WooCommerce warehouse & fulfilment integration: Fulfilly, Ongoing WMS

When orders arrive every day and a warehouse partner packs the parcels, copying orders by hand quickly becomes the bottleneck: each order is re-typed into the warehouse system, tracking codes reach the customer late or not at all, and the stock shown in the shop drifts away from what is on the shelf. A warehouse and fulfilment integration means a paid order moves to the warehouse automatically and the warehouse’s reply moves back to the shop the same way.

The result: your shop sends every paid order with products, quantities, the chosen parcel locker or courier and the recipient’s details to the fulfilment partner (for example Fulfilly, an Estonian fulfilment service, or Ongoing WMS); the warehouse ships the parcel and sends back the status and tracking code, which land on the order and in the customer’s e-mail. In the Nordenbeauty shop orders and parcel data flow to a fulfilment warehouse through the REST API and tracking codes come back into customer e-mails; the ProSwim shop has the same kind of fulfilment connection together with supplier stock sync.

What the work includes

• Choosing the connection. Where the partner offers a ready connector for WooCommerce, we use and configure it. Where there is none, or it does not cover your needs, we build the connection on the WooCommerce REST API and the partner’s API or integration layer. We decide after reading the partner’s documentation.
• Sending orders to the warehouse. A paid order (or another agreed status) goes to the warehouse automatically with products, quantities, shipping method, the chosen parcel locker or courier and the recipient’s details. We agree which orders are held back, such as unpaid ones or those waiting for manual review.
• SKU and EAN mapping. Shop products and warehouse products are linked by SKU or EAN/GTIN, with each variation having its own code. Unmapped products are not sent; they stay in the error queue.
• Status and tracking back. When the warehouse ships, the WooCommerce order status updates, and the tracking code and carrier are saved on the order and added to the customer’s shipping e-mail.
• Stock from warehouse to shop. Warehouse stock levels are synced to the shop on a schedule or through the partner’s webhooks, so sold-out items disappear from sale and returned items reappear.
• Partial shipments and returns. If the warehouse ships an order in several parcels, the order gets several tracking codes. When a return is received at the warehouse, the information reaches the shop and we agree whether stock and refunds update automatically or by hand.
• Error queue and logging. Every message sent and received is logged. If the warehouse API does not respond or an order contains an unmapped product, the order waits in the queue, is retried through Action Scheduler and you get a notification.
• Test orders end to end. Before going live we run orders through the whole chain in the partner’s test environment or with agreed test products: payment, dispatch to the warehouse, shipping, tracking code, e-mail and stock change.

Typical situations

A shop is moving from its own storeroom to a fulfilment provider and has so far sent orders to the warehouse by e-mail or spreadsheet. The partner has a ready WooCommerce connector, but it does not pass on the parcel locker choice or does not work with the shop’s shipping plugin. An integration exists, but now and then an order is skipped and nobody notices until the customer writes. Or the shop sells in several languages and to several countries, and the warehouse needs the right carrier and the right language on the dispatch note.

What we need from you

• The warehouse partner’s API keys or connector access and their integration documentation, ideally with a contact at the partner’s technical support.
• WordPress administrator access and, where possible, server access for cron and logs.
• A decision on which order status triggers dispatch to the warehouse and how partial shipments and returns are handled.
• Confirmation that shop and warehouse SKU/EAN codes match, or a list of the differences.
• A few test products and the possibility to place test orders.

What is not included

• The contract with the warehouse partner, account set-up on their side and their price list: you agree these with the partner.
• Setting up parcel lockers, couriers and payments on the shop side: see Estonian payments and parcel lockers.
• Importing supplier product feeds and creating products: a separate service, supplier feed import.
• Accounting or business software integration, such as Erply or Directo.
• Cleaning up product codes in the shop where SKUs are missing or duplicated: estimated separately.

Who it suits

It suits a WooCommerce shop that has handed, or is about to hand, storage and packing to a partner and wants orders, tracking codes and stock to move without manual work. If the partner has no API, or the chain has many special rules (several warehouses, bundles, B2B terms), the job grows into custom plugin development and we estimate the scope after reading the documentation. If you ship a handful of orders a week, forwarding them by hand is probably the sensible choice.