Client Background
Vita Pool Supply sells pool filters and supplies via Shopify. They rely on some third-party vendors to fulfill certain orders and provide shipping tracking numbers.
Problem
The client's team was manually retrieving tracking numbers from their vendor and inputting them into Shopify—an inefficient and error-prone task. They needed a system to automatically fetch and attach tracking info to orders.
The Solution
We developed a Shopify Flow automation that connects to the vendor’s API, retrieves tracking numbers using the order number, and updates the Shopify order directly—eliminating the need for manual input.
Challenges
- Shopify Flow’s limited support for custom logic required creative workarounds.
- The vendor API had some inconsistent responses and deviation from the documentation.
- Test data was limited, and the vendor system used different identifiers (PO vs. Order ID), which required clarification.
Approach
- Discovery & API Review – Studied vendor API documentation and internal order workflows.
- Client Meeting – Aligned on requirements, data flows, and expected outcomes.
- Sandbox Setup – Built and tested logic on a dummy store to avoid risk to live orders.
- Flow Design – Created a Shopify Flow that triggered based on order events or schedule.
- API Integration – Configured the flow to send order numbers to the vendor and parse the response.
- Error Handling – Implemented logic to retry failed requests and handle API downtime.
- Testing & Refinement – Conducted extensive tests using sample data; adjusted for vendor quirks.
- Client Review & Deployment – Demoed to the client and finalized for production rollout.
Results
- Manual order tracking updates eliminated.
- Time saved every week for the internal team.
- Reduced human error and improved customer experience.
- Delivered within budget and on time
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