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Who's we? We're the ecommerce experts both inside and outside of Shopify. Between our team, who spend all day immersed in the world of ecommerce (and who sometimes run stores themselves!) our squad of Shopify Experts, and our amazing customers, we have access to world-class expertise—and now you do too. So let's dig in and get to your questions, because they're good ones.
Question:
Our business is at the point where it is about to explode. How do you transition from a small shop (fulfilling orders from your basement) to fulfilling orders with major retailers too? What are the biggest pitfalls to watch for?
Answer:
First of all, congratulations! This is an undeniably big moment, and while it comes with a lot of change, and a lot of hard work, so did getting to this point—that's worth celebrating.
But OK, you're here now, and you're wondering about the hard work part of it. To help you out, we talked to Dan Fallak, a Shopify merchant who has scaled his multiple stores to huge success. His products and brands include Amazeballs™, Coasterly, Adulting FTW, and Woodposters, and he's taken those businesses from fulfilling orders by hand, all the way to selling in major, big-box retailers.
"There's so many things that change when you go from fulfilling orders yourself, in your own little space, to selling to independent stores, to dealing with big box chains," says Dan. And speaking of fulfilling orders, that's the first thing you'll need to get a handle on as you grow.Managing your (new) fulfillment process
There's a lot you need to know about working with big box stores, and working within their systems—but don't worry, they'll tell you about it. In detail.
"All big box stores have vendor manuals," says Dan. "These things are like 200 pages of guidelines on how they want to receive product, because these companies are getting product in from hundreds, if not thousands, of different vendors."
"When they get a shipment in they want it to all look the same no matter who it's from. They want the barcode printed and placed like one inch from the top right corner of every box so that when they get it they know exactly where the barcode is going to be."
Working within that framework is going to be a major change (and challenge) for anyone who's used to shipping and fulfilling orders themselves.
Start outsourcing
That's why Dan is a big advocate that if you're at the point of working with major retailers, it's time to bring in some professional fulfillment support.
"When I first realized I was going to be doing business with big box stores, I found a fulfillment center, an actual logistics warehouse, that had dealt with this vendor before, who knew their shipping guidelines, knew their manual, and I outsourced it to them."
As a business owner, Dan knows that you're already trying to manage every part of the business yourself, but as he puts it, "you already wear enough hats."
"You don't need to become the warehouse logistics expert as well. I found value in outsourcing this. I basically shipped all my goods to a logistics center and then gave them the instructions on where it's to go, when it was supposed to go, who it was going to, and then they did all the preparation for that shipment properly, so I wouldn't get any fees."
Um, fees?! Yeah, large retailers take their fulfillment process seriously, to the point that it will cost you if you're not compliant.
"If you don't meet their requirements you get dinged. You get fees taken off your invoice. Like, 'Oh, you put the label in the wrong spot? That's $200.'"
You'll save yourself a lot of time if you focus on your strengths, and don't try to become a logistics expert on top of everything you're already doing. And how should you find a fulfillment partner? Dan says it's all about the legwork.
"It's not hard to do a Google search to find warehouse and logistics or fulfillment centers. Then you just have to interview them and be like, 'Do you deal with big box store X, Y, Z?'"
Getting your legal stuff in order
It's not just your fulfillment process that needs to change as you grow. You'll also need to look into legal protections for yourself and your business that might not have been necessary as a smaller shop.
"I had to incorporate, because I wanted to separate the business from my personal life now that I'm being exposed to way more customers," says Dan. "If anything goes wrong, I don't want to be personally liable. Plus, once I realized I was getting way more exposure, I was like, 'Okay, I guess I better trademark the word 'Amazeballs™.' I'm going to want to own that."
It's not just your own protection you need to worry about anymore, either, so make sure you read the fine print.
"A lot of larger vendors will have specific requirements on how much business insurance you have. I had to up my business insurance, because they wanted a certain amount of coverage."
Managing your cashflow
Cashflow is always going to be a cornerstone of running your business, but it changes pretty drastically when you go from a small shop to working with big businesses.
"The other big thing to prepare for is the payment terms," says Dan. "A lot of these big box stores won't pay you for 60 days after receiving the shipment. Meanwhile, you've probably put out all your money 60 days before you deliver the product to them, so you're out that money for almost 120 days. Cashflow can be a challenge."
Plus, a big order is great for volume, but Dan cautions that you'll need to take another look at your numbers when you're handling large shipments.
"Once you're dealing with these big orders, they're great, but you have to output so much more because the volume's so much bigger. Your margins are smaller because you're dealing with a big box store, and you're not getting paid for longer. It's a different game."
Read more
- 8 Types of Ecommerce Business Models that Work in 2024
- Hit the Shelves- 6 Steps to Getting Your Products Into Retail Stores
- How To Sell Wholesale: Best Products and Marketplaces (2024)
- Commercial Insurance- What Is It, And Do You Need It For Your Ecommerce Store?
- What is Cash Flow Management + Template and Examples
- From Realtor to Retailer- How Strategic Financing Helped One Entrepreneur Scale Quickly
- Better Global Buying Experiences with Duties & Import Taxes at Checkout
- 20+ Small Business Lending Statistics You Need to Know
- What To Do When Customers Force Refunds and Chargebacks
- How to Create an Operational Plan You’ll Actually Use
Big Box Retailer FAQ
What is a big box retailer?
A big box retailer is a large-format chain store that stocks a high volume of products across many categories, typically with national or regional reach. Big-box retail stores fall into two main categories: general merchandise stores that sell a bit of everything, and specialty stores that sell items within a specific category. Either type buys in bulk from vendors and expects standardized packing, labeling, and delivery across every supplier it works with.
How do you get a product into a big box retailer?
Getting a product into a big box retailer usually starts with identifying the category buyer, then pitching them directly with a sales sheet, product samples, and sales data. Buyers want proof of demand, so building local sales history before approaching a chain strengthens the pitch. Buyers are busy people, and a meeting typically only lasts 30 to 45 minutes, so the pitch needs to be succinct and stand out. Trade shows and platforms that connect brands with retail buyers can also open the door.
Do you need a broker to sell to a big box retailer?
A broker isn't required to sell to a big box retailer, but one can make introductions easier since brokers are third-party companies that specialize in getting brands into retail stores, though they need to believe in the product before agreeing to represent it. Without a broker, businesses can still reach buyers through cold outreach or open call events retailers host for new vendors. A strong sales history and clear production capacity make either path more likely to succeed.
What are slotting fees at big box retailers?
Slotting fees are charges some big box retailers ask vendors to pay in exchange for guaranteed shelf space. Beyond the profit margins that are already razor-thin at this level of retail, big-box stores may ask companies to pay slotting fees to keep their items on the shelf. These fees are most common in food, beverage, and related categories. Demonstrating strong sell-through data and lowering stocking costs can help reduce what a retailer charges.
How much production capacity do you need for a big box retailer?
Production capacity needs to match a retailer's order volume before signing a deal, since big box chains expect full, on-time shipments across every location they stock. Buyers gauge whether a business can scale production before committing shelf space, and falling short on a first order can damage the relationship permanently. Building demand gradually through smaller retailers first helps a business confirm it can handle the jump in volume before pitching a major chain.
How long does it take to get accepted by a big box retailer?
There's no fixed timeline, and buyers rarely give an immediate answer after a pitch meeting. After a pitch, don't expect an immediate answer from a buyer — give it a few weeks and then follow up if you haven't heard anything. Decisions can take longer depending on category review cycles, seasonal buying windows, and how many other vendors are pitching similar products at the same time.
