The Challenge
After the Shopware store launched, incoming online orders had to be transferred to the inventory management system quickly and without errors. Manual entry was not an option given the growing order volume. Customers expected prompt shipping confirmations and tracking links directly in the store.
The particular challenge: different payment methods (prepayment, PayPal, credit card, invoice) required different workflows in order processing.
Our Solution
We developed a fully automated order import with bidirectional status synchronization:
Order Import
Automatic import of new orders:
- Polling of the Shopware Order API every 2 minutes
- Automatic matching to existing customer records or creation of new ones
- Address validation and postal code check
- Workflow control based on payment method
Status Feedback
Automatic updates back to the store:
- Order confirmation → store status "In progress"
- Picking → store status "Ready to ship"
- Shipping → store status "Shipped" with tracking number
- Tracking link automatically included in the customer email
Returns & Cancellations
Complete handling of returns:
- A cancellation in the inventory management system automatically triggers a cancellation in the store
- Incoming returns update the store status
- Credit note creation and refund trigger
The Result
- Orders in the inventory management system in under 3 minutes
- Shipping confirmation with tracking on the day of shipment
- Error rate below 0.2% in order transfer
- Customer satisfaction measurably increased thanks to faster delivery