Maanvira Botanics Trade Program Policy

Maanvira Botanics seeks to establish a wholesale trade program to serve qualified retailers, salons/spas, Ayurvedic clinics, hospitality businesses, and other legitimate resellers. This program will offer tiered discounts and wholesale pricing on Maanvira Botanics natural haircare and skincare products. Eligibility will require valid business credentials (e.g. GST registration, trade license) and adherence to geographic and use restrictions. Prospective trade partners will apply online; applications will be reviewed (including basic credit screening) and approved accounts given access to special pricing and ordering tools. Payment terms will be defined (e.g. prepaid or Net 30 for trusted buyers), and invoicing will comply with Indian GST rules. Orders will be placed through a dedicated B2B portal, fulfilled via standard e-commerce shipping with agreed lead times, and tracked by buyers. Returns or exchanges will be allowed only for defective or damaged items within a defined period. Trade accounts will be subject to termination or suspension if policies are violated (e.g. unauthorized reselling). Confidentiality of pricing and use of Maanvira Botanics intellectual property (logos, trademarks) will be governed by agreement. We will offer marketing and co-op support (such as promotional materials or sample programs) to help partners sell our brand. Account performance (sales volume, reorder rate) will be reviewed periodically. The entire program implementation will be supported by clear UI/UX elements (e.g. trade signup form, special pricing display, account dashboard), required backend fields (business type, GSTIN, tier level), automated emails (application received/approved, order confirmations, invoices), and staff training. A comparison of four competitor trade programs (in the Ayurvedic/herbal space) is provided below, along with sample application and terms text and a step-by-step launch timeline.

Eligibility Criteria for Trade Accounts

• Eligible Business Types: Licensed businesses such as retail stores (online/offline), beauty salons/spas, Ayurvedic/veterinary/health clinics, wellness centers, hospitality outfits (hotels, resorts), and corporate purchasers (e.g. for gift programs). Individuals, casual buyers, or unregistered hobbyists are not
• Required Documentation: Applicants must supply verifiable business credentials. Typically this includes a company or shop registration (e.g. Shop Act license or Company incorporation certificate), a valid GSTIN (Goods & Services Tax ID) or equivalent tax registration, and evidence of business address. If applicable, Ayurveda/Unani cosmetic licenses (FSSAI or AYUSH drug license) or professional practice licenses should be submitted. We may also request proof of identity for the applicant (e.g. owner’s ID).
• Geographic Restrictions: The program will cover sales within India. Partners outside India may contact us for export possibilities but must comply with local import laws. Sales to buyers intending to re-export Maanvira products (freight forwarding) are prohibited unless explicitly approved. Intra- and interstate orders will follow GST place-of-supply rules: e.g. orders shipped within the same state incur CGST+SGST, while interstate shipments incur IGST.
• Application Requirements: Applicants should complete an online trade account application form with company name, business type, address, contact, GSTIN, and intended use (retail, salon, etc.). They must agree to our trade terms. Applications will be vetted (to confirm legitimacy) before approval. We reserve the right to deny applicants or suspend accounts for invalid information or policy violations (e.g. attempts to buy for personal use or to resell on unauthorized platforms).

Pricing and Discount Structure

Maanvira will offer wholesale pricing via a tiered-discount model. Discounts depend on order size and frequency, encouraging larger purchases. For example:

(Above figures are illustrative; final discounts will be set by management. In practice, a competitor (Lakota Made) offers 35% on first ≥$1000, 30% on first ≥$500, 20% on >$250 orders. Similarly, Aromatics International uses quantity tiers up to 50% off.)

• Minimum Order Quantities (MOQ): Certain products (e.g. bulk-sized oils) may have case/pack MOQs. Otherwise, trade orders must meet the minimum value for the chosen tier. Orders below ₹5,000 may not qualify for any discount.
• Private Label / Co-manufacturing: If Maanvira supports private-label production, it will be handled under a separate contract (not part of this program). General policy: we do not offer private-labeling or bulk raw extracts under the standard trade program, but we may explore custom formulations on case-by-case basis (with separate agreements and higher MOQs).

Pricing Policies: Wholesale prices will be exclusive to approved trade accounts and not publicly advertised. Partners must not advertise our products below agreed MAP (minimum advertised price) or on unauthorized platforms. Reselling our labeled products on e-commerce marketplaces (Amazon, Flipkart, etc.) is strictly prohibited; such violations can lead to immediate account suspension. Partners may use allowed marketing materials but may not publish our trademarked content outside approved channels without permission.

