Introduction
The e-commerce landscape is evolving rapidly, with retailers worldwide adopting Shopify as their online storefront while relying on ERP systems (Microsoft Dynamics 365 Business Central, SAP, NetSuite, Odoo, etc.) for back-end operations. However, standard integration solutions often fall short when businesses need custom workflows, real-time data sync, or specialized B2B functionalities.
That’s where HexaSync Automation Engine comes in, providing flexible, customizable integration profiles that bridge Shopify and ERP systems seamlessly, regardless of location or industry.
In this guide, we’ll explore the seven most requested HexaSync profile customizations that help global retailers optimize their ERP integration for efficiency, accuracy, and scalability.
1. Adding New HexaSync Tasks to Meet Specific Sync Requirements
While standard sync processes cover basic product, order, and customer data, many retailers require custom tasks to handle unique workflows, such as:
- Gift card balances with region-specific accounting logic
- Detailed return lifecycle data (e.g., return, refunds, etc.)
- Pre-order management with non-standard fulfillment flows
- Subscription billing data (for apps like ReCharge or Bold Subscriptions)
Example Use Case:
A European fashion retailer wants to categorize returns in their ERP based on detailed reasons (damaged, wrong size, late delivery) to optimize inventory and customer service. HexaSync’s “Customizable Tasks” and “Cell-Based Mapping” allow precise control over how this data flows between Shopify and the ERP.
2. Synchronizing Complex Promotions Between Shopify and ERP Systems
Promotions in Shopify (discounts, BOGO offers, tiered pricing) often don’t align perfectly with ERP logic, leading to:
- Incorrect financial reporting
- Inventory mismatches
- Revenue recognition delays
HexaSync solves this by:
- Converting Shopify promotions into ERP-readable formats
- Syncing tiered discounts (e.g., “Spend €100, get 10% off; spend €200, get 20% off”)
- Handling BOGO (Buy-One-Get-One) deals with proper inventory deduction
- Ensuring seasonal/bundle campaigns reflect accurately in both systemsinto logic that both systems can interpret, ensuring consistency and eliminating promotion-related discrepancies.
- HexaSync can work with Shopify APIs and 3rd party Apps to ensure the business flows provided and sustained by Shopify App are properly synchronized with ERP
3. Managing B2B Price Lists
B2B transactions often require different price levels for different customers, which are typically managed in the ERP system rather than in Shopify.
Challenge: Although Shopify Plus supports B2B features like customer groups and price lists, it doesn’t act as the primary source of pricing data. Without synchronization, customers may see outdated or incorrect prices.
Solution: HexaSync enables real-time sync of ERP price lists to Shopify, ensuring each customer sees only the prices assigned to them. This includes volume-based pricing, contract pricing, and customer-tier pricing, all mapped accurately between systems.
4. Managing Loyalty Points
Loyalty programs are essential in B2B for building long-term customer relationships by offering incentives based on order value or frequency.
Challenge: Loyalty points are dynamic and must be accurately tracked across both Shopify and ERP. If systems are disconnected, customers may see incorrect balances or expired rewards.
Solution: HexaSync syncs loyalty point balances, expiration dates, and reward tiers using Shopify metafields. Updates flow bidirectionally to ensure that both platforms reflect the correct point tcustomotals in real time.
5. Managing Gift Cards
Gift cards are used by B2B companies for various purposes such as offering promotional credits, issuing refunds, or rewarding clients.
Challenge: Gift card data – including issuance, redemption, and expiration – is often initiated in Shopify, but ERP systems must record this data for accurate accounting and reporting.
Solution: HexaSync ensures full lifecycle syncing of gift cards across Shopify and ERP, maintaining consistency in available balance, transaction logs, and financial reconciliation.
