Your store sells 24/7.
Your team shouldn't have to work nights.
Growing your sales, but drowning in manual invoicing and payment reconciliation? We connect platforms like Shopify and Stripe directly to your accounting software into one streamlined workflow.
Even simple automations can reduce the time spent on store administration.
Order Automation Example workflow
Platforms we work with
How do you know it's time for a change?
If these situations frequently occur in your store, you are wasting profit on repetitive administrative work.
The Stripe Reconciliation Nightmare
Manually splitting bulk payouts into individual orders and calculating payment gateway fees takes your accountants hours.
Inventory Discrepancies
You sell on your own site, Amazon, and eBay, but you have to update your stock levels manually across all platforms.
Slow Customer Service
Customers are constantly calling or emailing about shipping statuses or returns because your system doesn't send automated updates.
Areas where automation can help
We focus on eliminating the bottlenecks that hinder your daily order processing.
Accounting & Invoicing
Automated sales booking in Xero based on data from Shopify or WooCommerce.
Reconciliation and categorization of payment gateway fees (Stripe and PayPal).
Logistics & Warehousing
Inventory synchronization between your ERP system and multiple sales channels.
Automated shipping and courier workflows using ShipStation.
Customer Service
Automated returns processing (RMA) and dispatch of relevant credit notes.
Dynamic order status updates via SMS messages or email notifications.
Marketing & B2B Sales
Pushing B2B leads from your store directly to HubSpot for further sales follow-up.
Automated customer segmentation based on purchasing habits in your email marketing systems.
The hidden cost of manual order processing
In e-commerce, manual work scales proportionally to your success. The more you sell, the more time you lose on paperwork.
Example: If compiling invoice data and calculating fees takes an employee 2 minutes per order, with 1,000 orders a month you are losing over 33 hours of work.
During sales peaks like Black Friday, this problem can paralyze the entire company. Practical automation makes it easier to grow your store as order volumes increase.
Practical integrations for daily business operations
In e-commerce, downtime means lost revenue. We design stable processes built for everyday business operations.
With our background in providing Managed IT services, automations use official APIs and handle only the data each integration needs.
What we emphasize:
- ✓ API Error Handling: If a payment gateway drops, the system uses retry logic where the API supports it.
- ✓ Data handling: integrations connect through official APIs, and the scope of access is agreed before work starts.
- ✓ Log monitoring: available as part of ongoing support plans.
What does the deployment process look like?
Discovery & Analysis
We map your manual steps and assess your systems' capabilities to identify bottlenecks.
Logic Design
We design a logical flow of documents and data between your platforms.
Build & Test
We connect stores with Stripe and Xero, running tests in sandbox environments where available.
Deployment & Support
We deploy systems to the production environment.
Pricing tailored to your needs
E-commerce stores operate at different scales. We offer flexible engagement models – from one-off automation deployments to ongoing monitoring and optimization of your growing processes.
Project Deployment
A fixed, one-off fee for designing and implementing a specific data flow (e.g., connecting Shopify and Stripe payments to Xero).
Ongoing Support & Development
A monthly retainer covering API connection maintenance, proactive log monitoring to catch synchronization errors, fixes, and improvements.
Example automation scenarios
B2B Wholesaler
B2B Portal to Xero Integration
Wholesale orders placed via the website are automatically invoiced, applying personalized customer discounts.
B2C Clothing Store
Streamlined Returns (RMA)
Once a customer registers a return, the system notifies the warehouse and accelerates the generation of a credit note in the accounting software.
Multi-Channel Seller
Platform Synchronization
Inventory levels in Shopify are continuously updated after transactions from other sales channels, helping to prevent overselling.
Frequently Asked Questions
Can you connect Shopify to Xero?
Yes, this is one of the most common integrations. We automatically transfer order, customer, and tax data from Shopify directly to Xero, helping to eliminate manual invoice entry.
How does automated Stripe accounting work?
The system automatically identifies bulk Stripe payouts, separates processing fees, and reconciles individual transactions in accounting software such as Xero.
How do the integrations handle data under UK GDPR?
Our automations connect through official APIs authorised by the software providers, and the scope of access is agreed before work starts. Depending on the tool used, execution logs may contain order data; how long they are kept is configured per project.
Can automation mess up my data in Xero?
We reduce this risk by designing automations in an append-only mode or by creating drafts that you or your accountant approve before anything is finalised.
Will automation work for a smaller online store?
Yes. Even simple automations can save small stores time otherwise spent on manual data entry, freeing owners to focus on product development and marketing rather than paperwork.
Do you support WooCommerce?
Yes. We can connect WooCommerce with external ERP systems, accounting software, email marketing platforms, and courier tools using modern APIs.
Ready to automate your store?
Stop treating your team like manual data-entry machines. Scale your e-commerce sales without worrying about the paperwork.
Free automation auditNo obligation • 30 min • We'll check your system integrations
Or call us directly: +44 333 880 1344
Practical E-commerce automation in the UK
SmartOps IT focuses on building practical integrations for online stores and e-commerce wholesalers across the UK. Using workflow automation, we help companies simplify complex payment gateway reconciliation (e.g., Stripe) and reduce manual invoicing, connecting systems like Shopify and WooCommerce with accounting platforms such as Xero. Properly implemented solutions help limit the time spent on online store administration, facilitating sales growth alongside an increasing number of orders, while simultaneously minimizing the risk of costly human errors.