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How data flows between WeSupply and other systems

Casey Moore
Updated

1) Overview

This guide explains how information moves between your ecommerce/OMS/3PL systems and WeSupply—from orders and shipments to notifications and returns. It follows the standardized structure and converts the original flow into clear, actionable steps.

 

2) Before You Begin

  • Your store is connected to WeSupply (via native app/extension or API/automation).
    • If you would like to connect to any other system (apart from Magento, Shopify, BigCommerce, etc.) please refer to our API doc.
  • You have access to your ecommerce platform, OMS/3PL (if any), and your WeSupply admin.
  • (Optional) A recent order or test order to validate end-to-end syncing.

 

3) Data Flow

Simple Magento Integration

  1. New order Information, as well as order updates, are pulled from Magento every minute;
  2. WeSupply connects to the courier and pulls tracking-related information via the courier API;
    1. If the courier used is not UPS, FedEx, or USPS, WeSupply can pull courier information from EasyPost or Shippo as these services integrate with over 100+ couriers from around the world;
  3. Return labels are generated by WeSupply using either an EasyPost or Shippo account;
  4. A product feed is sent to WeSupply via Google Feeds containing images and titles as well as other product information. If specific product information exists in the feed, WeSupply can display that information for the customer;
  5. When a ticket is received, Zendesk pulls the order data from WeSupply and displays it within the Zendesk App Section (requires the use of the WeSupply app for Zendesk);
  6. When the customer views their order on the web, they are redirected to the view order page in WeSupply (or opened in a modal);
  7. Order notifications are sent via SMS or Email (to send emails from your own domain, we need your SMTP credentials);
  8. After a return is processed in WeSupply we connect to the Magento platform and create a credit memo alongside updating the order and issuing a refund.

 

Aptos ERP Integration

  1. Aptos EOM pulls order data from Magento. Aptos processes all order data from all its systems (WMS, SA, POS) and updates it back in the EOM system;
  2. WeSupply pulls order data from Aptos EOM via the Aptos API every minute, this includes new orders as well as all order updates;
  3. WeSupply connects to the courier and pulls tracking-related information via the courier API;
    1. If the courier used is not UPS, FedEx, or USPS, WeSupply can pull courier information from EasyPost or Shippo as these services integrate with over 100+ couriers from around the world;
  4. Return labels are generated by WeSupply using either an EasyPost or Shippo account;
  5. A product feed is sent to WeSupply via Google Feeds containing images and titles as well as other product information. If specific product information exists in the feed, WeSupply can display that information for the customer;
  6. When a ticket is received, Zendesk pulls the order data from WeSupply and displays it within the Zendesk App Section (requires the use of the WeSupply app for Zendesk);
  7. When the customer views their order on the web, they are redirected to the view order page in WeSupply (or opened in a modal);
  8. Order notifications are sent via SMS or Email (to send emails from your own domain, we need your SMTP credentials);
  9. Returns are usually processed in the EOM and WM systems. Data is then pulled and the order is updated automatically in WeSupply (returns do not need to be processed in WeSupply).

 

ERP/WM/POS Integration

  1. Order Information is received from multiple locations such as Webstore + ERP / WM / POS, and order data is sent to WeSupply via direct API feed or based on a cron job;
  2. WeSupply connects to the courier and pulls tracking-related information via the courier API;
    1. If the courier used is not UPS, FedEx, or USPS, WeSupply can pull courier information from EasyPost or Shippo as these services integrate with over 100+ couriers from around the world;
  3. Return labels are generated by WeSupply using either an EasyPost or Shippo account;
  4. A product feed is sent to WeSupply via Google Feeds containing images and titles as well as other product information. If specific product information exists in the feed, WeSupply can display that information for the customer;
  5. When a ticket is received, Zendesk pulls the order data from WeSupply and displays it within the Zendesk App Section (requires the use of the WeSupply app for Zendesk).
  6. When the customer views their order on the web, they are redirected to the view order page in WeSupply (or opened in a modal);
  7. Order notifications are sent via SMS or Email (to send emails from your own domain, we need your SMTP credentials);
  8. Returns can be processed both via WeSupply or your ERP/WM/POS system. Returns processed in WeSupply can be updated via API in your ERP/WM/POS system.

 

4) Best Practices

  • One source of truth per event: Decide which system creates shipments/returns to prevent duplicates.
  • Turn off duplicate emails: If WeSupply sends notifications, disable overlapping platform emails to avoid double-sending.
  • Map carriers consistently: Make sure carrier/service names in your platform/3PL match what WeSupply expects.
  • Test end-to-end: Place a test order → create shipment → confirm tracking events → initiate a return → check notifications.

 

5) Troubleshooting / FAQ

Orders aren’t appearing in WeSupply

  • Confirm the store connection is active.
  • Make sure the order meets any import filters (status, date range, store view).
  • Re-save credentials and retry a manual sync (if available).

Tracking isn’t updating

  • Verify the shipment exists in your platform/OMS and includes carrier + tracking number.
  • Check carrier mapping and that the integration is enabled.
  • Allow time for the next polling/webhook event to arrive.

Returns aren’t reaching my platform

  • Ensure returns integration is enabled for your platform.
  • Confirm permissions/credentials and any webhooks or API callbacks are configured.
  • Re-test with a simple RMA (single item, standard reason) to isolate mapping issues.

Customers get duplicate emails

  • If WeSupply sends post-purchase notifications, disable overlapping platform notifications for the same events.

 

6) Summary

Orders are pushed/imported from your platform into WeSupply → shipments and tracking events keep statuses current → WeSupply sends notifications and powers self-service pages → returns/exchanges initiated in WeSupply sync back to your platform (when supported) → final refund/exchange outcomes update WeSupply and notify the customer. Configure native integration or API/webhooks, map carriers, and test the full journey to ensure a clean, reliable data flow.

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