The DropShop order workfow

In order to avoid issues that may occur during Shopify order fulfillment, it is recommended to follow a workflow such as the following when processing your orders

DropShop workflow step summary

  1. Receive individual customer orders in Shopify
  2. Place bulk orders on a scheduled basis
  3. Mark the order as sent in DropShop
  4. Pay for bulk orders and mark order as paid
  5. Import tracking information
  6. In parallel place all other non-DropShop managed orders
  7. Ensure that all Shopify orders for the time period are fulfilled manually

DropShop workflow steps

1. Receive individual customer orders in Shopify

As you receive orders in Shopify, those orders which contain products linked to a supplier will be ready for the export process to begin. Once you have connected products to a supplier, it doesn't take any additional work. Just hang tight.

2. Place bulk orders on a scheduled basis

Many of our store owners will export orders 2-3 times per week, although daily schedules can also be beneficial they may cause more overhead with little actual delivery time gain. Be aware of time zone differences when attempting to send your bulk orders to your supplier. 

A typical schedule may look like:

Date and Time Description of Action
Sunday 8:00 PM (EST) Use DropShop to export files and then send them to suppliers by email
Monday 8:00 AM (CST) The supplier receives the bulk file at their morning start time, processes it, and sends payment information.
Sunday 10:00 PM (EST) You pay for some of the supplier bulk orders that you have received back.
Monday 10:30 AM (CST) Your supplier receives payment and sends tracking information in return.
Monday 8:00 AM (EST) When your work week starts you have your first tracking files to import.
Process repeats Tuesday
You repeat the entire process again on Tuesday.
Process repeats Thursday You repeat the entire process again on Thursday.
Be aware of time zone differences

3. Mark the order as sent in DropShop

To assist managing and tracking outstanding orders, once you have sent the bulk order to your supplier, you should  mark it as 'sent' in DropShop.

4. Pay for bulk orders and mark order as paid

To plan and track your stores revenue (related to bulk orders) you should  mark your orders as paid and enter an accurate payment amount (in your operational currency of choice) as soon as you pay for the bulk order.

5. Import tracking information

As soon as your receive a tracking file from your supplier, you  should import it into DropShop and fulfill your customers individual Shopify orders. This will continue the communication process with your customers and give them ease of mind that their products are on the way.

Drop-shipping tracking times are already fairly long from a customer service standpoint. We have found that waiting 1-2 days before processing a bulk order, has fairly low impact on customer service rates, while allowing you to reduce the amount of time that you spend placing bulk (or individual) orders.

6. In parallel place all other non-DropShop managed orders

You should continue to place any orders that you currently make outside of DropShop with single order app systems on whatever schedule that you currently maintain. This should not impact your order fulfillment with DropShop. 

If you truly want to save time and money, make an effort to  switch your winning products to the DropShop bulk ordering system.

7. Ensure that all Shopify orders for the time period are fulfilled manually

After you have imported tracking for and fulfilled your DropShop orders, and after you have placed and received tracking for all your single order app line items, you may want to make sure that there are no outstanding 'unfulfilled' orders for the time range that you have been working on within the Shopify admin's manage orders view. If there are outstanding unfulfilled orders, you may want to manually mark them as fulfilled so that you can ensure customers receive communication that their order has shipped.

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