Ecommerce and ERP Integration UK

The gap between the shop and the back office

An online shop is good at taking orders. An ERP is good at stock, purchasing, picking and invoicing. The trouble starts in between: orders printed and retyped, stock numbers exported to a spreadsheet and uploaded by hand, price changes emailed to whoever runs the website. Every manual step is a delay and a chance for error, and the errors show up as overselling, wrong prices and angry phone calls.

We build the link between the two so each system does its own job and the data moves on its own. It's work we've done for a long time: our early OpenCart projects included bulk product loading and stock feeds from suppliers, and our KashFlow and OpenCart integration created customers and invoices on payment and synced stock and prices. The platforms have changed, the principles haven't.

What flows where

We agree this table with you before writing code. Getting the ownership of each field right is more important than the technology.

How we connect to your ERP

ERPs vary a lot. Modern cloud systems such as Microsoft Dynamics 365 Business Central, NetSuite, Sage X3 or Odoo have documented REST or SOAP APIs with OAuth. Older on-premise systems may only offer a database we can read through a view, an import folder watched for CSV or XML files, or a vendor-specific connector. We've worked with all of these patterns. Where there's no API at all, we build a small, secure agent on your network that reads and writes on the ERP's behalf and talks to the cloud over HTTPS.

On the shop side we use each platform's proper interface: the Shopify Admin GraphQL API and webhooks, the WooCommerce REST API, Magento's REST API, or direct extensions for OpenCart and PrestaShop. For Shopify specifics see Shopify integration.

Making it reliable

• Queues: every order or stock change becomes a message on a queue. If the ERP is down for an upgrade, messages wait and then process in order.
• Idempotency: each order carries its shop order number as an external reference, so a retried message can never create a duplicate sales order.
• Delta stock: we send only what changed since the last run, which keeps you inside API rate limits even with large catalogues.
• Safety buffers: optional stock buffers per product or channel so fast sellers don't oversell during the sync window.
• Visibility: a simple dashboard lists failed messages with the reason, a retry button, and email or Teams alerts if something stays stuck.

VAT, discounts and the awkward cases

The difference between an integration that works in a demo and one that works in month-end is the edge cases. We plan for them up front:

• VAT and rounding: shops often calculate VAT per order while ERPs calculate per line. We agree which wins and post adjustments so totals match to the penny.
• Discounts and vouchers: spread across lines or posted as a separate discount line, depending on how your ERP reports margin.
• Shipping and fees: mapped to service items with the right nominal codes.
• Gift cards: treated as a liability, not revenue, until redeemed.
• Part refunds and cancellations: credit notes raised against the original invoice. Our early KashFlow and OpenCart integration created credit notes for cancelled orders, and the same logic carries over to modern ERPs.
• Bundles and kits: sold as one SKU on the shop, picked as components in the warehouse.

B2B shops and trade pricing

Wholesale and trade shops add a layer: customer-specific prices, account credit limits, order history and invoice copies. We can pull price lists and terms from the ERP so a logged-in trade customer sees their own prices, and push orders back with their account code and PO number. If your buyers order through a procurement system, that's a punch-out integration, which we also build. For sector context see software for wholesalers.

Every integration is quoted at a fixed price after scoping. Get in touch to talk it through.

What we deliver

• Order export from shop to ERP, with customer, address, VAT and payment details mapped
• Stock level sync from ERP to shop, by warehouse or location if needed
• Price and customer-specific price list sync for B2B shops
• Product data import: descriptions, attributes, images and categories
• Dispatch, tracking number and invoice status sent back to the shop and customer
• Monitoring dashboard with failed messages, retries and alerting
• Documented mapping tables you can change without a developer where practical

How it works and what it costs

Every project gets a fixed-price quote after a free initial chat and a short scoping stage. You own the code and the data.

1. Free chat

   Tell us the problem in plain English: what you do now, what goes wrong and what "better" looks like. No charge, no obligation.

2. Scoping

   We map the processes, systems and data involved, agree what is in and out, and write it down so there are no surprises.

3. Fixed-price quote

   You get a fixed price for the agreed scope, or a phased plan for bigger builds, so you can start small and prove it works.

4. Build and test

   We build in short stages you can see and try, test against real data, then go live carefully with a rollback plan.

5. Hand over and look after

   You own the code and the data. We can host it, support it and keep improving it, or hand it to your own team.

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