6. Updating Profiles After Installing New Shopify Apps or Plugins
New Shopify apps (e.g., subscription tools, custom checkouts, or marketing automation) often introduce:
- New fields (e.g., subscription terms, customer preferences)
- Modified data flows (e.g., custom checkout fields)
- Complex interactions (e.g., marketing tags, segmentation rules)
HexaSync’s flexible architecture allows:
- Dynamic mapping updates without rebuilding the entire integration
- Conditional logic (e.g., “If subscription order, route to ERP with special SKU”)
- Preventing data mismatches when adding new apps
7. Handling New Warehouses or Locations in Shopify and ERP
As businesses scale globally, they often add:
- New fulfillment centers
- Retail store locations (for click-and-collect)
- Dropshipping vendor warehouses
HexaSync ensures:
- Each ERP warehouse maps correctly to Shopify’s multi-location inventory
- Stock levels update in real-time to prevent overselling
- Back Order or Pre-order can work correctly to the defined business flows
8. Modifying Data Sync Logic to Align with Business Changes
Business changes like:
- Expansion to omnichannel
- Mergers or acquisitions
- Brand restructuring
…can all impact data structures. HexaSync supports this evolution by allowing:
- Dynamic mapping updates
- Conditional routing logic
- Brand-based taxonomy transformations
This keeps integration aligned with strategy without disrupting daily operations.
9. Integrating New Apps with Shopify via HexaSync
Businesses often add:
- CRM tools (e.g., HubSpot, Freshworks)
- POS systems (e.g., Sapo POS, KiotViet)
Each introduces new sync logic:
- Webhook-based real-time updates
- Batch sync for large data volumes
- Tag/segment mappings
HexaSync ensures all these systems communicate effectively with Shopify and ERP, maintaining a consistent and unified data ecosystem.
10. Streamlining Flexible Payment Options in Shopify
B2B buyers often rely on diverse payment terms tailored to their credit approvals, contract agreements, or internal procurement policies, requiring a seamless and adaptable checkout experience.
Challenge: Shopify’s default checkout system lacks the flexibility to accommodate complex ERP-defined payment terms, such as Net30, Net60, or milestone-based schedules, leading to manual workarounds and potential errors.
Solution: HexaSync bridges this gap by seamlessly mapping ERP payment terms to Shopify’s checkout process. By dynamically displaying tailored payment options based on individual customer profiles, HexaSync ensures precise financial control, enhances automation, and delivers a professional, customized purchasing experience.
11. Optimizing Bulk Discounts with ERP-Driven Rules
Volume-based discounts are a cornerstone of B2B sales, with ERP systems defining tiered pricing structures based on order quantities to drive profitability and customer loyalty.
Challenge: Shopify’s native discount engine often fails to align with the intricate, ERP-defined discount rules, resulting in inconsistent pricing and lost revenue opportunities.
Solution: HexaSync effortlessly syncs bulk discount tables from your ERP directly to Shopify, ensuring that tiered discounts are automatically applied at checkout. This creates a smooth, accurate, and enticing purchasing process that reflects your negotiated pricing structures.
12. Simplifying Bulk Ordering with CSV and SKU Inputs
B2B buyers frequently place large, complex orders using SKU lists or bulk order forms, demanding a fast and efficient ordering process.
Challenge: Shopify lacks native support for CSV uploads or rapid multi-SKU entry, slowing down order placement and frustrating high-volume buyers.
Solution: HexaSync integrates Shopify with ERP bulk order entry systems, enabling seamless order creation from custom input formats like CSV files or SKU lists. With real-time stock validation, buyers enjoy a streamlined, error-free ordering experience that boosts efficiency and satisfaction.
13. Securing Role-Based Storefront Access
B2B platforms often restrict product visibility based on account levels, departments, or partner statuses to ensure compliance and personalized experiences.
Challenge: Shopify’s out-of-the-box features don’t support ERP-driven access controls, limiting the ability to tailor storefronts to specific roles.
Solution: HexaSync synchronizes access rights from your ERP, leveraging Shopify’s customer tags or metafields to dynamically control product visibility and access. This ensures a secure, role-specific shopping experience that aligns with your business rules.
14. Empowering B2B Buyers with Self-Service Portals
B2B customers expect convenient access to their complete order history, billing details, and account settings, reducing reliance on customer support.
Challenge: Shopify’s native account pages lack integration with ERP data, forcing buyers to contact support for critical information.
Solution: HexaSync syncs comprehensive ERP data—such as orders, invoices, and credit memos—directly into Shopify’s customer accounts. This empowers buyers with a robust self-service portal, enhancing efficiency and elevating their experience.
