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Proving Authenticity as a Supplier — Help Center — WholesaleUp™

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Proving Authenticity as a Supplier

Branded-goods suppliers on WholesaleUp™ must be able to prove authenticity on request — via a sanitized invoice or a direct Letter of Authorization. Covers the two accepted proof types, what can be redacted, carve-outs for Brand Owners and unbranded sellers, and the audit workflow.

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6 min read

Proving Authenticity as a Supplier

If you list branded goods on WholesaleUp™, you must be able to prove authenticity on request. This is a platform requirement — not an optional extra. This guide explains what counts as valid proof, what can be redacted, and how the carve-outs work for Brand Owners and unbranded / own-brand sellers.

Why we require this. Buyers on WholesaleUp™ use sanitized invoices to get ungated in restricted Amazon categories, to defend against customs seizure on branded imports, and to protect themselves from counterfeit-related civil liability. A directory where every branded listing is traceable is a directory buyers can trust — and trust converts to orders.

Two accepted forms of proof

Sanitized invoice

An invoice from an authorized upstream source — the brand itself, an authorized distributor, or an authorized wholesaler — that traces the branded stock back to the brand. Pricing and your own upstream source can be redacted to protect commercial terms. SKU, brand name, quantities, and the chain of ownership must remain visible.

Letter of Authorization (LOA)

A direct written authorization from the brand confirming you are permitted to sell and distribute the branded stock. Usually issued on the brand's letterhead, dated, and signed by an authorized representative. An LOA from a distributor is not the same thing — it must come from the brand.

When you don’t need a sanitized invoice or LOA

Brand Owners self-authorize

If your supplier type is Brand Owner, you authorize yourself by virtue of owning the brand. You do NOT need an LOA or sanitized invoice. Your company registration plus the brand's trademark record is sufficient proof. Make sure the trademark is held by the same legal entity as your WholesaleUp™ account — mismatches are flagged during verification.

Manufacturer / Private Label / White Label / Artisan

If you produce unbranded or own-brand goods, you can substitute manufacturing paperwork in place of a sanitized invoice or LOA. Accepted examples: production invoices from your factory, component-sourcing records, factory audit certifications, or CE / UKCA / FDA registration numbers. The goal is the same — show a credible paper trail from raw materials to finished stock.

Not sure which supplier type applies? See the supplier-type definitions.

What to keep vs. what can be redacted

Field	Keep visible	Can redact
Brand name		—
SKU / product code		—
Quantities		—
Issuing party name (your upstream supplier or brand)		—
Invoice date + number		—
Chain of ownership (who sold to whom)		—
Unit pricing	—
Total invoice amount	—
Your upstream source's full contact details	—
Any internal account numbers	—

Amazon’s ungating team rejects invoices where brand name, SKU, quantities, or the chain of ownership have been masked. Over-redaction wastes both your buyer’s and your own time.

A five-step workflow

Set the field on your Supplier Profile

Open Dashboard → Supplier Profile and set the Sanitized Invoices field to “Available”, “On Request”, or “Unavailable”. The default becomes the value on every new deal unless overridden per-deal. Be honest — buyers and Amazon sellers use this filter to decide whether to contact you.

Keep a template ready

Prepare a sanitized-invoice template or a brand-issued LOA copy in advance so you can respond to buyer requests within 24 hours. Fast responses significantly lift enquiry-to-order conversion.

Send proof only to verified buyers

WholesaleUp™ buyers are tier-gated — Premium and Premium+ viewers have full contact access. Request a signed NDA if your upstream relationships are commercially sensitive; most buyers will sign.

Redact carefully — keep what must be kept

Amazon won't accept an invoice where brand name, SKU, quantities, or chain of ownership have been masked. Pricing and your upstream contact details can be blacked out; the rest must remain legible.

Respond to audit requests promptly

WholesaleUp™ may re-request proof at any time if buyer complaints, internal signal audits, or brand notices flag a listing. A 72-hour SLA applies to these platform audit requests (distinct from the 24-hour response target to buyers in step 2); suppliers who cannot or will not produce proof are removed from the directory.