Application and Approval Process

1. Online Application: Interested businesses apply via our Trade Account Application page. They provide required details (company name, owner, business address, GSTIN, nature of business, expected monthly volume, etc.) and upload documentation (GST certificate, business license, ID). A confirmation email is sent automatically upon submission.
2. Review and Verification: Our team reviews the submission (typically within 2–3 business days). We may request additional information (e.g. reference wholesale invoices, GST fulfillment, or credit references) if needed. The review ensures the business is legitimate and fits our criteria (e.g. not an ineligible reselling channel).
3. Approval/Rejection: If approved, the applicant receives an email notification and a link to set up their B2B account. A wholesale customer group or role is assigned in the system, unlocking special pricing. If denied or if more information is needed, we inform the applicant of the decision or requirements.
4. Activation: Once the account is active, the partner can log in to the trade portal to view discounted prices (MRPs are hidden until login), place orders, and download invoices. All wholesale orders are tracked separately from retail sales.

Payment Terms

• Payment Methods: We accept bank transfers (IMPS/NEFT/RTGS), UPI, major credit cards (through the portal), or business cheques (pre-approved) for wholesale orders. Online credit card payments are preferred for speed. Cash on delivery (COD) is not available for initial orders; after an established history, limited COD may be considered (with a handling fee).
• Net Terms: By default, new trade orders are prepaid at the time of ordering. Established accounts (after 3–5 timely orders) may request Net 15 or Net 30 terms – i.e. payment within 15 or 30 days of invoice date. (Net 30 is common in B2B, giving buyers time to sell products before paying.)
• Credit Checks: For Net terms, we may conduct a basic credit check or require trade references. We reserve the right to withhold credit terms or charge interest (e.g. 1–2% per month) on late payments. Early-payment discounts (e.g. 2% off if paid within 10 days) can be offered at our discretion. All invoicing follows Indian GST rules – each invoice will list supplier and recipient details, GSTINs, HSN code, value, and tax amounts.
• Advance & Partial Payments: Large custom or special orders may require partial advance (e.g. 50%) with the balance due before shipping. Payment schedules will be negotiated for any bespoke arrangements.

Ordering, Fulfillment, and Shipping

• Ordering Process: Approved trade customers log in to the B2B portal and place orders like regular customers. The portal may support bulk-order tools (e.g. quick order form, reorder function). All wholesale orders generate an invoice, emailed to the customer.
• Lead Times: We aim to ship most in-stock orders within 3–7 business days after payment clears. For out-of-stock or custom orders, expect longer lead times (10–14 days) – customers will be notified of any delays.
• Shipping Methods: Domestic orders ship via standard couriers (e.g. Blue Dart, FedEx, Delhivery) or freight carriers for large shipments. We generally ship in small parcels (up to 20 kg); for pallet loads or large bulk, freight options will be arranged.
• Shipping Charges: Shipping costs are calculated by weight/volume and distance. We may offer free shipping for orders above a threshold (e.g. free on orders over ₹X,000). Tracking numbers are provided for all shipments. International (export) orders, if allowed, will be shipped via international couriers; all customs, duties, and taxes are the buyer’s responsibility.
• Dropshipping: If a trade partner requests drop-shipping (we ship directly to the partner’s end-customer), a per-order fee may apply (e.g. as competitor The Enchanted Home charges $10 per drop-ship). We will provide a packing slip that does not reveal pricing. Dropship orders must still originate from approved trade accounts.

Returns, Exchanges, and Defective Goods

• General Policy: Wholesale orders are final sale, except for items that arrive damaged or do not match specifications. We do not accept returns for buyer’s remorse or overstock. (This is standard practice among niche wholesalers.)
• Damaged/Defective: Buyers must inspect goods on arrival. Claims for damage or defect must be reported within 5–10 days of delivery (email with photos). We will either replace the damaged items at no cost or credit the invoice value, as preferred by the buyer. Returns of defective items are coordinated via our warehouse (prepaid return label is provided for accepted claims).
• Expired Goods: Returns will not be accepted for products within 6–12 months of expiration (no shelf-life acceptances).
• Cancellations: Once an order is confirmed and processed, it cannot be canceled without penalty. Partial cancellations before shipping may incur a handling fee. Special/custom orders are non-cancellable.
• Exchange: We do not offer direct exchanges (same-different item) due to inventory tracking; instead, handle as return+replacement.
• Credit/Debit Notes: Any approved return will result in a credit note against the account or refund (if prepaid). Refund processing takes 7–10 days.

