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WooCommerce integration settings

If you haven’t connected WooCommerce to your CRM yet, see our instructions on how to set this up.

Once you’re connected, you can:

  • Connect multiple carts.
  • Decide what information to sync between systems e.g. pull through your products and orders to CRM.
  • Choose whether stock availability information from CRM will be available in Woo Commerce.

You can manage these settings from Admin > Integrations by clicking on Settings beside the WooCommerce menu item.

Navigating to WooCommerce integration settings

 

There are several important things to note regarding the WooCommerce integration:

  • Everything in WooCommerce MUST have a unique SKU e.g. all your products and variations; basically everything in the cart.
  • The integration will pull through all your products from WooCommerce, you cannot selectively choose what to pull through to CRM.
  • CRM will match up your cart sales with CRM Products based on the SKU – if there is no match, the system will create a new Product.
  • Only published products will be imported into CRM.
Connect multiple carts

Once you have set up the integration, you will have a button at the top of the page to Activate One More – click this to reveal a new page where you can enter in the additional cart details. See our integration setup instructions for more detail on how to do this.

Stock availability in WooCommerce

You can choose one of the following settings for your WooCommerce cart stock availability:

  • Always In Stock: selecting this option means that all items in your cart will always show as being in stock. Then when orders come into Sales Orders in CRM, you will see the actual stock availability details for the order.
  • Sync Stock to Woo: this will sync all your CRM Products with WooCommerce and show stock availability information from CRM when customers are viewing your items.
  • Do not sync stock: this will not sync your stock availability information from CRM and items also won’t appear as always being in stock.

Bring your orders into CRM

By default, the sync setting for Orders is Manual. If you want to import your orders from WooCommerce into Sales Orders in CRM on a regular basis, you need to change this setting to Scheduled and then set your preferred days and times for this to happen.

Note that ‘IN’ refers to data being imported from WooCommerce to CRM.

Once you have changed the setting to Scheduled, you can click on the section displaying days of the week to reveal further options you can configure to define your sync schedule. Make sure you click on Close to apply the changes.

When an order comes into CRM from WooCommerce, it brings in the Product (based on SKU), customer details (it will create a customer record if they are not already in CRM), sale price and quantity. All this information pulls through to a new Sales Order, from which you can generate a Work Order or Purchase Order (if required).

It is also important to note that CRM will not bring in any orders from WooCommerce before the date you connected the integration – they will only come through for the period after you’ve set this up.

Sync your Products between systems

By default, the sync setting for Products is Manual. If you want to import and export your products from WooCommerce into Products in CRM (and vice versa) on a regular basis, you need to change these settings to Scheduled and then set your preferred days and times for this to happen.

Note that  ‘OUT’ refers to data being exported to your WooCommerce from the CRM while ‘IN’ refers to data being imported from WooCommerce to CRM.

Once you have changed the setting to Scheduled, you can click on the section displaying days of the week to reveal further options you can configure to define your sync schedule. Make sure you click on Close to apply the changes.

If you have your sync set to Manual, you can reveal the option to either Import or Export your items from CRM by opening the relevant Product record in CRM, clicking on the Woo logo and selecting either Import or Export.

When products sync between the systems, the SKU is used to identify items on each side and if there is not a match, a new product will be created in either system (depending on which way you are syncing products).

If you have products in WooCommerce that don’t have an SKU and you don’t want to sync them over to CRM because they are either duplicates or inactive products you no longer sell, you have the following options:

  • Delete the products from WooCommerce OR
  • Add a modified SKU to the duplicate/inactive products so it is unique e.g. add a .1 or .2, .3 etc to the end of them. You could also re-label or modify the name of the products so that you can identify them easily from your actual products for sale.
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