What happens if you can’t produce proof

Your listing is removed from the directory — immediately for the affected branded products, directory-wide if the issue recurs.

Any active enquiries are flagged to the buyer with a platform notice.

Supplier Pro members forfeit the prorated balance for the remainder of the billing period, and the Verified badge is revoked.

Rights-holder brands may be notified where a listing suggests trademark infringement or unauthorized distribution.

When in doubt, ask before listing

If a branded product in your catalog sits in a grey area — parallel imports, overstock bought through a broker, or stock without a clear paper trail — contact support before listing. It’s faster and cheaper than removing a listing after the fact.

Related Guides

Related FAQ

Branded-goods authenticity policy

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6 min read

Proving Authenticity as a Supplier

Two accepted forms of proof

Sanitized invoice

Letter of Authorization (LOA)

When you don’t need a sanitized invoice or LOA

Brand Owners self-authorize

Manufacturer / Private Label / White Label / Artisan

Not sure which supplier type applies? See the supplier-type definitions.

What to keep vs. what can be redacted

Field	Keep visible	Can redact
Brand name		—
SKU / product code		—
Quantities		—
Issuing party name (your upstream supplier or brand)		—
Invoice date + number		—
Chain of ownership (who sold to whom)		—
Unit pricing	—
Total invoice amount	—
Your upstream source's full contact details	—
Any internal account numbers	—

Amazon’s ungating team rejects invoices where brand name, SKU, quantities, or the chain of ownership have been masked. Over-redaction wastes both your buyer’s and your own time.

A five-step workflow

Set the field on your Supplier Profile

Keep a template ready

Prepare a sanitized-invoice template or a brand-issued LOA copy in advance so you can respond to buyer requests within 24 hours. Fast responses significantly lift enquiry-to-order conversion.

Send proof only to verified buyers

WholesaleUp™ buyers are tier-gated — Premium and Premium+ viewers have full contact access. Request a signed NDA if your upstream relationships are commercially sensitive; most buyers will sign.

Redact carefully — keep what must be kept

Amazon won't accept an invoice where brand name, SKU, quantities, or chain of ownership have been masked. Pricing and your upstream contact details can be blacked out; the rest must remain legible.

Respond to audit requests promptly

What happens if you can’t produce proof

Your listing is removed from the directory — immediately for the affected branded products, directory-wide if the issue recurs.

Any active enquiries are flagged to the buyer with a platform notice.

Supplier Pro members forfeit the prorated balance for the remainder of the billing period, and the Verified badge is revoked.

Rights-holder brands may be notified where a listing suggests trademark infringement or unauthorized distribution.

When in doubt, ask before listing

Related Guides

Related FAQ

Branded-goods authenticity policy

Ask anything · Instant

Still have questions?

Ask our AI assistant for an instant answer — or reach the support team directly.

Prefer a person? Contact the support team

Proving Authenticity as a Supplier

Ready to Increase YourReseller Profits?

Proving Authenticity as a Supplier

Proving Authenticity as a Supplier

Two accepted forms of proof

Sanitized invoice

Letter of Authorization (LOA)

When you don’t need a sanitized invoice or LOA

Brand Owners self-authorize

Manufacturer / Private Label / White Label / Artisan

What to keep vs. what can be redacted

A five-step workflow

Set the field on your Supplier Profile

Keep a template ready

Send proof only to verified buyers

Redact carefully — keep what must be kept

Respond to audit requests promptly

What happens if you can’t produce proof

When in doubt, ask before listing

Still have questions?

Ready to Increase YourReseller Profits?

Proving Authenticity as a Supplier

Two accepted forms of proof

Sanitized invoice

Letter of Authorization (LOA)

When you don’t need a sanitized invoice or LOA

Brand Owners self-authorize

Manufacturer / Private Label / White Label / Artisan

What to keep vs. what can be redacted

A five-step workflow

Set the field on your Supplier Profile

Keep a template ready

Send proof only to verified buyers

Redact carefully — keep what must be kept

Respond to audit requests promptly

What happens if you can’t produce proof

When in doubt, ask before listing

Still have questions?

Ready to Increase Your
Reseller Profits?

Ready to Increase Your
Reseller Profits?