How to Auto Notify Shopify orders to Dropshipping Suppliers?

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Shopify dropshipping is a popular option for many sellers in the ecommerce sector.

This retail assortment is very appealing to the casual observer. There are a few reasons for its appeal.

  • Supply chains that are well-oiled
  • Quality fulfillment services available in abundance
  • Online shopping is being widely adopted
  • Easy building a digital shop

Markets are ready for dropshippers who can excel in two areas: finding great products at affordable prices and managing the processes more effectively than their competitors.

Automation plays an important role in the former.

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shopify dropshipping store set up

Dropshippers automate processes that are related to marketing, sales, operations, and marketing. This allows them to be more efficient and has a greater chance of achieving higher margins.

But where do you start?

Dropshipping automation can be applied to multiple tasks, so it is easy to get lost.

We are going to show you how to automate Shopify’s most tedious process: sending Shopify orders to manufacturers to fulfill.

It’s a dropshippers’ job to receive orders and notify the supplier/manufacturer to fulfill them, and automating the process can make a huge impact on earnings.

This tutorial will teach you how to automate the flow of your orders right from the beginning. Let’s first look at some important points.

Shopify suppliers and sellers: A special relationship

Dropshippers need reliable and professional suppliers.

Collaboration between the parties begins after the tedious and careful selection of a supplier.

You may have encountered the issue of manually sending orders to your supplier if you have a Shopify shop. This requires email or another form of communication.

This is not only inefficient but also counterproductive. It will take longer to get orders to your manufacturer the more you place.

Shopify does not provide a native solution for this problem. That’s why we’re here today.

In this use case we’ll show you how Integromat works.

  • Store Shopify orders automatically in a database
  • Your suppliers can view the new orders in your database and, consequently, fulfil them.
  • Once an order has been fulfilled, send a confirmation email.

We will use three tools to fully automate the process: Airtable and Integromat.

To create this integration, you will need to have an Integromat account. Register now if you don’t already have one.

Note 2: The term “scenario”, which is often used interchangeably, will be seen a lot. This is a synonym for “automated workflow” and our setup will need two of them. This page contains more information on the basic terms of Integromat.

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shopify dropshipping store set up

Shopify automated order to manufacture: A step by step guide

Airtable will be our database, as we have mentioned before. We will store orders here for suppliers to fulfill. After that, an automated notification will be sent out to the customer.

We will use two scenarios from Integromat to accomplish this:

Scenario 1 : Receives Shopify orders instantly and adds them into an Airtable base. Two Integromat modules will be used in this scenario.

  • Shopify > Instant Event
  • Airtable > Create an account

Scenario2: Verifies that the order status has changed to Ship in the Airtable Base. It then automatically updates the order status in Shopify and sends the confirmation email. These scenarios will be implemented using the following Integromat modules

  • Airtable > Watch records
  • Shopify > Create a fulfillment
  • Email > Send an email

Let’s start by creating the first Integromat situation.

Scenario 1: Connecting Shopify to Airtable

Click the button “Create new scenario” in the upper right corner of your Integromat dashboard to get started.

Next, type “Shopify” and select the app. Click “Continue” in the upper right corner.

The scenario builder will redirect you to the Shopify-Airtable integration creation page.

You’ll first see a blank module. Select the Shopify app that you have already installed and then select the “New Events” module.

When orders are made on Shopify, this module will immediately receive them.

Configuring the Shopify “New Event” module

To enable Integromat to receive orders immediately, you must first create a webhook. Click the “Add” button within the module to do this.

On your screen, the “Add a Hook” box will appear. You will need to give your webhook name (if desired), and then click on the “Add” button.

Once you have done this, a second box titled “Create connection” will appear.

Here you can give your connection an address. You will need to copy and paste the Shopify subdomain and then click “Continue”.

Next, click on “Event”, and then select “orders/paid” from the dropdown. After you have done this, click on “Save”.

Integromat will attach the webhook automatically to Shopify after you have done this.

We will need to test the webhook in order to complete the configuration of the module. Integromat must learn how webhooks work before it can add other apps to the scenario. These are the steps to follow:

  • Click the “Run once” button at the bottom of your scenario
  • Shopify will allow you to create an order, and then mark it as Paid.
  • Revert to your Integromat situation. The webhook is functioning properly if you see the number “1” above the module.

Configuring the “Create record” Airtable module

Once the Shopify module is configured, it is time to add the “Create an record” Airtable module.

You’ll see a plus sign on the left sidebar of the Shopify module. To open the search box, click on it and type “Airtable” before clicking on the Airtable app.

There will be a list with Airtable modules. Here, choose the “Create record” module. This module will be used to add Shopify orders to an Airtable database.

To connect your Airtable account with Integromat, click the “Add” button in the module configuration box.

Keep in mind that you will need to enter your Airtable API key. You can obtain it by following these steps .

If you’ve already created an Airtable base, now you need to choose the base or the table to which you wish to add orders.

The important part is now: mapping data elements from Shopify into the Airtable module.

Let’s first take a look at how the fields are laid out in the Airtable table before we get into the details.