15. Unifying Business Systems with Seamless Integrations
Modern B2B operations rely on a complex ecosystem of platforms, including POS, CRM, ERP, and marketing tools, all working in harmony to drive success.
Challenge: Disparate APIs, data formats, and sync schedules across systems create integration headaches and data silos.
Solution: HexaSync serves as a powerful central hub, orchestrating smooth data exchange through scheduled jobs or real-time webhooks. This ensures cohesive operations, minimizes manual work, and unlocks the full potential of your business systems.
16. Automating Billing Workflows for Efficiency
Consistent, accurate invoicing is critical for B2B transactions, yet manual processes can lead to delays and errors.
Challenge: Shopify’s invoicing capabilities don’t automatically generate ERP-compliant invoices or sync them with ERP records.
Solution: HexaSync automates invoice creation by syncing Shopify orders with your ERP, including tax codes, billing addresses, and payment terms. This streamlines billing workflows, ensures compliance, and enhances financial accuracy.
17. Enforcing Minimum Order Quantities (MOQ) for Profitability
B2B businesses often set minimum order quantities to ensure order profitability and operational efficiency.
Challenge: Shopify lacks built-in logic to enforce MOQs, risking unprofitable orders and manual oversight.
Solution: HexaSync pulls MOQ data from your ERP and applies conditional rules to enforce minimums during cart creation and checkout. This safeguards profitability while delivering a seamless buyer experience.
18. Personalizing Experiences with ERP-Based Customer Segmentation
Tailored B2B experiences based on industry, tier, or contract terms drive customer satisfaction and loyalty.
Challenge: Shopify’s manual segmentation processes can drift from ERP data, leading to inconsistent customer experiences.
Solution: HexaSync synchronizes ERP segmentation data into Shopify via tags or metafields, enabling personalized catalogs, pricing, and marketing campaigns that resonate with each customer’s unique needs.
19. Streamlining Quote-to-Order Processes
Quotes are often the starting point for B2B transactions, requiring a smooth transition to finalized orders.
Challenge: Shopify lacks native support for quote management, complicating the sales process.
Solution: HexaSync syncs ERP-generated quotes into Shopify as draft orders, allowing customers to review, modify, and confirm orders with ease. This accelerates deal closures and enhances buyer confidence.
20. Aligning ERP Company Accounts and Roles
Enterprises often manage multiple users with distinct roles, requiring precise alignment with ERP structures.
Challenge: While Shopify Plus supports company accounts, syncing complex ERP hierarchies is a manual challenge.
Solution: HexaSync seamlessly syncs buyer roles, hierarchies, and purchase permissions from ERP to Shopify’s company accounts, ensuring accurate access and a cohesive purchasing experience.
21. Delivering Account-Specific Customer Pricing
Negotiated pricing is a hallmark of B2B relationships, tailored to each customer’s contract.
Challenge: Shopify’s native pricing tools require manual uploads to reflect ERP-based contract pricing, which is error-prone.
Solution: HexaSync syncs ERP pricing tables directly to Shopify B2B customer profiles, ensuring accurate, account-specific pricing that strengthens trust and simplifies transactions.
22. Harmonizing Email Preferences and Contact Data
Effective B2B email communications must align with CRM or marketing platform settings to ensure compliance and relevance.
Challenge: Shopify’s email preferences often diverge from CRM/ERP records, risking misaligned communications.
Solution: HexaSync synchronizes email opt-ins, contact tags, and segmentation status with external platforms, ensuring consistent, compliant, and targeted email interactions.
23. Managing Multiple ERP Price Lists with Ease
Enterprises maintain diverse pricing rules across customers or product lines to stay competitive.
Challenge: Manually aligning ERP price lists with Shopify customer groups is time-consuming and unscalable.
Solution: HexaSync maps ERP price lists to Shopify companies or tags, ensuring accurate, automated pricing upon customer login, saving time and boosting accuracy.
24. Customizing Checkout with ERP-Driven Logic
B2B checkout processes must adapt to varied contract terms and customer statuses for a tailored experience.
