How to fulfill orders on Shopify: The ultimate guide

Fulfilling orders shouldn't be a headache. After all, it's the final stretch of turning an order into a completed sale! 

Through platforms like Shopify, streamlining operations and fulfilling orders on time is one of the most important facets of the business. So, whether you're a solopreneur juggling boxes in your garage or a growing business seeking to scale, navigating the fulfillment process with the right tools and strategies is important to enhance customer satisfaction.

In this guide, we’ll explore how you can automate order fulfillment tasks, manage inventory adeptly, and handle every order with precision. You’ll also learn how integrating Gelato with your Shopify store can revolutionize your fulfillment process, making your business more efficient and eco-friendly.

• Order fulfillment on Shopify includes steps like processing orders, inventory management, picking and packing items, and shipping them.

• Shopify's Fulfillment Network (SFN) and Gelato integration streamline the storage and shipping process for faster deliveries.

• Depending on your business needs, you can select a fulfillment method—self-fulfillment, dropshipping, 3PL, or Shopify’s own services.

• Gelato simplifies the order fulfillment process by automating production and logistics, allowing for efficient and sustainable on-demand printing.

• Utilizing Gelato's services leads to reduced carbon emissions and quicker delivery times, enhancing customer satisfaction.

Understanding the key components of Shopify order fulfillment is essential for delivering a good customer experience. Let's break down each step involved in getting your products from your store to your customers.

Receiving orders

The journey of order fulfillment begins with receiving orders. Once a customer places an order through your Shopify store, you will receive a notification. This usually includes key order details such as the customer's name, shipping address, and the products they've purchased. It's crucial to review these details carefully to ensure everything is accurate.

This initial step sets the stage for the entire fulfillment process. At this step, you must check if all of the order's line items have accurate and up-to-date information before submitting the fulfillment request.

Processing orders

Once an order is received, processing it is the next crucial step. This involves verifying payment, ensuring inventory availability, and preparing the order for picking and packing. Shopify makes this easy by syncing order details automatically, enabling efficient management.

You can leverage Shopify apps to automate tasks like invoicing and payment confirmation, simplifying the process further. Integrating with Gelato can enhance this step by instantly forwarding order details to their system for production. 

Managing inventory

Proper inventory management is crucial for Shopify to fulfill its orders smoothly. It involves keeping track of stock levels, forecasting demand, and restocking products promptly. Tools like Shopify's built-in Inventory Management System and third-party apps can help automate these tasks. 

With Gelato's Shopify integration, you don't need to worry about maintaining physical inventory. Gelato handles production and storage, updating your Shopify store with accurate stock levels for all print on demand products. 

Picking and packing items

Once you've managed your inventory efficiently, the next step is picking and packing items. This involves selecting the products from your inventory according to the order specifications and packing them securely for shipment. 

Proper picking reduces errors and ensures the right items are sent to the right customers. Tools like Shopify's barcode scanning feature can streamline this process. For packing, consider the type of products being shipped and use appropriate packaging materials to prevent damage in transit. 

Shipping orders

Shipping orders involve selecting a reliable shipping carrier, determining shipping costs, and choosing the appropriate packaging. You can set up various shipping methods in Shopify, including real-time carrier rates, flat rates, or free shipping.

Once the order is packed, print the shipping label and affix it securely. Shopify's integrated shipping options allow you to buy and print shipping labels directly from your admin dashboard, saving you time and effort. After the item is shipped, update the order status in Shopify and provide tracking information to your customer.

Providing shipment details

After shipping an order, you must communicate the shipment details to your customers for transparency and trust. This involves updating your Shopify store with tracking numbers and carrier information. You can automate this using Shopify apps or manually enter the details.

Once updated, Shopify can send notifications to your customers, keeping them informed about their order's journey. This level of communication not only reassures the customer but also reduces the number of inquiries related to order status. 

Tracking order status

Keeping your customers informed of changes in the order status helps maintain trust and satisfaction. Shopify allows you to track order status through its dashboard. You and your customers can see updates like "Processing," "In Transit," and "Delivered."

Additionally, Shopify auto-generates shipping notifications that include tracking details, which can be sent via email or SMS. For more advanced tracking, consider apps like OrderlyEmails. These tools offer detailed tracking information and customizable notifications. 

Handling returns and exchanges

Returns and exchanges are integral to customer satisfaction. Shopify makes this manageable with built-in features that allow you to process returns directly from the admin dashboard. Notify customers promptly, generate return shipping labels, and easily restock inventory.

With Gelato's integration, returns are much easier. Customers follow a straightforward process, and Gelato manages reverse logistics efficiently, ensuring products are returned to the nearest production partner.

Ready to dive into the actual process of fulfilling orders on Shopify? Let's walk through each step to ensure a smooth and efficient order fulfillment experience for your store.

