Your operation shouldn't depend on copying the same order into several systems. At Gulupa Digital we evaluate and build integrations so your online store exchanges information with the tools that manage inventory, customers and orders. We define what to connect, which system controls each piece of data and how to catch errors before they become a bigger problem.
Tell us which ecommerce platform and which systems your company uses.
An order comes in through the store. Someone enters it into the back-office system, checks stock, updates the customer and notifies the shipping team.
If a quantity changes or the purchase is canceled, part of the process has to be repeated. This flow can work for a while. The problem shows up when orders grow, more people get involved or nobody knows which system has the right information.
If your team corrects inventory, duplicates records or spends hours moving information around, it's worth reviewing which connections make sense. Integration starts by understanding that operation and its exceptions, including what happens when a purchase doesn't follow the expected path.
Check what happens in your company today.
EVALUATE MY STORE'S INTEGRATIONDEFINITIONIntegrating ecommerce with an ERP or CRM means setting up a controlled exchange of information between the store and your management systems. It can include products, stock, prices, customers, orders and statuses. The scope depends on each platform's capabilities and on the business rules.
An ERP usually handles administrative and operational processes. A CRM organizes sales information and customer relationships.
Before building anything, we review how your company uses them and what data the store actually needs.
We evaluate how products, codes, presentations and variations are identified in each system. We define what information is synced and where it's managed. This prevents one SKU from representing different products or a change from overwriting sales content your team needs to keep in the store.
We review stock by location, reservations and sales rules. An inventory connection has to consider when a product is deducted and what happens with cancellations or returns. Update frequency is agreed based on technical capabilities and the risk of selling a unit that's no longer available.
We analyze price lists, discounts and rules relevant to the digital channel. We define which system controls each value and how differences are resolved. If there are customer- or distributor-specific terms, we evaluate how to keep them without showing commercial information to users who aren't allowed to see it.
We can evaluate sending orders from the store and updating statuses from the system that processes them. It's important to tell an order received from one that's paid, canceled or shipped. We also define how to avoid duplicate records when the same operation has to be resent.
We review the data needed to identify the customer and link their purchases to the CRM. We agree on criteria for creating or updating records and reducing duplicates. The integration should carry the information relevant to the process, with access and permissions appropriate to its use.
Whether an integration is possible depends on the platform, its version, the plan you have, the available access and the exchange mechanisms it allows. Sometimes a suitable connector exists; other times development is needed; and there may be restrictions that make a connection inadvisable.
If you use WooCommerce, also tell us which extensions and customizations are involved in orders and inventory. If your back-office system is custom-built, we'll need to understand how it's built and what connection options it offers.
We identify the current workflow, the people responsible and the tasks to reduce. We define which system is the main source for products, prices, stock and statuses. This decision prevents two tools from trying to update the same data with conflicting criteria.
We document fields, direction of exchange, frequency, conditions and exceptions. We separate the initial data load from later updates. We also make clear which operations will remain manual and which situations will need a decision from your team.
We test routine operations and situations such as repeated orders, missing SKUs, outages and status changes. We verify that a retry doesn't create duplicate consequences. Testing is done with controlled data and with the people who know the operation.
We agree on the go-live, the people responsible and how incidents will be reviewed. We deliver the documentation included in the scope and explain what to do when an exchange is left pending. If you need ongoing monitoring and maintenance, we include it explicitly in the proposal.
An integration has to plan for failures. The goal is that an outage can be detected and handled with enough information.
Depending on the scope, we define activity logs, alerts, retries and ways to review pending operations. We also set when a situation should stop and wait for human attention instead of repeating an action indefinitely.
Your team should be able to tell what was processed, what's pending and what needs fixing. We don't promise that external services will never fail; we design how the agreed scenarios are handled to reduce their operational impact.
Every component of the proposal is itemized so you know what you're paying for. The investment depends on the number of systems, the types of data, the quality of the available interfaces and the complexity of the rules. It also matters whether historical data needs cleanup or existing customizations need to be resolved.
Platform fees, connector licenses and infrastructure costs are listed separately from implementation work. If an existing solution meets your needs well, we evaluate that option before proposing additional development.
Gulupa Digital combines development with knowledge of the sales channel to propose connections that fit the way your company works.
Feasibility has to be confirmed. We review the vendor's documentation, version, plan, access and restrictions. If there's no reasonable way to connect the systems, we explain the limitation and the alternatives before committing to development.
It depends on the available mechanisms and on operational needs. Some connections respond to events; others check for changes periodically. We agree on the frequency and its limits to avoid expectations the platforms can't meet.
Not necessarily. First we evaluate your current tools. A platform change should only be considered if there are significant limitations, and after comparing its cost and impact with other integration options.
It may be feasible if the systems can represent and query that information. Rules for availability, reservations, allocation and visibility need to be defined. Those scenarios are included in the evaluation and the approved scope.
Only if it's included in the project. A historical load and syncing new operations are different jobs. Before migrating, we review which information adds value, its quality and how to avoid duplicate records.
The proposal specifies follow-up support and maintenance options. Changes to platforms, interfaces or business rules may require adjustments. It's a good idea to define who monitors the integration and how incidents are handled.
The name of your store platform, the ERP or CRM you use, a description of the manual process and the data you want to connect. In a second stage we may request documentation and limited access for the technical review.
Describe which systems you use and which task repeats after every sale. With that information we can guide an evaluation and decide whether an integration makes technical and operational sense for your company. Don't send passwords or customer information: to get started, we need to understand the tools and the process.
