1. Getting Started
How to Access the Portal
The Hydrofire B2B portal is available on all devices:
Accepting Your Invite
Access to the portal is by invitation only. When your Hydrofire account manager sets up your account, you will receive an email with the subject "You have been invited to the Hydrofire B2B Portal". If your contact number is on file, you will also receive a WhatsApp message with the same invite link.
- Open the email and click the Accept Invitation link.
- Set your password — choose a secure password of at least 8 characters and confirm it.
- Sign in — you will be taken directly to the portal once your password is saved.
Signing In
Go to b2b.hydrofire.co.za and enter your email address and password. Click Sign In.
Forgot Your Password?
- Click "Forgot password?" on the sign-in page.
- Enter your email address and click Send.
- Check your email for a password reset link and follow the instructions.
Getting Help
The Support button in the top bar lets you contact Hydrofire directly at any time. Click it to send a message to the Hydrofire team, who will follow up with you.
Selecting Your Location
The first time you sign in you will be asked to select your branch. This controls which warehouse's stock levels are displayed on the catalogue. You can change it at any time by clicking the location button in the top bar.
| Location | Branch | |---|---| | Cape Town | Hydrofire Cape Town warehouse | | Johannesburg | Hydrofire Johannesburg warehouse |2. Browsing the Catalogue
Category Tabs
Products are organised into categories shown as tabs below the top bar. Click any tab to browse that category. Only categories relevant to your account are shown.
Searching
Use the search bar at the top of the page to find products by name or SKU code. Results appear instantly as you type. To clear the search and return to the full catalogue, delete the text in the search bar.
Product Cards
Each product shows:
- Product name and SKU
- Your price (exclusive of VAT) — your account's pricing tier is applied automatically
- RRP — the recommended retail price where applicable
- Stock status — based on your selected location
Products with Multiple Options
Some products come in multiple variants (e.g. different sizes or colours). These show a View Options button instead of Add to Cart. Click it to see all variants and choose the one you want.
Specials
Current promotional products are highlighted with a special banner at the top of the catalogue and marked on their product cards. The saving amount is shown on the card.
Out of Stock
Products that are out of stock at your selected location remain visible in the catalogue with an Out of Stock badge and cannot be added to your cart. Contact your Hydrofire account manager to check availability or expected restock date.
3. Your Cart
Click the cart icon in the top-right corner to open your cart at any time. The number on the icon shows how many items are in your cart.
Adding Items
Click Add to Cart on any product card. The quantity defaults to 1. You can adjust quantities inside the cart drawer.
Managing Your Cart
- Change quantity — use the + and − buttons next to each item
- Remove an item — click the × next to the item
- Clear all — click Clear All at the top of the cart to start fresh
- Use a template — if your cart is empty, click Use Template to load a saved order (see SKU Templates)
Proceeding to Checkout
When you are ready to place your order, click Checkout at the bottom of the cart drawer.
4. SKU Templates
SKU Templates let you save a list of products and quantities that you order regularly. Instead of searching for the same products every time, you load a template to populate your cart instantly.
Creating a Template
- Open SKU Templates from the account menu (top right).
- Click "New Template" and give it a name (e.g. "Monthly Restock").
- Add SKUs — type a SKU code and quantity, then click Add. Repeat for each product.
- Save the template when done.
Using a Template
- Open your cart (it must be empty) and click Use Template, or go to SKU Templates in the account menu.
- Select the template you want to use.
- The products and quantities from the template are loaded into your cart.
- Adjust quantities if needed, then proceed to checkout as normal.
5. Placing an Order
After clicking Checkout from your cart, the checkout page opens.
1. Delivery Address
Select a saved delivery address from the dropdown, or enter a new one. New addresses can be saved to your account for future use (see My Account).
2. Payment
Depending on your account setup, you will see one or more payment options:
| Option | How it works |
|---|---|
| Account / Credit Terms | The order is placed on your account and invoiced according to your payment terms. No upfront payment required. |
| Pay Now (PayFast) | You are redirected to PayFast to pay by card or EFT before the order is confirmed. |
3. Submit Your Order
Review your order summary and click Place Order. You will receive a confirmation and your order will appear in My Orders.
Order & Dispatch Notifications
All order and dispatch notifications — including confirmation, ready for collection, and courier updates — are sent to the email address of the person who placed the order. If a team member places an order on behalf of the account, notifications go to their email, not the main account email.
6. Offline Quotes
An offline quote lets you build a list of products and prices without placing an actual order. It is useful when you need internal approval before ordering, or when you want to share pricing with a customer. Offline quotes are available to all portal users, including view-only accounts.
Saving a Quote
- Add items to your cart as normal.
- Open the cart and click Save as Quote.
- Enter a name (optional, e.g. "May Proposal") and confirm. A quote reference is generated automatically (e.g. OQ-260603-0001).
Viewing Your Quotes
Open My Orders from the account menu and click the Offline Quotes tab. Each quote shows its reference, name, date, item count, total, and status.