1. Choosing a fulfillment service

When you receive an order, your priority is to get it to your customer quickly and efficiently. There are several ways to fulfill orders on Shopify, each catering to different business needs and operational scales. 

Let's explore the different fulfillment service options:

• Self-fulfillment: Manage inventory, pack products, and ship orders yourself.

• Fulfillment by Shopify: Utilize Shopify’s fulfillment service to store and ship products from multiple locations.

• Dropshipping: Partner with dropshipping suppliers who handle inventory and shipping.

• Third-party logistics (3PL): Use a 3PL provider to store inventory and fulfill orders.

2. Deciding between manual vs. automatic fulfillment

Deciding between manual and automatic fulfillment will impact your order processing efficiency and overall customer satisfaction on Shopify. Both options have their benefits, and the right choice for your business often depends on your specific needs and scale of operations. 

Let's explore the specifics of each: 

Automatic fulfillment 

Automatic fulfillment streamlines the order processing process by marking orders as fulfilled once they are paid. It also helps with automatic order archiving, which keeps your orders page tidy by clearing fulfilled and closed orders from an immediate view. Here’s how you can benefit from the automatically fulfilled method: 

• Time-saving: Orders are processed without manual intervention, freeing up time for other business operations.

• Instant updates: Customers receive immediate notifications regarding their order status, enhancing their overall experience.

• Smooth integration: When integrated with fulfillment services, products are produced and shipped automatically, reducing the risk of human error.

Manual fulfillment 

Manual fulfillment involves personally handling each step of the order process, from confirming orders to updating their status. This option gives you complete control over your inventory and order management. Key benefits include: 

• Personal touch: Ability to add personal touches such as handwritten notes or customized packaging.

• Quality control: Each order can be inspected before shipping, ensuring the highest quality standards.

• Flexibility: Ideal for businesses with complex product offerings or customization requirements that need close oversight.

3. Fulfilling orders

Fulfilling orders on Shopify involves a series of important steps to ensure that your customers receive their products quickly and efficiently. Here's how you can fulfill them effectively:

• Review the order details: Begin by checking the customer's order to ensure the accuracy and availability of the items in your inventory.

• Pick and pack the items: Select the products from your stock and pack them securely to prevent damage during shipping.

• Create shipping labels: Generate and print shipping labels either manually or using integrated Shopify apps to streamline the process.

• Update the order status: In your Shopify admin panel, mark the order as fulfilled, provide the customer with tracking information, and then notify the customer. 

4. Handling multiple orders

Whether you're managing orders manually or using automation tools, having a streamlined approach to handling multiple orders can save you time and reduce errors. Here are some strategies to fulfill multiple orders efficiently: 

• Batch processing: Combine similar tasks, such as labeling and packaging, to save time.

• Use order management apps: Invest in apps that can help automate and organize order processing.

• Prioritize orders: Sort orders by urgency or shipping method to ensure timely delivery.

• Delegate tasks: If you have a team, assign specific roles to streamline the workflow.

5. Managing fulfillment locations

Effectively managing fulfillment locations is crucial for ensuring timely deliveries and maintaining customer satisfaction. Here are some key points to consider: 

• Centralized vs. decentralized: Determine whether keeping your inventory in one location or spreading it across multiple locations better suits your business goals and customer base.

• Optimal stock levels: Each fulfillment center must maintain an optimal stock level to prevent stockouts and overstocking, which can increase storage costs.

• Shipping zones: Based on the customer's address, assign orders to the nearest fulfillment location to reduce shipping times and costs.

• Forecasting demand: Use historical sales data and market trends to predict demand and allocate inventory effectively across different locations.

6. Tracking and updating order fulfillment status

Staying on top of your order status ensures timely delivery and customer satisfaction. Here's how you can keep tabs on every step of the fulfillment process: 

• Order received: When an order is placed, it appears in your Shopify admin dashboard. Review the details and make sure everything is in order before proceeding.

• Order processed: Mark the order as processed to indicate it's being prepared for shipment. This keeps your records organized and informs your team of the current status.

• In transit: Update the status to "In transit" once the order has shipped. Providing tracking information here helps your customers monitor their delivery.

• Delivered: Finally, mark the order as "Delivered" once it's reached the customer's doorstep. This step is essential for keeping accurate fulfillment records.

7. Automating the order fulfillment process

Automating the order fulfillment process can significantly boost efficiency and reduce manual errors. Here's how you can make the most of automation:

• Use Shopify's built-in automation: Leverage Shopify's automation features, such as Order Automator and Auto Fulfill, to handle repetitive actions.

• Configure automatic fulfillment settings: Once they are processed, set orders to automatically move from unfulfilled to fulfilled, saving you time.

• Integrate third-party apps: Utilize apps like Order Automator to customize and enhance your fulfillment workflows according to your specific needs.

