When B2B customers place orders with purchase orders (POs) in Shopify, you often need to send those POs to your suppliers or procurement systems for fulfillment. Automating this process reduces manual work, prevents errors, and ensures suppliers receive purchase orders quickly. This guide covers how to automate purchase order workflows from Shopify to your supplier systems.
Why Automate Purchase Orders?
B2B customers often use purchase orders for several reasons:
Standard B2B Practice
Many businesses require purchase orders for:
- Accounting and procurement compliance
- Budget approval workflows
- Purchase authorization
- Invoice matching and payment processing
Payment Terms
Purchase orders enable:
- Net 30, Net 60, or other payment terms
- Invoice-based payment (pay after receiving goods)
- Credit terms for established customers
- Approval workflows before payment
Order Tracking
Purchase orders help:
- Track orders through approval processes
- Match invoices to orders
- Maintain audit trails
- Manage procurement workflows
Manual Process Challenges
Without automation, handling purchase orders requires:
- Manually extracting PO numbers from Shopify orders
- Sending POs to suppliers via email or portal
- Tracking which POs have been sent
- Following up on missing or delayed POs
- Managing PO status updates
Automation eliminates these manual steps and reduces errors.
Understanding Purchase Orders in Shopify
In Shopify, purchase orders work differently than traditional procurement systems:
How Customers Submit POs
B2B customers can:
- Enter PO numbers during checkout (if enabled)
- Reference PO numbers in order notes
- Include PO numbers in customer account information
- Submit POs through draft orders
Where PO Information Appears
Purchase order information appears in:
- Order details in Shopify admin
- Order notes or custom fields
- Customer account information
- Order confirmation emails (if configured)
- Draft order details
PO Number Storage
Shopify stores PO numbers as:
- Order notes (if entered during checkout)
- Custom order attributes (if using Checkout Blocks)
- Order tags or metafields
- Customer account notes
Purchase Order Workflow Scenarios
Different businesses handle purchase orders differently:
Scenario 1: Direct Fulfillment
Customer places order with PO → You fulfill from your inventory → You invoice customer using PO number.
Automation needs:
- Extract PO number from order
- Store PO number for invoicing
- Match invoice to PO number
Scenario 2: Drop Shipping
Customer places order with PO → You send PO to supplier → Supplier fulfills directly to customer → You invoice customer.
Automation needs:
- Extract PO number from Shopify order
- Send PO to supplier system (email, API, portal)
- Track PO status with supplier
- Update order status in Shopify
Scenario 3: Procurement System Integration
Customer places order with PO → You send PO to your procurement system → Procurement system manages supplier relationships → System fulfills order.
Automation needs:
- Extract PO and order details from Shopify
- Create PO in procurement system
- Sync order status back to Shopify
- Handle fulfillment updates
Scenario 4: Multi-Supplier Orders
Customer places order with PO → Order contains items from multiple suppliers → You split PO and send to each supplier → Suppliers fulfill their portions.
Automation needs:
- Extract PO number from order
- Identify which items go to which suppliers
- Create separate POs for each supplier
- Track fulfillment from each supplier
- Consolidate updates back to Shopify
Shopify's Native Purchase Order Support
Shopify Plus includes native support for purchase order numbers:
Enabling PO Numbers
For B2B customers, you can enable purchase order number collection:
- PO numbers can be collected during checkout
- PO numbers appear in order details
- PO numbers are included in order data via API
PO Number Collection Methods
Checkout Blocks:
Order Notes:
- Customers can enter PO numbers in order notes
- PO numbers appear in order details
- Accessible via Shopify Admin API
Custom Fields:
- Use metafields to store PO numbers
- Access via API for automation
- Can be included in order exports
Accessing PO Data
Purchase order numbers are available through:
- Shopify Admin API (order notes, metafields, custom attributes)
- Order details in admin
- Order exports
