Use the Send Equipment flow to ship laptops, peripherals, monitors, phones, and kits from the allwhere catalog to one or more recipients. The v2 experience streamlines the workflow into four steps: pick a country and recipient, build a cart, review the order, and confirm shipping.
What's new in v2
We've made improvements to how you source and send equipment across regions:
- Country-based filtering — pick the destination country first; the catalog only shows products that can actually ship there, so you never add an item that fails at checkout
- Clearer CTO visibility — Custom-to-Order items are flagged on the product card, in the cart, and again at checkout with a 4–6+ week lead time warning, so there are no fulfillment surprises
Coming soon
- Build your own catalog — curate a custom procurement catalog scoped to your org's standards
- Live stock levels — see in-stock counts at the SKU level so you know what ships fast vs. what's CTO
Before you start
- Confirm the recipient's destination country
- Have the recipient's work or personal email available (or use Request Address to let the recipient supply it)
- Know the budget owner / billing reference if your org requires one
Step 1 — Open Send Equipment
- Sign in to your allwhere store
- Click Send equipment from the home screen
Step 2 — Choose the destination and recipient
- Select the Shipping country (catalog availability is filtered by country)
- Use Search employees to find the recipient, or click + New employee to add one
- Tick the checkbox next to the recipient
- Multiple recipients can be selected for a single order
- Click Continue to marketplace
The footer shows a running count of selected employees (e.g. "1 employee selected"). Some employees may be selected but not visible in the table.
Step 3 — Build the cart
Filter and search
- The catalog header shows the active destination country flag — every product on the page is shippable to that country
- Categories sidebar narrows the list: View All, Kits, Laptops, Peripherals & Accessories, Monitors, Tablets, Phones, Devices
- Search by product name matches against the SKU title (e.g. model, color, configuration)
- Combine filters — pick a category and search within it
- Item count updates live (e.g. "All Products — 101 items")
- Need a different country? Use Back to recipients and change the shipping country; the catalog refilters automatically
Read the product card
- Each card shows: SKU, MPN, color, memory, storage, keyboard, lead time, and price
- Show more expands additional specs
- Lead time badges:
- Green dot — in stock, fast fulfillment
- Purple dot 4–6+ Weeks — Custom-to-Order (CTO), not held in inventory; built or sourced on demand
- Click the info icon next to the lead time for a fuller explanation
- Click Add to Cart
- A confirmation modal shows item details, quantity, unit price, and total
- Adjust quantity if needed
- Custom-to-Order items show an inline warning about extended fulfillment time
- Choose Continue shopping to add more items, or Add Item and Checkout to proceed
Step 4 — Review order
The Review Order screen has three numbered sections that must each be completed before submission.
4a. Order Items
- Verify each line item, quantity, and price
- Use the trash icon to remove items
- Set Preferences:
- Color substitution — Yes/No: approve a color change if the selected color is unavailable
- Lead time approval — Yes (approve 6-week wait) / No, please reach out with alternatives
4b. Recipient(s)
- For each recipient, choose a Contact email:
- Work email
- Personal email
- Request from recipient
- For each recipient, choose a Shipping Address:
- Use existing address on file
- Request address — sends the recipient an address confirmation form (recommended for the most accurate delivery)
- If you need to remove a recipient, the total quantity of items purchased will update to match the new quantity of recipients.
- Click Continue
4c. Shipping & Processing
- Pick a shipping type:
- Standard shipping — earliest est. delivery shown in green
- 2 Day shipping
- Overnight shipping
- Each option shows the earliest estimated delivery date and notes "Estimate includes 24hr processing"
- Pricing varies by destination and is finalized after submission
Order summary (right rail)
- Requested shipping country
- Subtotal (est)
- Service fee (est)
- Shipping — listed as "Pending" until carrier rate is locked
- Tax
- Total (est, excl. shipping)
- Optional: Add Billing references (PO number, cost center)
- Optional: Add order notes for the operations team
Step 5 — Submit
- Click Submit order when all three sections show a green check
- A confirmation modal appears with:
- Order number (format:
#NNNNN-N-ORG) - Email confirmation notice
- Progress tracker: Created → Pending Recipient Response → Preparing order → Quote in progress → +3 → Complete
- Order number (format:
- Click Go to orders to track the order in your dashboard
What happens next
- If you selected Request address, the recipient receives an email to confirm their address — the order pauses at Pending Recipient Response until they respond
- Once the address is confirmed, the order moves to Preparing order and Quote in progress for final pricing including shipping
- You receive email updates at each status change
- Final invoice is issued when the order reaches Complete
Tips
- Custom-to-Order items add 4–6+ weeks; warn the recipient in advance
- Approving color substitutions reduces the chance of a "no, please reach out" stall
- Use Request address when the recipient's address on file is older than 6 months or unconfirmed
- Add a billing reference at checkout — it cannot be added after submission without contacting support
- The "Update available" banner means a newer build of the app is live; click Update now to refresh
Troubleshooting
- No products in the catalog — check the shipping country; some SKUs are region-locked
- Cannot click Submit order — one of the three sections is incomplete (look for missing green checks)
- Shipping shows "Pending" — final shipping cost is confirmed after the order is placed; the estimated total excludes it
- Recipient not in the list — click + New employee to add them, or contact your HR admin to sync your HRIS
Need help?
- Click Contact Support in the help menu
- Reference the order number when contacting support