Challenge: Shopify’s checkout system lacks the flexibility to incorporate complex ERP-driven logic or custom flows.
Solution: HexaSync introduces logic-driven rules to dynamically display or hide payment and shipping options based on ERP conditions, creating a seamless and compliant checkout process.
25. Optimizing Mobile B2B Ordering
Sales reps and B2B buyers increasingly rely on mobile devices for placing orders on the go.
Challenge: Large product catalogs can slow down mobile performance, frustrating users and delaying orders.
Solution: HexaSync optimizes mobile-ready data syncing, prioritizing frequently ordered SKUs and localized inventory to deliver a fast, efficient mobile ordering experience.
26. Personalizing Catalog Views with ERP Rules
Product visibility in B2B must align with contract terms or account types to ensure relevance and compliance.
Challenge: Shopify doesn’t natively filter catalogs based on ERP577-driven contracts, requiring manual workarounds.
Solution: HexaSync syncs product availability and customer tags from ERP, enabling dynamic, personalized catalog views that enhance the buyer experience.
27. Delivering Tailored Product Catalogs
B2B buyers expect to see only the SKUs relevant to their contracts or needs, streamlining their purchasing process.
Challenge: Manually tagging products for visibility is inefficient and unscalable for large catalogs.
Solution: HexaSync leverages ERP-defined product eligibility rules to filter Shopify catalogs, ensuring each buyer sees a personalized, relevant product selection.
28. Capturing Buyer-Seller Communications
B2B transactions often involve direct messages, RFQs, or custom requests that need to be tracked.
Challenge: Shopify’s order notes aren’t automatically logged into ERP systems, risking lost communications.
Solution: HexaSync pushes notes, form submissions, and RFQ requests into ERP as structured customer service records, ensuring seamless communication tracking and follow-up.
29. Sharing Data with B2B Partners
Resellers, distributors, and logistics partners require real-time access to accurate data to operate efficiently.
Challenge: Partner systems need timely, secure data syncing, which Shopify alone cannot provide.
Solution: HexaSync securely syncs selected ERP data with third-party platforms via API channels, fostering collaboration and operational efficiency across your partner network.
30. Driving Insights with Real-Time Analytics
B2B leaders depend on unified, real-time insights to make informed decisions across their operations.
Challenge: Data scattered across Shopify, ERP, and CRM hinders comprehensive reporting.
Solution: HexaSync pushes clean, real-time data into BI platforms like Power BI or Looker, enabling unified, actionable analytics that drive strategic growth.
31. Streamlining Product Content Management
B2B product data, including specs, manuals, and media, is often managed in ERP or PIM systems for accuracy.
Challenge: Manual updates to Shopify’s CMS are time-consuming and prone to errors.
Solution: HexaSync syncs rich product content from ERP or PIM to Shopify, ensuring consistent, accurate information across all channels for a professional buyer experience.
32. Supporting Multi-Org and Multi-Store Operations
B2B companies often operate multiple brands or regional stores, each with unique rules and requirements.
Challenge: Managing distinct sync logic for each store or ERP company is complex and resource-intensive.
Solution: HexaSync supports multi-profile configurations, isolating sync logic per organization or store to deliver scalable, tailored integrations that power global operations.
Final Thoughts: Customization Is Key to ERP-Shopify Success
The e-commerce landscape is increasingly complex, especially for B2B retailers who must balance seamless customer experiences with robust back-end operations. HexaSync Automation Engine addresses these challenges by offering highly customizable, scalable, and efficient integration solutions that bridge Shopify with ERP systems like Microsoft Dynamics 365 Business Central, SAP, NetSuite, and Odoo. From syncing complex promotions and B2B price lists to enabling tailored self-service portals and real-time analytics, HexaSync empowers businesses to streamline workflows, enhance accuracy, and adapt to evolving needs. Whether you’re managing multi-store operations, enforcing minimum order quantities, or integrating third-party apps, HexaSync ensures your systems work in harmony, driving operational excellence and delivering exceptional, personalized buyer experiences across the globe.
Ready to explore tailored integration for your Shopify and ERP system?
Contact HexaSync experts for a customized demo.