Quote Statuses
| Status | Meaning |
|---|---|
| Open | Quote is active and can be edited, printed, or converted |
| Converted | Quote has been placed as an online order — the SO number is shown for cross-reference |
| Cancelled | Quote was cancelled and is no longer active |
Actions
- Print — opens a printable PDF of the quote showing your pricing, line items, and VAT breakdown. Available on all quotes regardless of status.
- Edit — loads the quote lines back into your cart so you can change quantities or add/remove items, then re-save. Only available on Open quotes.
- Convert — loads the quote into your cart and takes you to checkout to place it as a real order. Once the order is placed the quote is marked Converted and the SO number is recorded. Only available to users with order permission.
- Copy — creates a new Open quote with the same lines. Useful for reusing a converted or cancelled quote as a starting point.
- Cancel — marks the quote as Cancelled. This cannot be undone, but you can Copy a cancelled quote if needed.
7. My Orders
Open My Orders from the account menu to view all orders placed through the portal.
Order List
Each row shows the order date, SO number, total value, payment status, and fulfilment status. Click any row to expand it and see the individual line items.
Order Statuses
| Status | Meaning |
|---|---|
| Processing | Order received and being prepared |
| Dispatched | Order has left the warehouse |
| Delivered | Order has been delivered or collected |
| Quote | Order submitted as a quote (e.g. credit hold) — awaiting approval |
Tracking
Once an order has been dispatched, tracking information will appear when you expand the order row.
Downloading an Order PDF
Expand any order row and click Download PDF to save or print the order details.
8. My Invoices
Open My Invoices from the account menu to view all invoices on your account.
The invoices list shows each invoice's number, date, due date, and amount. Your full invoice history is available here.
Downloading an Invoice
Click Download PDF next to any invoice to save it to your device. You can print it or send it to your accounts department from there.
9. My Credit Notes
Open My Credit Notes from the account menu to view all credit notes issued to your account. Credit notes are issued when goods are returned, an order is adjusted, or a pricing correction is made.
Credit Notes List
Each row shows:
- Credit Note # — the credit note reference number
- Invoice # — the invoice the credit note relates to
- Order # — the original sales order number
- Date — the date the credit note was issued
- Amount — the total value of the credit note
- Balance — the remaining unallocated amount
- Status — whether the credit note has been fully applied
Status
| Status | Meaning |
|---|---|
| Unallocated | The credit note has not yet been fully applied to an invoice — a balance remains |
| Allocated | The full credit note amount has been applied and no balance remains |
Refreshing Allocation Status
Click Refresh Status to update the balance and allocation status for all your credit notes. The list stays visible while the update runs — only the Balance and Status columns change.
Downloading a Credit Note PDF
Click PDF next to any credit note to download it. You can save or print it for your records.
10. My Account
Open My Account from the account menu (top right). This section has four tabs.
Details
View your company name, account email, and Cin7 account information. Contact your Hydrofire account manager to update company details.
Click Change Password to update your password at any time.
Addresses
Manage your saved delivery addresses. These appear in the dropdown during checkout.
- Add address — click the + button, fill in the address details, and save.
- Edit address — click the pencil icon on any saved address.
- Delete address — click the trash icon. A confirmation will appear before it is removed.
Contacts (Team Members)
The Contacts tab shows all contacts linked to your company in Cin7. You can invite individual contacts to have their own portal login so multiple people at your company can access the portal.
- Find the contact in the Contacts tab list.
- Click "Invite to Portal" next to their name.
- Choose an access level:
- View Only — the contact can browse the catalogue and view orders and invoices, but cannot place orders. This is the default.
- Can Place Orders — the contact can browse and place orders on behalf of your account.
- Click Send Invite — the contact will receive an email to set their own password.
The Team tab shows everyone at your company who currently has portal access:
| Status | Meaning |
|---|---|
| Active | This person has accepted their invite and can log in |
| Pending | An invite has been sent but not yet accepted — click Resend if needed |
11. Troubleshooting
| Problem | What to do |
|---|---|
| I did not receive my invite email | Check your spam / junk folder. If it is not there, contact your Hydrofire account manager to resend. |
| My invite link says it has expired | Contact your Hydrofire account manager — they will send a new invite. |
| I forgot my password | Use the Forgot password? link on the sign-in page. |
| A product I'm looking for isn't showing | Check that it isn't filtered out by your current category or search. Out-of-stock products remain visible with an Out of Stock badge — contact your account manager to check availability or restock date. |
| My order was submitted as a quote | Your account may be on credit hold. Contact your account manager to resolve. |
| An invoice is missing or incorrect | Contact your Hydrofire account manager — invoice data comes directly from your Cin7 account. |
| A credit note is not showing | Credit notes from December 2025 onwards are shown. If a recent credit note is missing, click Refresh Status or contact your account manager. |
| Credit note balance looks wrong | Click Refresh Status — this fetches the latest allocation data from our accounting system. |
| I cannot see certain products | Your account is set up for specific product categories. Contact your account manager if you believe a category is missing. |
For all other queries, contact your Hydrofire account manager directly.