- Webhook payloads (when orders are created or updated)
Automating PO Transmission with n8n
n8n is a powerful automation tool for connecting Shopify to supplier systems. Here's how to set up purchase order automation:
Workflow Overview
A typical PO automation workflow:
- Trigger: New order created in Shopify with PO number
- Extract: Get PO number and order details
- Transform: Format data for supplier system
- Send: Transmit PO to supplier system
- Confirm: Verify PO was received
- Update: Mark order with PO transmission status
Setting Up the Workflow
Step 1: Trigger on New Orders
Use Shopify webhook or polling:
- Set up webhook for order creation
- Filter for orders with PO numbers
- Or poll Shopify API for new orders
Step 2: Extract PO Number
Extract PO from order data:
- Check order notes for PO number
- Check custom fields or metafields
- Parse PO from order attributes
- Handle cases where PO might be missing
Step 3: Format PO Data
Structure data for supplier system:
- Map Shopify order fields to supplier PO format
- Include line items, quantities, prices
- Add shipping information
- Include customer details if needed
Step 4: Send to Supplier
Transmit PO via:
- Email (SMTP)
- API call to supplier system
- File upload (CSV, XML, EDI)
- Supplier portal API
Step 5: Handle Response
Process supplier response:
- Confirm PO was received
- Store PO confirmation number
- Update order in Shopify with status
- Handle errors if transmission fails
Example n8n Workflow Structure
1. Shopify Trigger (Webhook: Order Created)
↓
2. Filter (Check if PO number exists)
↓
3. Extract PO Number (from order notes/metafields)
↓
4. Format PO Data (Transform to supplier format)
↓
5. HTTP Request (Send to supplier API)
↓
6. Update Shopify Order (Add PO transmission status)
↓
7. Send Notification (Email/Slack if error)
Handling Different Supplier Systems
Email-Based Suppliers:
- Format PO as email body or attachment
- Send via SMTP
- Include order details and line items
- CC relevant team members
API-Based Suppliers:
- Make HTTP request to supplier API
- Include authentication (API keys, tokens)
- Handle API responses
- Retry on failure
File-Based Suppliers:
- Generate CSV, XML, or EDI file
- Upload to supplier FTP/SFTP
- Or email file as attachment
- Confirm file was received
Portal-Based Suppliers:
- Use supplier portal API
- Create PO in portal
- Track PO status
- Sync updates back to Shopify
Integrating with Supplier Systems
Different supplier systems require different integration approaches. Shopify stores can connect to procurement systems through various integration methods depending on their business needs and the systems they use.
Integration Methods Overview
Shopify offers multiple ways to connect to procurement and supplier systems:
Direct Integrations (Shopify App Store)
Shopify offers pre-built integrations available in the Shopify App Store for select ERP, accounting, and Product Information Management (PIM) systems. These integrations allow synchronization of:
- Companies and customers
- Orders and purchase orders
- Inventory levels
- Products and catalogs
- Pricing information
- And more
Shopify Plus ERP Partners:
Shopify has partnered with leading ERP providers and offers apps for systems including:
- Acumatica Cloud ERP
- Microsoft Dynamics 365 Business Central
- NetSuite ERP
- And other major ERP systems
These direct integrations help sync customer data, orders, inventory, product catalogs, and pricing information between Shopify and procurement systems. For stores on Shopify Plus, these integrations are compatible with Shopify's B2B APIs, enabling advanced synchronization features.
Procurement Apps:
There are also specialized apps in the Shopify App Store that handle procurement workflows. For example, Settle is a procurement app that provides:
- Purchase order creation and management
- Bill pay and vendor payment workflows
- Approval workflows for bills, payments, and purchase orders
- 3-way matching to catch discrepancies between POs, bills, and receipts
- Landed cost syncing back to Shopify
- Integration with QuickBooks Online, NetSuite, or Finaloop
- Bill of materials (BOMs) management
- Multi-currency support
Apps like Settle can streamline the entire procure-to-pay process, from creating purchase orders to paying vendors and syncing costs back to Shopify.