Invoicing and Tax Handling

• GST Compliance: Every B2B sale will be invoiced with a GST-compliant tax invoice. The invoice will include the supplier’s and buyer’s name, address, and GSTIN, a unique invoice number, date, HSN codes, itemized products, quantities, taxable value, discount, and applicable CGST/SGST or IGST.
• HSN Codes: Maanvira Botanics products (cosmetics/cosmeceuticals) carry specific HSN codes (e.g. hair oil, shampoo, or herbal cosmetics). These codes and tax rates (typically 18% GST for herbal cosmetics) will be pre-configured in our system.
• E-Invoicing: If required by turnover (India’s e-invoicing mandate), we will generate IRN/QR codes on B2B invoices. The partner must issue a proper tax invoice to their customers as well.
• Tax Exemptions: Trade customers should provide any tax-exempt certificates (e.g. government resale ID, health institute exemption) at account setup. Where applicable, we will adjust the invoice (e.g. zero-rated exports or exempt government orders).
• TDS (Tax Deducted at Source): If the buyer is required to deduct TDS on bulk purchases (rare in this category), the buyer must inform us before payment; this will be handled per Income Tax rules.

Termination and Confidentiality

• Termination: Maanvira may suspend or close a trade account for reasons including non-payment, repeated order cancellations, violation of sales policies (e.g. unauthorized resale), legal infractions, or misuse of our intellectual property. Accounts with prolonged inactivity (no orders for 12+ months) may be archived.
• Confidentiality: All wholesale pricing, discount tiers, and special terms are proprietary and must be kept confidential by the partner. Partners must not publicly disclose trade pricing or allow competitors to see them. Non-disclosure agreements (NDA) may be signed for co-marketing or custom projects.
• IP and Branding: Use of Maanvira trademarks, logos, and marketing materials by trade partners is only allowed with written permission. We will provide approved logos and brand guidelines for authorized promotions. Partners must not create their own claims or packaging that misrepresents Maanvira products.

Marketing, Co-op, and Training

• Marketing Support: We will supply partners with promotional assets: product images, descriptions, brochures, and banners. Co-op marketing funds (partial reimbursements for ads featuring Maanvira products) may be available for high-volume accounts, subject to approval.
• Sample Program: New partners may request product samples (at cost or complimentary) to evaluate and display before stocking (limit 1–2 units per SKU).
• Product Training: Periodic webinars or training calls will be offered to educate partners about product features and selling points. We will also provide a partner portal with FAQs and selling tips.
• Co-Branding: Joint promotions (e.g. social media campaigns) can be arranged for large accounts. For example, if a salon features Maanvira products, we may list them as “Approved Salon Partner” on our website.

Performance Metrics and Review

• Sales Targets: We may set informal sales milestones (e.g. quarterly or annual reorder volumes). Failure to meet expectations could trigger review or repricing. Conversely, exceeding targets could unlock extra discounts or sample credits.
• Account Reviews: Annually (or upon request), we will review each account’s performance, seeking feedback and verifying compliance. Continued collaboration is subject to mutual agreement.
• Key Metrics: We will monitor reorder frequency, average order size, sell-through rates (from partner reports), and any customer feedback. This helps ensure fair distribution and prevent gray-market diversion.

Legal Compliance and Liability Limits

• Product Compliance: All Maanvira products comply with Indian regulations (Drugs and Cosmetics Act, AYUSH guidelines, FSSAI where applicable). Partners must comply with any local laws (e.g. local shop licenses). We will not supply products that are banned in specific states.
• Warranty Disclaimer: Maanvira warrants its products against manufacturing defects. Liability for any claim is limited to product replacement or refund of the invoice value. Under no circumstances will we be liable for indirect or consequential damages (standard limitation clause).
• Force Majeure: Orders may be delayed beyond lead times due to natural disasters, strikes, or other events beyond our control. In such cases, we will communicate revised timelines promptly.
• Indemnification: Partners agree to indemnify Maanvira against any claims arising from misrepresentation of products, unauthorized ads, or violation of these policies.

Onboarding and Support

• Dedicated Contact: Trade partners will have a dedicated account manager or support email (e.g. trade@maanvirabotanics.com) for order assistance, technical issues, or escalations.
• Guides: We will provide an online trade partner handbook (PDF/HTML) covering ordering procedures, pricing rules, shipping guidelines, and promotional guidelines.
• Regular Updates: New product launches or formula changes will be communicated in advance to trade accounts, often with special introductory pricing.
• Support Channels: Multichannel support (email, phone, chat) during business hours will be available for trade customers. We may also set up a closed WhatsApp/Telegram group for urgent announcements.