Your table might contain different fields depending on your needs. As they are required for the process, ensure that you include the following fields:

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shopify dropshipping store set up
  • First name
  • Last name
  • Email
  • Product
  • Variant
  • Status (Use Single Select field type to add Pending or Shipped options.
  • Shipping address
  • Time created
  • Last modification time
  • Get ID
  • Number of the order

You can find the base that was used in this tutorial here.

You will be able to see your Airtable columns in the Airtable module.

You will need to drag and drop the Shopify data elements to the appropriate fields of the module.

Eg. Data customer: First_name to First Name field. Data customer: Last_name to Last Namefield.

This may sound more difficult than it is. Please refer to the image below for an example of how it works.

Enter the word “Pending” in the “Status” field. This should be the initial status for orders that have been placed, but not yet shipped.

Next, complete the “Shipping Address” box by entering the data element as shown below.

After you have done this, click the “OK” button at bottom of module and then hit “Save” button at bottom of scenario.

Test the scenario

Once the scenario is set up, it’s time to make sure it works as you intended.

As you did before, click the “Run once” button to create an order in Shopify. This is how the execution should look:

This will activate the scenario. Please change the switch to “on” below the “Run once” button.

Scenario 2 – Update order status in Shopify and send email notifications

The first scenario is in place, meaning that any new Shopify orders will automatically be sent to the Airtable base.

Once you have granted access to the base, your supplier will be able to see orders as soon as they arrive and begin the fulfillment process.

To complete the circle, we’ll need another Integromat scenario. This second scenario will:

  • After your supplier changes the status of the order to “Shipped”, you can change the Shopify status to “Fulfilled”.
  • Notify the customer by email that your order has been shipped.

This is how it works.

Create a new scenario

You will need to create a new situation. This can be done directly from the scenario creator.

The first scenario is Shopify, while the second scenario will be Airtable. This is for orders status changes.

After you have created a new scenario in Integromat, click on the Airtable app and then search for the module “Watch records”.

You should have already selected your Airtable connection since you’ve already added it to the module.

Once you have done this, choose the Airtable base as well as the table that contains your orders.

Select the “last modified date” option in the “Trigger” field.

Integromat will update the last modified date when a record’s status changes. This will tell Integromat to grab the record and trigger automation.

Next, pick a field to be used for the label.

Enter the maximum number records Integromat can retrieve in a single scenario.

Connecting to Shopify App

This module will automatically change Shopify’s order status to “Fulfilled”, so that you don’t have to.

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shopify dropshipping store set up

You can add a module to the scenario builder. Select the Shopify app, then select the “Create fulfillment” module.

Select your Shopify account from the module. This was already added in the flow. Simply map the “Order ID”, data element, from the Airtable module, to the “Order ID”, field, and then select the location.

Scroll down to “Shipment status” and choose “confirmed”. Click “OK”

Configuring the filter: An easy way to manipulate data in Integromat

What happens if the supplier accidentally changes status to “shipped” but then makes it back to “pending?”

The table’s “last modified date” field will be maintained. When the scenario is executed, Shopify will incorrectly change the order status to “Fulfilled”.

How can you stop this? Use a filter.

Filters are exclusive to Integromat and allow only data that meets certain criteria to be passed through.

The filter’s criteria in this instance will be: A record must be shipped. Only records that are labeled “shipped” will be allowed to pass through to Shopify, which updates the fulfillment status.

You will need to click the link between these two modules in order to set up the filter.

Next, create the filter as follows

  • Give it a name
  • The “Status” element should be mapped to the top field of the “Condition” tab.
  • Select the text operator “Equals To (case sensitive)”
  • In the bottom field, type the word “Shipped”.
    (exactly as it is, with a capital S)

That’s all. Let’s now set up the filter.

Configuring the Email App

The last part of the scenario involves emailing shipping notifications to customers.

You can configure it by adding a new module. Search for the Email App and choose the “Send an Email” module.

You have two options when you connect your account:

  • Google limited
  • Others (SMTP).

Please read the “Connection Name” section if you use Gmail.

The customer’s email address can be found in the “Email” field of the table.

Click the pencil icon in the “To” field to map the “Email” element from Airtable.

You can personalize the subject and contents of your email in any way you like.

Here is an example of a basic layout.

Test the scenario

This second scenario is slightly different to the first.

We are not using webhooks, so you will need to:

  • Airtable allows you to change the status of an order
  • Click the “Run once” button to continue the scenario

Execution will look exactly as if it is done right.

The scenario should be planned

Switch the scenario on to create scenario scheduling. The schedule box will appear.

This menu can be accessed by clicking on the clock icon located on the trigger module.

Simply select the best time period for your business and click “Ok” in the “Run scenario” field.

Scheduling will control how often the scenario runs – that is, Shopify will update the order status and send out the email notifications to customers.

That, my friends, is it.

Conclusion

Shopify dropshippers want to see their business grow and be profitable in the long-term. Shopify dropshipping automation is important.

These automated scenarios will assist you in achieving that. Now, focus on the more difficult parts of your business, such as getting better suppliers and lower prices.

The peace of mind factor is the final point. Dropshipping is at its best when you know your customers will receive what they ordered without your intervention.

Automate with joy!

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