If you are a trade supplier, this article describes how you can manage Once accounts for your trade customers so they can easily sell your products using Once and their confirmed orders are emailed directly to you.  You can also use this if you manage multiple businesses where each has it's own address, logo etc.


Your trade customer only needs a tablet (or a PC) running Once Mobile. Everything is setup for them and they do not have to re-type orders into other formats or ordering systems.


  1.  Inform Once Support of your trade customers (also called retailers in this article) who will be using Once and the number of Once users in each trade account.
  2. Use Once Setup to create the new Once account data on your PC.
    Install the latest Once Setup if you have a version earlier than 3.4.
    Click here to download: Once Setup for a Windows PC
    Click here to download: Once Setup for an Apple Mac
    • In Once Setup, Settings, Local Settings, click this checkbox

      Click on the new tab that appears called Multiple accounts.
    • Your existing account is by default called "OnceData" (you can rename it).
      Click the + button to add an new once account. Instructions are in the dialog.
    • Fill in the details and let us know what account email you want for them. It can be an email in your system of a new email but it should have a name that relates to the new business.
    • You can either share your existing product and price data or select "New empty product set" so you can later copy in different product a price data.
    • After clicking OK, you can select the new account on the multiple account tab and switch to it.
      The selected account name will show at the top of Once Setup.
    • Don't try to upload this to the cloud until you have created the Once account in the cloud in the next step.

  3. Create the new Once Account in the cloud.
    (This step is not required if you are only using multiple accounts to create a new catalogue. It is only needed if managing another Once business account)>

    Make sure the Settings dialog is closed then press Control  Y on the keyboard, (control and Y key pressed at the same time). On a Mac press both Command Key and Y.  This will display the following to enable you to create a new Once account in the cloud,
    You can set the "Email for receiving orders" to one of your emails so you receive his quotes directly or to a customer email (you can change this later). Also see below
    Click OK to save.
  4. Emails for receiving orders.
    you need an email address that you manage to receive the retailer's order and quotes. This can be an email in your current business email domain or you can setup a new email such as in gmail.

    You can also setup a forwarding rule so that the retailer is forwarded a copy of all emails. You may also choose to create email rules to separate confirmed orders from quotes, perhaps discarding the quotes and moving the confirmed orders to a folder or another email address. The email rules can be based on the subject line or the sender.

  5. Change other account details:
    • Edit the quote template in the usual way for the new account to set address, logo, VAT number etc.
    • From the Settings, Mobile settings, set the "Reply-To" address to the retailer's email so replies from their customers are sent to the retailer.  They can also set this on their tablet from the Once Mobile settings screen.
  6. Adding Products and Pricing to the new account.
    • Switch back to your account from the Settings, Multiple accounts. Close the Settings dialog and from the File Menu, select Export Catalogue.. then save it as a file. Check the Exclude % price changes and uncheck "Include account settings..."
    • Switch back to the new account and then Import the saved catalogue file (File menu, Import...). You can then select what products you want to import.
    • Adjust the retailers product and mark-ups to arrive at the selling prices (the price adjuster tool allows you to change multiple products at the same time).
    • Upload the data to the cloud by clicking the cloud button or select the Tools menus for uploading just setting.
  7. On a retailer's tablet, install Once mobile and on the Settings screen enter their Once account email and user ID you created then tap "check for new data".

  8. Billing: For each Once Mobile user, you need to add a Once subscription on the Once Account Subscriptions page.
    It would also be possible to create Once accounts for each retailer where they enter their own payment details but this reduces the advantage of them having everything managed by their supplier.


As always - please contact Once Support for any assistance you need setting this up.