Get product details from suppliers.

Materials, certificates, repair and recycling details often sit with the factory or wholesaler. Suppliers in productpasses.com help you ask for exactly what is missing, keep track of who still owes you what, and follow up without writing the same email twice. It is optional: you can always fill in everything yourself, and suppliers are never shown on your public passports.

Choose how you work with each supplier

When you add a supplier (Add supplier on the Suppliers page), you pick one of three ways of working. You can change it later.

You contact them: You email or call them yourself. We keep the list of what you still need from them and give you a ready-made request to copy. Nothing is sent from us.
We email them: We email them what is missing, in your name. They reply to your inbox and you fill it in. No account for them.
They fill it in online: They get a free supplier login and fill the details in themselves. Nothing goes public until you approve it.

Supplier seats on your plan are used only by suppliers we email or invite to the portal. Suppliers you contact yourself don't use a seat.

Reminders you choose per supplier

Reminders are off until you pick a plan. You choose it when you add the supplier, and you can change it on their page at any time, along with their usual reply time (the due date new requests get).

Off: No automatic reminders. You can still send one by hand. If a request is 14 days past its due date, we tell you once.
Light: At most 2 reminders per request: 2 days before the due date and the day after it passes. Without a due date: after 2 and 4 weeks. Then we stop and tell you.
Standard: At most 3 reminders per request: 3 days before the due date, the day after it passes, and a week later. Without a due date: once a week, three times. Then we stop and tell you.
Firm: At most 5 reminders per request: 5 days before the due date, the day after it passes, then every 3 days. Without a due date: every 3 days, five times. Then we stop and tell you.

One email per supplier lists everything open for them — never one email per product.
Reminders go out on weekday mornings only, never at weekends, and never twice within two days.
You can pause a supplier until a date, or send one reminder by hand (at most once a day) with a personal line.
Each supplier page shows the exact dates of the next reminders and lets you see the email they would get.

Ask for information

Open the supplier and choose Ask for information (or Ask supplier in a product).
Pick products. The list starts with that supplier's products that have gaps; “Select all” works for thousands.
Choose Only what is missing: each product is asked only for its empty fields and AI drafts you haven't checked, and the request closes by itself once those are filled, whoever fills them. Or ask them to provide or confirm specific fields.
Set the due date and an optional message. The page tells you exactly what will be sent before you save.

Asking again updates the open request instead of creating a duplicate. Products that already have everything are skipped and counted.

What your supplier receives

Emails come from “Your brand via productpasses.com”, and replies go to your own inbox. The subject and the first line say how urgent it is in plain words: “Due in 3 days”, “Overdue by 5 days”, “Last reminder”. Every product row says what is needed and by when. For large requests the full list is attached as a spreadsheet.

Every email has two links that work without an account: Need more time? (the supplier picks a new date, up to 30 days ahead, at most twice per request) and Not the right person, or don't have this?. Reminders also offer a one-click way to stop automatic reminders from you. You are told about each of these.

Suppliers on the portal sign in, see only the products you asked about (never your other products, billing or settings), fill in the fields and send them to you. Nothing reaches the passport until you approve it on the To review tab of the Suppliers page. If you ask for changes, they get your reason and reminders start again.

Materials tables, certificates and spreadsheets

Besides text, you can ask for a materials table: one row per part with its material, share and country of origin. When you approve, it becomes the product's materials table. Suppliers can also attach links to certificates or test reports; approved links are kept with the product as evidence and are not shown publicly unless you choose to.

Big email requests come with the full list as a spreadsheet. If a supplier fills it in and sends it back, open their page and use Import their spreadsheet: every filled row becomes a proposal under To review, next to what the passport says now.

You can add up to five extra contacts per supplier who get a copy of each email. If the main address bounces, we stop emailing it and tell you; saving a corrected address starts again.

When a supplier doesn't reply

After the last reminder of their plan there is one more quiet interval. Then the request is marked Not responding, automatic reminders stop and you are told. Their page offers the next steps: start reminders again, contact them yourself with a ready-made request text, ask another supplier, or fill the details in yourself. With reminders off, you are told once when a request is 14 days late.

Portal invites get two automatic follow-ups (after 3 and 7 days). If the invite still isn't accepted, you are told so you can check the address or call them.

Which products come from which supplier

Add the brands a supplier sells. Products whose Brand matches (Shopify fills it from the product's vendor) are suggested for that supplier on the Brands tab of the Suppliers page. Nothing is linked until you confirm it: a whole brand at once, product by product, or every brand that has only one possible supplier in one click.

One brand can be bought from several suppliers, and a product can come from more than one. A brand with several suppliers is never decided for you. Dismissed suggestions are not offered again, and brands you handle yourself can be marked as such.

Staying on top of it

The Suppliers page shows what needs you (details to review, no reply, can't help, invites, matches to confirm), each supplier's status and next step, typical reply time and how often suppliers reply by the due date. The Supplier updates email setting sends at most one summary a day, only when something happened.

Open Suppliers · All guides