How to connect an e-shop with ERP, CRM, or warehouse system
For a small e-shop with a few orders per month, you might manage with manually entering orders, inventory, and invoices. But what happens when the number of customers increases, the product range expands, and additional warehouses, individual price lists, or B2B customers come into play? At that moment, manual operations will start to slow down the entire e-shop. In this article, we will explain how the integration of the e-shop with ERP, CRM, or warehouse systems works, what can be synchronized, and what to watch out for before the actual implementation.
You will learn:
- When to start addressing the connection between the e-shop and ERP?
- What can be synchronized between the e-shop and ERP?
- Which corporate systems are most commonly connected to e-shops?
- Technical options for connection
- How does the integration of the e-shop with ERP proceed step by step?
- How quickly should data be synchronized?
- What should you watch out for before connecting the e-shop to ERP?
- How much does it cost to connect the e-shop with ERP?
- How does ERP integration differ for B2B e-shops?
- What if the company has an older ERP system?
- How can we help you with integration at PUXdesign?
- FAQ
When to Start Addressing the Connection Between Your E-Shop and ERP?
Are you encountering the same errors and delays every day? Then manual administration of your e-shop is likely becoming an ineffective solution. A few complications can be tolerated, but repeatedly they hinder overall operations and further development of the company.
Typically, it’s time to address integration when:
- you are manually entering orders into ERP or accounting,
- inventory availability on the e-shop does not match reality,
- customers are ordering products that are no longer in stock,
- the e-shop, accounting, CRM, and warehouse are using different data,
- the company is experiencing an increase in errors in orders, invoices, or shipping,
- you need to work with B2B pricing, individual price lists, or multiple warehouses,
- you have to hire additional people for each new agenda.
What can be synchronized between the e-shop and ERP?
The integration options depend on the systems you use, how their APIs are prepared, and what you actually need from the integration. For larger e-shops, the following areas are most commonly addressed:
| Area | Data Direction | Examples |
|---|---|---|
| Products | ERP → e-shop | names, codes, EAN, descriptions, parameters, categories |
| Prices | ERP/CRM → e-shop | base prices, B2B price lists, individual discounts, currencies |
| Stock | ERP/WMS → e-shop | availability, product reservations, inventory across multiple warehouses |
| Orders | e-shop → ERP | order, items, shipping, payment, billing and delivery information |
| Customers | e-shop ←→ ERP/CRM | registration, contacts, purchase history, customer groups |
| Documents | ERP → e-shop/e-mail | invoices, credit notes, delivery notes |
| Order Status | ERP/WMS → e-shop | received, corrected, shipped, canceled, complaints |
| Shipping and Payments | e-shop/ERP → carriers/payment gateways | labels, tracking, payment matching |
Does this mean you have to connect everything at once? No. It is advisable to start with the data that are critical for the operation of the e-shop. Sometimes this will be orders and stock availability, other times B2B prices and customer groups.
For more complex projects, it often pays off not to connect each system separately, but to create a single central location through which the data will flow. This way, you will gain better oversight of what is happening between the e-shop, ERP, warehouse, CRM, or accounting.
Which corporate systems do e-shops most often connect with?
1. E-shop + ERP
The most common scenario. ERP is usually the main system where the company manages products, inventory, prices, orders, and accounting. At PUXdesign, we have experience connecting systems such as Helios, K2, Pohoda, Money, SAP, Microsoft Dynamics, or ABRA.
2. E-shop + warehouse system / WMS
For larger e-shops, just having an ERP is often insufficient. A warehouse system comes into play, managing product reservations, shipping, packing, scanners, returns, or multiple warehouse locations. Connecting to WMS is crucial especially where the warehouse handles a larger volume of orders or where the customer needs to see product availability as accurately as possible.
3. E-shop + CRM
CRM helps manage customer data, order history, segmentation, or sales activities. In B2B e-shops, CRM can play a very important role. When a sales representative manages specific customers, they can set individual conditions or view their purchase history.
4. E-shop + accounting system
Small and medium-sized companies often address the connection of the e-shop with an accounting system, such as Pohoda, Money, or ABRA. The goal is to automate invoicing, payment matching, credit notes, or document transfer. For simpler operations, such a connection may suffice. However, larger companies often need to address broader integration with ERP, warehouse, or CRM.
5. Multiple e-shops connected to one ERP
A specific situation involves companies that operate multiple e-shops, brands, language variants, or have separate B2B and B2C channels. In such cases, it is essential to design clearly how product data is sourced, how prices are set, how orders are differentiated, and how data is returned to individual e-shops. Without clear rules, integration can quickly become a confusing jumble of information.
