Still Moving Shopee and Shopify Orders into Your Warehouse System One by One?
You have a store on Shopee and a website on Shopify.
Orders come in from both, but your warehouse uses a separate fulfilment system. So every day you repeat the same routine:
- Open the Shopee and Shopify admin panels and export the orders waiting to ship
- Reformat them and import them into the warehouse system
- After shipping, paste the tracking numbers back into each platform one by one
At a few dozen orders a day, you might manage.
As volume grows, the real problem is no longer that it is tiring, but that orders get missed, get duplicated, or the statuses on each side stop matching.
Three places manual order transfers go wrong
1. The same order ships twice
The data is imported twice, the warehouse processes it as given, and a second parcel goes out. What went out is your stock.
2. The parcel has shipped, but the platform still says it hasn't
A tracking number was never pasted back, the customer can't see any progress, and customer-service messages arrive right away.
3. Cancellations and address changes don't sync in time
The buyer cancels or changes the address on the platform, while the warehouse is already picking and packing.
None of these errors raises a warning. Usually the customer or the warehouse notices first.
Want to automate? Answer these four questions first
Sending orders to the warehouse automatically and writing shipment details back to the platforms can be planned technically. But the answers to these four questions can change the amount of work several times over.
1. Which warehouse system do you use?
This is the most important question.
If the system has an API, integration can be assessed directly; if it only supports Excel or CSV import and export, you need extra scheduling, formatting and error checks; if it offers no integration at all, you first need to ask the vendor what they can provide.
Giving us the system name or its integration documents saves several rounds of back-and-forth compared with describing its features.
2. Are your platform integration permissions ready?
Platforms such as Shopee and Shopify usually have their own permission application or review process.
Many projects are held up not by the coding but by permissions or reviews still pending — and that time is out of the engineers' hands.
3. Roughly how many orders a day?
A few dozen a day and a few thousand a day call for different designs: how often to sync, how to retry failures, and how long to keep records all change with it.
This number is best shared at the very start.
4. How far should exceptions be handled?
Besides normal shipping, there are:
- Cancelled orders
- Returns
- Address changes
- Split and merged orders
- Out-of-stock items and partial shipments
The normal flow is usually not hard. What keeps pushing the scope wider is these exceptions.
How tenet-O can help
We map the process first and then decide how to build it, instead of starting with a vague number:
- Confirm which platforms orders come from and which system they should go to
- Work out whether the warehouse system connects by API, by file or some other way
- Define which statuses and shipping details must be written back
- Design it so that no order is sent twice, failures can be resent, and every step can be traced
- A daily reconciliation: do the counts on the platforms, in the warehouse and in the write-backs match?
- Write down what is and isn't in scope up front
That way the quote actually means something, and you don't discover halfway through that "oh, this needs handling too?"
Still taking orders through LINE comments? This one may help first:
Group-Buy Orders in LINE Out of Control? 4 Common Problems
Which step of your fulfilment process takes the most time right now?