4. Shopify orders
A paid Shopify order arrives by itself as a draft invoice. Approve it, send it (or fulfil it in Shopify) and BuildTrack keeps stock and Shopify in step.
Where it is
- Orders desk → Shopify
- Integrations → Shopify — Health, Needs attention, catalogue and settings
Settings for this
- Settings → Orders — Intake health and who’s on duty for Shopify orders
- Integrations → Xero — Sync options: whether Shopify posts its own sales to Xero
Who this is for: whoever handles online orders, and the warehouse.
Where it starts
In Shopify. When a customer pays, BuildTrack receives the order within seconds. As a safety net, BuildTrack also asks Shopify every 15 minutes for anything it missed.
What happens by itself
- A paid order becomes a draft invoice, marked Paid. It carries the customer (found by email, or created), the lines, discounts, GST, shipping and the payment.
- An unpaid order waits. Its invoice is made once Shopify says it's paid.
- Each line is matched to your product by SKU. A SKU you don't have comes in as a line with no product, and appears under Needs attention as "SKU not in BuildTrack".
- If Approve Shopify invoices automatically is on (Integrations › Shopify › Settings › Order import), the invoice is approved as it arrives and goes straight to step 2.
Step by step
- Approve it. On the Orders desk it shows New · Approve the invoice. Press Approve in the panel. With more than one waiting, the banner "n Shopify orders are paid and waiting to be approved" has Approve all. Approving sends it to Xero, unless you've ticked My Shopify store posts its own sales to Xero (Integrations › Xero › Sync options). It doesn't move stock.
- Send it, one of two ways.
- From BuildTrack: press Pick it to open it on the Dispatch board. Pick it, then press Book freight: Get freight options, choose a rate and Book this rate (or Send to Interparcel ↗). Then Dispatch goods, or Print label & dispatch in one go once it's fully picked. Stock leaves, Shopify marks the order fulfilled with the tracking, and Shopify emails the customer.
- From Shopify: if you fulfil the order in Shopify instead, BuildTrack records it within 15 minutes: the goods are marked gone and the stock is taken. The desk shows Shipped in Shopify until then.
- That's it. The invoice was paid in Shopify, so there's no payment to record.
What you'll see on the Orders desk
| When | Stage | Next step | Whose move |
|---|---|---|---|
| Paid, invoice is a draft | New | Approve the invoice | Us |
| Paid, but no invoice was built | New | Fix the import | Us |
| Approved | Ready | Pick & pack | Us |
| Picked | Ready | Dispatch | Us |
| Fulfilled in Shopify, being recorded | Out | Shipped in Shopify | (automatic) |
| Part of it sent | Out | Send the rest | Us |
When something changes in Shopify
These all land under Integrations › Shopify › Health › Needs attention. Each card says what to do in its Fix line; press Mark resolved when done.
- Refunded: the refund is recorded on the invoice by itself. If Shopify restocked the items, you'll be asked to put the stock back only if the goods actually came back.
- Cancelled: a draft invoice is cancelled by itself. Anything further along shows the red Cancelled in Shopify flag; credit or cancel the invoice by hand.
- Edited after invoicing: amend the invoice to match.
- SKU not in BuildTrack: press Open mapping, or bring the product in from Catalogue › Bring in.
Nothing goes missing
Settings › Orders › Intake health shows the last Shopify order and that the Missed-order check ran recently. If the check stops for two hours, or a busy store goes much quieter than usual, owners and admins get a bell.
Partly paid orders (a deposit taken in Shopify) don't get an invoice by themselves. They show as Fix the import. Raise the invoice by hand once you know how it's being paid.
Where it ends
Gone (from here or from Shopify): the order drops off the desk.
Lesson 4 of 10 in Orders, start to finish. Previous: 3. When stock is short: purchase orders. Next: 5. Dealer portal orders.