Implementation Checklist (E-commerce Platform)

• UI/UX Elements:
  1. Trade Portal Landing: “Apply for Trade Account” page linked in footer/menu.
  2. Account Creation: After approval, show “Wholesale Prices” flag on products or a toggle for “Trade View”.
  3. Hidden Pricing: Product prices hidden to non-logged-out or non-approved users (display “Login to view price”).
  4. Quote/Order Tools: Provide “Quick Order Form” (tabular SKU entry) for bulk buyers.
  5. Notifications: Banners or pop-ups for trade deals (e.g. “Register for wholesale pricing – up to 30% off!”).
• Backend Fields:
  1. Customer fields for “Business Type”, “GSTIN”, “Company Name”, “Resale Certificate” (file upload), and “Sales Channel”.
  2. User role/group “Wholesale Customer” with assigned discount rules.
  3. Order fields to flag as “Trade Order”.
• Workflow Automation:
  1. Trigger: On application submission → send acknowledgment email (template 1).
  2. Trigger: On approval → send “Welcome to Trade Program” email (template 2) with login link and summary of benefits.
  3. Trigger: On order payment → send invoice email (tax invoice PDF).
  4. Trigger: 30 days after order shipped (if not paid) → send payment reminder.
  5. Trigger: On order cancellation by partner → send confirmation/cancellation policy.
• Email Templates (Examples):
  1. Application Received: “Thank you for applying to Maanvira Botanics’ Trade Program. We have received your application and will review your details within 2–3 business days. We will notify you once the review is complete.”
  2. Application Approved: “Congratulations! Your Maanvira Trade Account has been approved. You can now log in at [link] to access wholesale prices and place orders. Attached is a welcome guide with our trade terms and key contacts.”
  3. Order Confirmation: “We have received your order #XXXX. Your invoice is attached. Your order will ship by [date].”
  4. Invoice/Payment Reminder: “Payment Reminder: Invoice #XXXX for ₹Y,YYY is due on [date]. Please remit payment via [methods]. A late fee may apply after the due date.”
  5. Shipping Notification: “Good news! Your order #XXXX has shipped. Courier: [Name], Tracking # [#].”
  6. Defect Claim Response: “We apologize for the issue. We have processed your claim for invoice #XXXX. Replacement items will ship by [date]/Your account has been credited.”

Sample Trade Account Application Form (Fields)

• Company Name (Legal Entity)
• Trade Name / DBA (if any)
• Business Type: (e.g. Retail Shop, Salon, Spa, E-commerce, Clinic, Hospitality)
• Contact Person & Title: (Name, email, phone)
• Business Address: (Street, City, State, ZIP, Country)
• GSTIN (Goods & Services Tax Number)
• PAN (Company/Firm PAN) (for GST verification)
• Other Licenses: (Upload any relevant licenses, e.g. Shop Act, FSSAI, AYUSH Drug License)
• VAT/TIN (if applicable)
• Business Start Date:
• Annual Sales Estimate: (for Maanvira products)
• Website/Social Links: (URL to business website, online store, or Instagram/Facebook page)
• Business Description: (Brief about products/services offered)
• Intended Order Frequency: (e.g. Weekly, Monthly)
• Expected First Order Value: (Estimate)
• Agreement Checkbox: “I agree to the [Trade Terms & Conditions]” (link to T&C) and signature.

Upon submission, the applicant receives a confirmation. Our team then verifies the documents and either activates the account or requests clarifications.

Sample Terms & Conditions (Web-Ready Text)

Wholesale Terms & Conditions: By applying for a Maanvira Botanics trade account, the applicant (the “Buyer”) agrees to the following terms. Eligibility: Buyer is a legitimate business and has provided accurate business credentials (GSTIN, licenses). Misrepresentation may result in denial. Pricing: Buyer will receive wholesale discounts as published for their approved tier. Wholesale prices are confidential. Orders: All orders must meet the minimum value for the tier. Orders are final once processed. Payment: Payment in full is required as per the agreed terms (e.g. prepaid or Net 30). Late payments may incur interest at 1.5% per month. Shipping: Buyer bears shipping costs unless free-shipping thresholds are met. For export orders, Buyer is responsible for customs duties and compliance. Returns/Claims: Buyer must inspect products upon receipt. Damaged/defective items must be reported within 7 days. No returns for buyer’s remorse. Resale Restrictions: Buyer may resell Maanvira products only through approved channels (physical store or website). Selling on unauthorized marketplaces (eBay, Amazon, etc.) is prohibited. Termination: Maanvira may suspend or cancel Buyer’s account for breach of terms, non-payment, or misconduct. Confidentiality: Buyer will not disclose Maanvira Botanics trade pricing or proprietary information to third parties. Liability: Maanvira Botanics liability for any claim is limited to replacement of product or refund of purchase price. Jurisdiction: These terms are governed by Indian law, and any dispute will be settled under Maharashtra jurisdiction.
This text should be easily accessible (e.g. a “Terms & Conditions” page linked from the trade portal and application form).