What happens when a Shopify order arrives
A paid Shopify order becomes a draft invoice. Approving puts it on Dispatch; stock leaves when it is dispatched or Shopify fulfils it.
Where it is
- Shopify → Orders — Every Shopify order, its invoice, stock and tracking
- Orders desk — Approve new Shopify orders with everything else
- Dispatch
Settings for this
- Shopify → Settings → Order import — "Approve Shopify invoices automatically" (off by default)
- Integrations → Xero — "My Shopify store posts its own sales to Xero"
- Settings → Orders — Who is on duty for Shopify orders, alerts and daily emails
A paid Shopify order becomes a draft invoice in BuildTrack (and a deal), with the customer matched by their Shopify account or email, or created.
- The draft appears on the Orders desk. The Shopify → Orders tab shows a banner when orders are waiting, with Approve on the Orders desk.
- Approving the invoice puts the order on Dispatch and sends it to Xero, unless My Shopify store posts its own sales to Xero is ticked on Integrations → Xero. Approving does not move stock.
- Stock leaves when the goods do: when you dispatch here, or when the order is fulfilled in Shopify (BuildTrack takes the stock straight away if the invoice is approved, otherwise within 15 minutes).
- Dispatching here fulfils the order in Shopify with the tracking number, and Shopify emails the customer.
To skip the draft step, tick Approve Shopify invoices automatically under Shopify → Settings → Order import. It applies to new orders only. An order that can't be approved automatically is raised under Needs attention.
After the sale
- Refunds are recorded against the invoice automatically. Putting stock back is left to a person, because the goods may not have come back.
- An order cancelled in Shopify cancels its invoice if it's still a draft and no stock has left; otherwise it's raised for review.
- An order edited after invoicing rebuilds the draft invoice in place under the same condition; otherwise it's raised for review.
Check the totals
Invoice totals vs Shopify on the Orders tab: Check totals compares every invoice with its Shopify order, and Rebuild N fixes drafts that differ. Ones it can't fix are listed as needing a person.
The Stock column shows Consumed once stock has left, or Pending.