Technical Connection Options
There is no one universal way to connect an e-shop with ERP. The choice of solution will always depend on the systems you use, how much data you need to synchronize, how complex the processes are – and above all, what you expect from the integration.
1. Ready-made Connector
A ready-made connector is mainly suitable for boxed solutions – for example, when you have an e-shop on the Shoptet platform. The advantage is quick implementation and lower cost. However, the solution has its limits. It may not cover specific B2B sales needs, individual price lists, goods from multiple warehouses, non-standard ordering processes, or more complex handling of customer data.
2. Custom API Integration
Custom API integration is useful when a ready-made connector is insufficient. This is typically the case for larger e-shops, B2B portals or companies that need to connect multiple systems at once and do not want to adapt to the limitations of a ready-made module.
The advantage is greater flexibility. The integration is designed according to the specific data, systems, and requirements of the company, allowing for precise configuration of how data will flow between systems.
Although preparation and development are typically more demanding than with a ready-made solution, the result is an integration that adapts to the company. Not the company to it.
3. Data Imports and Exports
For small e-shops that do not need to work with real-time data, regular data imports and exports, such as in CSV, XML, or JSON format, are also an option. Data can be automatically transferred, for example, once an hour, several times a day, or manually as needed. This solution is not recommended when you need to work with accurate stock availability on the e-shop, quickly transfer orders, or instantly update prices. Imports are not sufficient for that.
4. Integration Layer
The integration layer serves as an intermediary between the e-shop, ERP, CRM, warehouse, or accounting. It acts as a central hub where all business systems connect – this allows the company to gain greater control over data flows. The integration layer is particularly useful in more complex projects – it helps to clarify the resulting solution.
How does the integration of an e-shop with ERP proceed step by step?
At PUXdesign, we most often handle integrations for large e-shops and portals that require custom connections to ERP and other systems. For such projects, it is beneficial to start with analysis rather than jumping straight into development – first, we analyze how the company operates, what data it uses, and which systems need to communicate with each other.
What are the usual steps?
- Analysis of the current state – we review the systems in use, processes, data, and the way orders, products, prices, inventory, or invoicing are managed.
- Design of data flows – we determine which data will be sent, from where to where, how often, and which system will be the main source of truth.
- Preparation of scenarios – we describe both common and more complex situations, such as B2B orders, individual price lists, returns, cancellations, complaints, or system outages.
- Technical design and development – we choose the appropriate method of connection and prepare a custom solution.
- Testing and deployment – we verify that the integration works not only for regular orders but also for exceptions, and after launch, we monitor the correct data transfers.
How quickly should data be synchronized?
The speed of synchronization is one of the most important questions of the entire integration. When designing a new e-shop or redesigning it, we need to know what speed of data exchange we can expect between the e-shop and the ERP. Typically, there are three scenarios.
1. Synchronization does not occur immediately
The ERP downloads data at regular intervals from the e-shop or vice versa. For example, stock availability is updated once an hour or once a day. This scenario may be sufficient for simpler e-shops or for products where availability does not change too quickly. However, problems arise when a customer orders a product that is shown as in stock by the e-shop, but is no longer available in the ERP.
2. Synchronization occurs based on changes
The ERP can return changes since the last transfer. This means that it is not necessary to transfer all data every time. Synchronization can occur more frequently, even several times an hour. For many e-shops, this is a reasonable compromise between technical complexity and data currency.
3. Synchronization occurs in real-time
The ideal scenario occurs when the ERP or another system can immediately inform the e-shop of changes. As soon as stock availability, price, or order status changes, the information is updated in the e-shop without unnecessary waiting. This is crucial especially for e-shops with fast-moving goods, multiple warehouses, B2B customers, or high demands for accuracy of availability.
But be cautious about one thing: not every ERP system allows such communication. If you are considering a new ERP, do not focus solely on accounting functions. Also verify the communication capabilities with external systems.
What to Watch Out for Before Connecting Your E-Shop to ERP?
A common issue with integration is that the company lacks prepared data, processes, or rules. Therefore, before connecting your e-shop to ERP, pay attention mainly to:
- inconsistent product IDs,
- different product names in the e-shop and ERP,
- outdated or poorly structured data,
- duplicate customers,
- unresolved B2B price lists,
- multiple warehouses without clear rules,
- sync failures,
- untested returns, complaints, and cancellations,
- missing transfer logging,
- missing documentation.
