From Order to Invoice: Cloudify’s Automated Shopify-to-e-conomic Integration for Psyche-Organic

Project Overview

Our team embarked on a project involving the integration of two business platforms, Shopify, a leading e-commerce solution, and e-conomic, an online accounting software, utilised by the client for Psyche-Organic’s daily operations. The primary objective was to automate the process of generating draft invoices in e-conomic whenever an order in Shopify was marked as paid.

The Challenge

What did Psyche-Organic needed help with?

The client, an e-commerce business with a high volume of transactions, faced the challenge of time-consuming and error-prone manual entries of order details from Shopify into e-conomic to generate invoices. With growing sales and a significant number of daily transactions, it became almost impossible to maintain accuracy and efficiency in handling these tasks. The process of manually fetching order details, separating line items, verifying customer and product information, and creating draft invoices were not only overwhelming but also led to a high rate of discrepancies and data inconsistency.

The Solution

How did we approach it?

We began by comprehensively understanding the client’s needs and analysing their existing system. Our team utilised three e-conomic workflows to fetch customer information from emails, create products via SKU if not found, and create draft invoices. We utilised the Shopify API to obtain order details, such as line items, products, and prices whenever an order was marked as paid.

Our robust solution ensured that customer information was automatically fetched and created if not found in e-conomic. We ensured that the same procedure was followed for the products, with each product being automatically created in e-conomic based on the details obtained from Shopify. With all necessary details at hand, the system automatically generated draft invoices in e-conomic, eliminating the need for any manual intervention.

We implemented the function to fetch the necessary credentials for Shopify and e-conomic from Lighthouse, a process monitoring tool by Cloudify, further streamlining the process and bolstering security.

Automations delivered - SaaS apps that helped Psyche Organic grow:

Shopify: Shopify provides a user-friendly platform for businesses to create their own online store, manage inventory, and streamline sales processes.

e-conomic: The accounting app was integrated to generate invoices and automate invoicing.

The Results

Our solution revolutionised the client’s operations by automating their invoicing process. This not only eliminated errors due to manual data entry but also significantly reduced the time taken for invoice creation, providing the client with more time to focus on their core business operations.

Transactions and corresponding draft invoices increased, and the rate of discrepancies reduced drastically. The automated process ensured that every order marked as paid in Shopify resulted in the immediate generation of an accurate draft invoice in e-conomic.