUs.
Once all validation issues are resolved, click Submit for Review. The submission status changes from DRAFT to SUBMITTED and the brand team receives a notification. You will also see a confirmation message with a timestamp.
After you submit, the brand team reviews each product item individually. They may approve items, request changes, or reject items. You will receive a notification when the brand completes their review. The overall submission status updates to reflect the brand's response.
Editing after submission
You cannot edit items after submitting. The submission is locked to ensure the brand reviews exactly what you submitted. If the brand requests changes, the submission will be unlocked so you can make the necessary updates and resubmit.
When the brand team finishes reviewing your submission and requires adjustments, the submission status changes to CHANGES_REQUESTED. You will receive a notification prompting you to review the feedback and make updates.
The brand reviewer can leave feedback on each individual product item. This means some items may be approved while others need changes. Open the submission and look for items marked with a feedback icon to see exactly what the reviewer has requested.
Check your notifications: When the brand requests changes, you receive a notification on the dashboard and optionally an email alert. Click the notification to go directly to the submission.
Open the submission: Open the submission from your dashboard. Items that need changes are highlighted and show the reviewer feedback.
Review per-item feedback: Click on each flagged item to read the specific feedback from the brand reviewer. The feedback explains what needs to change and why.
Make the requested changes: Update the product data, replace images, or upload additional documents as requested. The submission is now editable again.
Resubmit for review: Once all changes are made, click Submit for Review again. The status returns to SUBMITTED and the brand team is notified of your updates.
Address all feedback
Make sure you address all requested changes before resubmitting. If items with outstanding feedback are resubmitted without changes, the brand may reject them. Review each piece of feedback carefully and update the relevant fields, images, or documents accordingly.
The Supplier Portal includes an in-portal messaging system that lets you communicate directly with the brand team. Messages are scoped to your supplier context, so the brand sees messages from you alongside your submissions.
Questions about requirements: unsure what a specific field means or which image role to use? Ask the brand team directly.
Clarifications on feedback: if the reviewer's feedback is unclear, send a message to get more detail before making changes.
Submission timeline updates: let the brand know if you need more time to prepare a submission or if there are delays.
General communication: any other topic related to your supplier relationship with the brand.
New messages from the brand team appear as a notification badge on the Messages icon in the sidebar. Depending on the brand's portal settings, you may also receive email notifications for new messages.
Check messages regularly
Brand teams may send updates about submission guidelines, new required fields, or deadline changes through messages. Check your messages regularly to stay informed and avoid submitting outdated or incomplete data.