Particular attention should be paid to consistent product IDs. If product records in ERP do not match the data on the e-shop, manual correction will take a lot of time. Therefore, it is advisable to have a clear product catalog that allows both people and systems to accurately identify which product is being referred to. A consistent ID will assist with complaints, availability, shipping, and correcting erroneous transfers.
How much does it cost to connect an e-shop with ERP?
The price of the connection depends on the specific type of solution. Generally, integration through a ready-made connector tends to be faster and cheaper. A custom connection makes sense for larger e-shops and more complex B2B solutions that work with multiple warehouses, individual price lists, specific invoicing, or multiple systems simultaneously. In such cases, a ready-made solution could unnecessarily limit the company.
How does ERP integration differ for B2B e-shops?
B2B e-shops tend to be significantly more demanding in terms of integration – mainly because they do not operate with a single purchasing scenario. Each customer may have different prices, terms of business, payment deadlines, permissions, or ordering methods.
It is often necessary to address, for example:
- individual price lists and customer groups,
- invoice purchases,
- recurring orders,
- order history,
- availability by warehouse or region,
- order approvals,
- multiple levels of user permissions,
- integration with sales representatives or customer portals.
In these situations, a boxed solution can start to limit the company. If you have specific B2B processes, the integration with ERP should be designed based on how you actually sell and serve customers, not based on what a ready-made module allows.
Which e-shops have we helped?
Our clients include, for example, Konica Minolta, Comfor, Carollinum, and Yenkee.
What if the company has an older ERP system?
An older ERP system may not be a barrier. However, if it lacks a quality API, up-to-date documentation, or clearly defined data, more thorough analysis is necessary. Before integration, we need to determine where the required data is located, in what format it exists, and how it can be securely transferred to the e-shop. Close collaboration with the client, who is familiar with the ERP and can verify whether the proposed solution aligns with the company's actual operations, is very helpful.
How can we help you with integration at PUXdesign?
At PUXdesign, we build e-shops, portals, and web solutions tailored to your needs. We will assist you with connecting ERP, CRM, inventory systems, or accounting. We have experience with integrating systems such as Helios, K2, Pohoda, Money, SAP, Microsoft Dynamics, and ABRA. However, if you are using a different solution, it does not automatically mean a problem – we can also handle other systems. If standard off-the-shelf solutions are starting to feel limiting, we would be happy to design an e-shop that adapts to your business. Not the other way around.
Are you looking for a digital partner for your business?
We would be happy to create a custom e-shop, portal, or website for you – and if needed, we can help connect it with ERP, CRM, inventory, accounting, or other systems that your company relies on.
FAQ: Frequently Asked Questions about Connecting an E-Shop to ERP
What does connecting an e-shop to ERP mean?
Connecting an e-shop to ERP means that the e-shop and the company's ERP system automatically exchange data. This can include products, prices, stock availability, orders, customers, invoices, or order statuses.
When is it worthwhile to connect an e-shop to ERP?
It is worthwhile to connect when manual work starts to hinder operations. Typically, this occurs when you are re-entering orders, dealing with inaccurate stock availability, having individual price lists, multiple warehouses, or an increasing volume of orders.
Which ERP systems can be connected to an e-shop?
Many ERP systems can be connected. At PUXdesign, we have experience with systems such as Helios, K2, Pohoda, Money, SAP, Microsoft Dynamics, or ABRA.
Is a ready-made connector better or a custom integration?
A ready-made connector makes sense for smaller e-shops. Custom integration is more suitable for larger e-shops, B2B portals, or more complex business processes.
Does synchronization need to occur in real-time?
Not always. For some e-shops, regular batch synchronization is sufficient. Real-time is important mainly where stock availability, prices, or order statuses change rapidly.
What is the biggest risk during integration?
The biggest risk is often not the technology itself, but unprepared data and unclear processes. If it is not clear which system is the source of truth, how exceptions are handled, or what specific use cases look like, integration can become significantly complicated.
How long does it take to connect an e-shop to ERP?
It depends on the scope. Simpler connections through a ready-made connector can be relatively quick. Custom integration for a larger e-shop or B2B portal requires analysis, design, development, testing, and subsequent monitoring.
Can PUXdesign connect an e-shop to multiple systems at once?
Yes. For more complex solutions, we often connect the e-shop not only with ERP but also with CRM, inventory systems, accounting, carriers, or payment gateways. In such cases, it is important to design the data flows and rules of the entire integration well.
