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Sync WooCommerce orders and inventory with Google Sheets and Slack

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Created by: yu-ya || yyuyayamanaka

yu-ya

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Last update 2 days ago

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Automate order fulfillment and inventory sync from WooCommerce to Google Sheets and Slack

This workflow provides a robust, end-to-end automated pipeline for managing e-commerce orders. It bridges the gap between your storefront and your fulfillment team by handling inventory validation, multi-channel notifications, and centralized data logging.

Who’s it for?

This template is designed for e-commerce business owners and operations managers using WooCommerce who want to eliminate manual order processing. It is ideal for teams that need real-time updates on stock availability and automated communication with both customers and warehouse staff.

How it works

  1. Order Capture: The workflow triggers via a WooCommerce Webhook (real-time) or a Schedule Trigger (hourly sync).
  2. Data Extraction: It parses complex order JSON into a clean, usable format.
  3. Inventory Check: The system iterates through each line item to verify stock levels.
  4. Fulfillment Logic: It determines if an order is "Ready" or "Backordered" and calculates estimated shipping priorities.
  5. Multi-Channel Notification:
    • In-Stock: Sends a confirmation email to the customer and alerts the fulfillment team on Slack.
    • Backordered: Sends a delay notice to the customer and alerts the inventory manager on Slack.
  6. Data Logging: Every order is appended to a Google Sheet for long-term analytics and tracking.

Requirements

  • WooCommerce: REST API access and Webhook setup.
  • Gmail: OAuth2 credentials for sending automated emails.
  • Slack: A Bot Token with permissions to post in #fulfillment and #alerts channels.
  • Google Sheets: A spreadsheet prepared with headers matching the order data.

How to set up

  1. Credentials: Connect your WooCommerce, Gmail, Slack, and Google Sheets accounts in the respective nodes.
  2. WooCommerce Webhook: Copy the Webhook URL from the first node and paste it into your WooCommerce Webhook settings (Topic: Order Created).
  3. Inventory Logic: The "Check Inventory" node currently uses a simulated Code node. Replace this logic with a lookup to your actual inventory database or ERP system.
  4. Google Sheets: Open the "Log Order to Sheets" node and select your specific Spreadsheet ID and Sheet Name.

How to customize

  • Shipping Rates: Modify the "Process Order Logic" node to include your specific carrier rates or integrate a shipping API (like ShipStation).
  • Priority Rules: Adjust the logic to flag "High Value" orders or specific VIP customers for faster processing.
  • Messaging: Customize the Gmail and Slack message templates to match your brand's voice.