When to use:
- Your procurement system has a pre-built Shopify integration
- You want a ready-made solution with minimal setup
- You need standard synchronization features
- Your system is supported by Shopify partners
- You want a specialized procurement app that handles the full procure-to-pay workflow
Integration-as-a-Service (iPaaS) Providers
iPaaS providers act as intermediaries between Shopify and external systems, handling data transformation and synchronization. Platforms like n8n provide:
- Connection between Shopify and systems without direct integrations
- Data transformation between different formats
- Complex mapping requirements handling
- Workflow automation capabilities
- Monitoring and error handling
n8n for Purchase Order Automation:
n8n is a powerful iPaaS platform that can automate purchase order workflows from Shopify to supplier systems. With n8n, you can:
- Trigger workflows when orders with POs are created in Shopify
- Extract PO numbers and order details
- Transform data to match supplier system requirements
- Send POs via API, email, or file transfer
- Handle responses and update Shopify orders
- Implement retry logic and error handling
When to use:
- Your procurement system doesn't have a direct Shopify integration
- You need custom data transformation
- You want workflow automation with n8n
- You need to connect multiple systems
- You require flexible integration logic
Custom APIs
For unique business requirements or systems without pre-built integrations, custom API-based integrations can be developed for maximum flexibility. This approach:
- Provides complete control over integration logic
- Allows custom business rules and workflows
- Supports any system with API access
- Can be built using n8n, custom development, or other tools
When to use:
- You have unique business requirements
- Your procurement system has API access but no pre-built integration
- You need custom workflows or business logic
- You want maximum flexibility and control
ERP Systems
If your procurement system is an ERP (SAP, Oracle, Microsoft Dynamics, NetSuite, Acumatica):
- Use direct integrations from Shopify App Store if available
- Or use ERP APIs for custom integration
- Generate EDI files (EDI 850 Purchase Order) if needed
- Send via EDI network or file transfer
- Handle EDI acknowledgments (997, 855)
Procurement Platforms
For suppliers on procurement platforms (Ariba, Coupa):
- Use platform APIs
- Create POs through platform
- Track PO status via API
- Sync updates to Shopify
Custom Supplier Portals
Many suppliers have custom portals:
- Use portal APIs if available
- Or automate portal interactions
- Submit PO forms programmatically
- Extract confirmation numbers
Email-Only Suppliers
For suppliers that only accept email:
- Format professional PO emails
- Include all order details
- Attach formatted documents if needed
- Track email delivery
Shopify Plus B2B APIs
For stores on Shopify Plus, these integrations are compatible with Shopify's B2B APIs, enabling advanced synchronization features such as:
- Customer account synchronization
- Tiered pricing synchronization
- Payment terms synchronization
- B2B-specific order attributes
- Company and customer group management
This allows for more sophisticated purchase order workflows that leverage B2B-specific features in both Shopify and your procurement system.
Error Handling and Notifications
Robust error handling ensures POs aren't lost:
Validation Checks
Before sending PO:
- Verify PO number exists
- Validate order data is complete
- Check required fields are present
- Ensure supplier information is correct
Transmission Errors
Handle common errors:
- Network failures (retry with backoff)
- API authentication failures (alert team)
- Invalid data format (log and notify)
- Supplier system unavailable (queue for retry)
Confirmation Tracking
Track PO transmission:
- Store transmission timestamp
- Record supplier confirmation number
- Update order with PO status
- Log all transmission attempts
Notifications
Set up alerts for:
- Successful PO transmission
- Failed transmissions (immediate alert)
- Missing PO numbers in orders
- Supplier confirmation received
- PO status changes
Retry Logic
Implement retry for:
- Transient network errors
- Temporary supplier system issues
- Rate limit errors
- Timeout errors
Configure:
- Maximum retry attempts
- Retry delay (exponential backoff)
- Final failure notification
Best Practices
PO Number Validation
Validate PO numbers:
- Check format matches customer requirements
- Ensure PO numbers are unique
- Verify PO numbers aren't duplicated
- Handle special characters correctly
Data Mapping
Map Shopify data accurately:
- Product SKUs to supplier part numbers
- Quantities and units correctly
- Pricing information (if needed)
- Shipping addresses accurately
Audit Trail
Maintain complete audit trail:
- Log all PO transmissions
- Store transmission timestamps
- Record supplier responses
- Track order status changes
Testing
Test automation thoroughly:
- Test with sample orders
- Verify PO formatting
- Confirm supplier receives POs correctly
- Test error scenarios
Monitoring
Monitor automation:
- Track success rates
- Monitor transmission times
- Alert on failures
- Review logs regularly
Supplier Communication
Coordinate with suppliers:
- Confirm preferred PO format
- Verify API access or email addresses
- Understand supplier requirements
- Establish communication protocols
Order Updates
Keep Shopify updated:
- Mark orders when PO is sent
- Update order status when supplier confirms
- Sync fulfillment updates
- Handle partial fulfillments
Backup Processes
Have manual backup:
- Document manual PO process
- Train team on manual submission
- Keep supplier contact information
- Maintain supplier portal access
Conclusion
Automating purchase order transmission from Shopify to supplier systems streamlines B2B operations, reduces errors, and speeds up fulfillment. By using n8n to connect Shopify with supplier systems, you can automatically extract PO numbers, format data, and transmit purchase orders without manual intervention.
Start by identifying your supplier systems and their requirements. Set up n8n workflows to handle PO extraction, formatting, and transmission. Implement robust error handling and notifications to ensure POs are never lost. Monitor the automation and maintain backup manual processes for reliability.
For manufacturing and B2B businesses, purchase order automation is essential for efficient operations. Take time to design workflows that match your supplier relationships and business processes.
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