How USabcd increased their ecommerce sales with accounting software automation

Project Overview

USabcd is an e-learning platform that specialises in ultrasound, ultrasound techniques, and machines. They provide online courses and training to professionals in the medical field who wish to improve their knowledge and skills in this area. USabcd has set up its e-learning shop using WooCommerce and e-conomic for accounting purposes. USabcd received their course purchase orders through their WooCommerce webshop, on the basis of which they had to update all the details in their accounting system manually. This wasted a lot of business hours and resources on a daily basis, which could have been easily avoided with automation. Plus, manually doing this was not very scalable and had scope for errors.

The Challenge

What did USabcd needed help with?

USabcd had set up their online shop using WooCommerce. The primary challenge for USabcd was to create a seamless integration between e-conomic and WooCommerce. The two systems operate on different platforms and use different data formats. USabcd needed a solution that would enable them to automatically transfer order data from WooCommerce to e-conomic in real-time.

The goal was to automate the flow of information between the two systems, eliminating the need for manual data entry and reducing the risk of errors.

Essentially, they needed help with:

• Automatically adding updates from WooCommerce to e-conomic.
• For every order placed in WooCommerce, an order should be created in e-conomic automatically.

The Solution

How did we approach it?

To address the challenge of integrating e-conomic with WooCommerce for USabcd, our team proposed an automation solution. We set up an automated system between e-conomic and WooCommerce to facilitate the smooth flow of information between the two systems.

Our team utilised the WooCommerce API and the e-conomic API to develop a custom integration that allowed for the automatic transfer of order data from WooCommerce to e-conomic. Once the automation was set up, updates from WooCommerce started getting updated in the e-conomic app, with no need for manual data entry.

Our team ensured that for every course order placed in the WooCommerce webshop, an order was automatically created in e-conomic without any human intervention. The automation was designed to be scalable and adaptable to any changes in USabcd's business processes or systems.

We provided training to the USabcd employee on how to use the new system and ensured that the integration was easy to use and understand. The solution we implemented has helped USabcd streamline their accounting processes, eliminate manual errors, and focus on their core business of providing high-quality ultrasound courses and training.

Here are the workflow details:

• Building the trigger: The trigger starts with the creation of a new order in WooCommerce.
• Fetch order details: The workflow fetches the details of the new order from WooCommerce.
• Find or create products: The products that are part of the order are found or created in E-conomic.
• Find or create customer: The customer who placed the order is found or created in E-conomic.
• Create draft invoice: A draft invoice is created in E-conomic based on the order details, customer information, and product information.

Automations delivered - SaaS apps that helped USabcd grow:

• Zapier - Both the platforms to be integrated had Zapier integrations available along with all required triggers and actions. Plus, it’s easy to use and monitor.

• e-conomic - The accounting system was already used by USabcd and Cloudify has the expertise for creating custom workflows with WooCommerce and e-conomic.

• WooCommerce - WooCommerce is a webshop platform that was already used by USabcd for online course purchases and order creation.

The Results

With the assistance of Cloudify, USabcd successfully integrated e-conomic with WooCommerce, streamlining their accounting processes. Cloudify developed an automated system using the WooCommerce and e-conomic APIs, allowing for the automatic transfer of order data. This eliminated manual data entry and ensured that every course order in WooCommerce created an order in e-conomic without human intervention. Cloudify provided training, enabling USabcd to easily use and understand the integration. As a result, USabcd streamlined their accounting, reduced errors, and focused on delivering high-quality ultrasound courses. Cloudify's guidance and expertise were crucial in helping USabcd achieve their business goals.