Shopify Inventory Management
Shopify is very good at selling and deliberately light on everything behind it. It keeps a stock number per location and a single cost field per item, which is whatever somebody last typed into it. There is no costing method, no way to spread a freight bill across the shipment that carried it, no bill of material for anything you make, and no way to sell the same catalogue to a wholesale customer at their own price. So true cost ends up in a spreadsheet, and margin is a number you find out later. Qoblex sits behind the store: it owns the stock, the buying and the costing, and keeps Shopify’s numbers in step with it.
The half of the job Shopify does not do
Your store stays your storefront. What changes is that the stock figure it shows, the cost behind each sale, and the orders it takes all come from one system that also knows what you bought and what you still owe.
One stock figure, however many stores
Qoblex holds the master stock level and pushes it to every connected store as it moves. Sell on one, and the others know within the same sync. Connect as many Shopify stores as you run, mapped to the locations that actually fulfil them.
Orders arrive without anyone copying them
A Shopify order becomes a Qoblex sales order on its own, with the customer matched, the lines matched to your catalogue, the currency and the location set. An edit in Shopify updates the same order rather than creating a second one.
Never sell the same unit twice
Stock committed to an open order stops counting as available, and available is the figure your store is given. A wholesale order taken this morning is already out of the number your web shop is selling from this afternoon.
Know what a Shopify sale actually made
Qoblex computes true cost from the purchase order, freight and duty included, and can push it back to Shopify as the item’s cost. Margin stops being retail price minus whatever the supplier invoice said, which is the number most stores are quietly running on.
Check the bill before you pay it
Receive a delivery in parts, against the order that ordered it, and compare the order, what arrived and the supplier’s bill before the cost settles. It is what catches a freight invoice higher than quoted, and a short delivery nobody mentioned.
A cost that is not typed in by hand
Shopify holds one cost per item and leaves it where you last set it. Qoblex recalculates moving average cost as each delivery is received, with freight and duty already allocated into it, and supports FIFO where that is the method your accountant works in.
Refunds and fulfilments come back too
Refund or fulfil in Shopify and Qoblex mirrors it, including whether the units were restocked. Ship from Qoblex and the store is told, so your customer gets their notification without anyone signing into two systems.
A different price in each store
Each store takes its own price list and Compare At list, in its own currency, from the same product. One catalogue can sell at different prices in different markets without being duplicated three times.
Wholesale prices Shopify cannot hold
Give trade customers a private portal with their own prices, ordering from the same stock as your retail store. Two audiences, two price lists, one inventory, and no chance of the two overselling each other.
Bring in the catalogue you already have
Import your products, variants, images and stock from the store in one pass, and pull in historical orders for the date range you care about. Starting does not mean rebuilding your catalogue by hand.
I have been working with Qoblex inventory program, Shopify POS, and Xero accounting -fantastic integration between all 3, which is vital given that I am a small business and do not have any extra time for double entries. The integration to date has been seamless… I highly recommend this integration for any small business.
Frequently asked questions
Syncing stock, orders, prices and costs with a Shopify store.
Which system holds the real stock figure?
Qoblex, in the normal setup. It holds the master figure across every location and channel and pushes it to Shopify as it changes. Each data type has its own direction, so you decide separately whether product information, prices and cost flow to the store, from it, or not at all.
What happens when someone buys from my store?
The order arrives in Qoblex on its own. The customer is matched or created, the lines are matched to your catalogue, the currency and exchange rate come across, and stock is allocated from the location mapped to that store. From there it is an ordinary sales order: pick, pack, ship, invoice.
Can I connect more than one Shopify store?
Yes, as many as your plan allows, each with its own location mapping, currency and price list. That is the point of holding stock centrally: one catalogue, one stock figure, several storefronts that cannot oversell each other. See pricing for how connections are counted.
Do refunds and returns sync?
Yes. A refund in Shopify is mirrored in Qoblex, and whether the units go back into stock follows the restock choice made in Shopify. Fulfilments sync too, in both directions: shipping in Qoblex marks the Shopify order fulfilled.
Will my Shopify prices change?
Only if you tell it to. Price sync has its own direction, and you choose which price list feeds the store and which feeds the Compare At price. Set it to pull rather than push and Shopify stays in charge of retail pricing.
What about products I make or bundle?
Shopify sells them as ordinary products. Behind the store, Qoblex knows a bundle is a set of components, and a manufactured item is a bill of material with a real build cost. Stock for both is calculated properly rather than being a number someone maintains.
Can I sell on other channels too?
Yes. WooCommerce is a full integration, orders can be imported from a CSV from anywhere else, and the help centre documents Amazon and ShipStation connections. Every channel’s orders land in the same list and draw on the same stock.
Does this replace my accounting software?
No. Qoblex posts invoices, credit notes, bills, payments and stock value into Xero or QuickBooks Online, which stays your book of record.
How it works
Be up and running in a fraction of the time you’re expecting it to take.
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Engage an onboarding specialist to make it much easier for you.
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Go live fast
Unlike other systems, we can get you up and running within 1 week.