• Enable notifications: Automate email notifications to update customers on their order status and tracking information.

8. Handling special cases

When fulfilling orders on Shopify, you might encounter special situations that require extra attention, such as international shipping. Here's how you can do this effectively:

• International shipping: Ensure all necessary customs information is provided, such as the harmonized system (HS) codes and accurate product descriptions. Missing customs details can delay shipments.

• Backordered items: Communicate clearly with customers about expected delays and restock dates. Offering partial shipments can keep customers satisfied while waiting for the remaining items.

• Canceled orders: Develop a system to manage order cancellations efficiently, ensuring customers are refunded promptly and inventory levels are updated accordingly.

• Custom packaging: For special products or premium orders, consider custom packaging to enhance the customer experience and add a personal touch.

Fulfilling orders on your Shopify store with Gelato is a seamless process that allows for a broad range of possibilities. Let's go through the step-by-step guide to ensure you can fully utilize Gelato's print on demand (POD) services.

First things first: connecting your Shopify store to Gelato. Here's how you do it:

1. Open the Shopify app store and look for the Gelato app.

2. Click on the "Add app" button to initiate the integration.

3. You will then be redirected to your Shopify admin page. You must enter your Shopify store URL and then hit "Install app."

4. You will be prompted to authorize Gelato to access certain information from your store. Complete this step to finalize the integration.

5. Once the connection is made, you can sell your existing products, or you can create new ones using Gelato's sustainable and fast POD services.

Once you're set up with Gelato, the next step is to start selling. Here's what happens:

1. A customer visits your Shopify store and places an order.

2. The order information is automatically synced to Gelato's system, marking the beginning of the fulfillment process.

With Gelato, you don't have to worry about the fulfillment process. Here's how it works:

1. Gelato takes the order details and forwards them to the nearest production partner from its extensive network of partners in 32 countries.

2. This production partner produces the product close to the customer's location, thereby ensuring quick delivery and reduced carbon emissions.

3. Once production is complete, the item undergoes a quality assurance check before it's ready to be shipped.

Lastly, the product is delivered to your customer. Here's what happens:

1. After the final quality check, the product is packed securely and shipped to the customer.

2. Gelato ensures quick and reliable delivery. Since the product is manufactured closer to the customer, transportation distances are shorter, reducing carbon emissions.

3. The customer receives their order, making the process as transparent and efficient as possible.

By utilizing Gelato's services, you can provide your customers with a superior shopping experience while simultaneously reducing your store's carbon footprint. It's a win-win!

The shift towards on-demand production and local printing is reshaping the ecommerce landscape. By providing a comprehensive solution for entrepreneurs, creators, and global brands, Gelato enables businesses to sell their products globally while producing them locally in 32 countries. This opens the doors to a market of up to five billion potential consumers.

With Gelato, your Shopify store can offer a wide variety of products, such as t-shirts, wall art, mugs, phone cases, and photo books, all produced on-demand and shipped to your customers' doors. You only pay for the products ordered, eliminating the need for inventory storage and management. 

Are you ready to take your Shopify store to the next level? Join the Gelato family and let's revolutionize your order fulfillment process together. Sign up for Gelato today.

What do you do after you receive an order on Shopify?

After receiving an order on Shopify, review the order details for accuracy. Confirm inventory availability, process the payment, and begin the fulfillment process either manually or automatically. Update the order status and inform the customer their order is being processed. Ensure everything is set for timely shipping and delivery.

How do I fulfill an order on Shopify POS?

To fulfill an order on Shopify POS, navigate to the order within the POS app. You can mark it as fulfilled directly after the customer makes the purchase. Ensure you have the necessary inventory on hand, as the POS system will deduct the item from your stock. This enables smooth, real-time inventory management across all sales channels.

How do I change my Shopify from unfulfilled to fulfilled?

To change your Shopify order status from unfulfilled to fulfilled, navigate to the 'Orders' section in your Shopify admin. Select the specific order, click on 'Mark as fulfilled,' and add any necessary tracking information. Confirm the fulfillment process, and the order status will update to fulfilled, notifying the customer automatically.

How do I fulfill a draft order on Shopify?

To fulfill a draft order on Shopify, convert it into an actual order by clicking "Create Order." Once created, you can proceed with either the full or partial fulfillment by locating the order in the "Orders" section, selecting it, and clicking "Fulfill Items." Follow the prompts to add tracking information and complete the process.

Why is my fulfillment request declined on Shopify?

Your fulfillment request on Shopify may be declined due to inventory issues, unverified payment methods, or a non-configured fulfillment service. Make sure that your inventory levels are accurate and payments verified. Verify that your chosen fulfillment service is correctly set up and running. Proper communication with your provider can help resolve these issues effectively.