New products created
On new products created in Shopify.
About this template
What this workflow does
Automatically process Shopify B2B orders into SAP Business One sales orders, eliminating manual data entry and reducing order processing time. Leverage OpenAI to intelligently assess customer credit risk by analyzing open invoices, outstanding balances, and payment terms before order approval.
Key benefits
- Automated B2B order processing
- AI-powered credit control
- PO number validation
- Proactive customer communication
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Customize the flow
Build your own version of this workflow
Every module in this template is fully customisable. Add triggers, swap actions, or extend the logic using appse ai's no-code visual builder.
Inside the flow
How the template works
appse ai runs this workflow end to end for Shopify — automatically, every single day. Here is exactly what happens when this template runs.
Fetch newly created orders from Shopify
The workflow starts when new orders are created in Shopify, using a scheduled trigger to check for new records every 3 minutes.
Check payment status
Filter incoming orders to process only those with a valid payment status.
Decision: PO Number Exists
Check whether the order contains a valid purchase order (PO) number. If a PO number exists, proceed to merge and process the B2B order. If not, create a draft order and send a notification.
Merge paid order with PO data
Merge the filtered paid order with PO number data using an inner join to combine both datasets for downstream processing.
Fetch business partner by email from SAP B1
Look up the business partner in SAP Business One using the customer's email address from the Shopify order.
Fetch open invoices from SAP B1
Retrieve existing open invoices for the business partner from SAP Business One to assess credit exposure.
AI-powered credit validation using OpenAI
Use OpenAI to perform credit control analysis by evaluating outstanding balances, new order amount, total exposure, and payment terms compliance. Returns a decision: approve, approve with warning, or apply credit hold.
Convert AI response to JSON
Convert the OpenAI chat completion response into structured JSON for downstream decision-making.
Decision: Order Validation
Based on the AI credit validation result, decide whether to create a sales order with a credit hold flag or create a standard sales order.
Create sales order with credit hold flag in SAP B1
If the credit check indicates risk, create a sales order in SAP B1 with a credit hold flag and send an alert email to the customer regarding the credit hold.
Create new sales order in SAP B1
If the credit check passes, create a standard sales order in SAP B1, update the Shopify order notes with the SAP document number, and send a confirmation email to the customer.
Handle invalid PO: Create draft order and notify
If no valid PO number exists, fetch the business partner by email, create a draft order in SAP B1, and send a notification to Microsoft Teams alerting the team about the invalid PO number.
Business benefits
More than moving data between apps — here is the measurable impact this automation delivers for your team.
01
Automated B2B order processing
Automatically process Shopify B2B orders into SAP Business One sales orders, eliminating manual data entry and reducing order processing time.
02
AI-powered credit control
Leverage OpenAI to intelligently assess customer credit risk by analyzing open invoices, outstanding balances, and payment terms before order approval.
03
PO number validation
Automatically validate purchase order numbers on incoming orders, routing invalid POs to draft status with team notifications via Microsoft Teams.
04
Proactive customer communication
Automatically send credit hold alert emails or order confirmation emails to customers via Gmail based on the credit validation outcome.
01
Automated B2B order processing
Automatically process Shopify B2B orders into SAP Business One sales orders, eliminating manual data entry and reducing order processing time.
02
AI-powered credit control
Leverage OpenAI to intelligently assess customer credit risk by analyzing open invoices, outstanding balances, and payment terms before order approval.
03
PO number validation
Automatically validate purchase order numbers on incoming orders, routing invalid POs to draft status with team notifications via Microsoft Teams.
04
Proactive customer communication
Automatically send credit hold alert emails or order confirmation emails to customers via Gmail based on the credit validation outcome.
Questions & answers
Frequently asked questions
Everything you need to know about this template before you deploy it.
What triggers this workflow?
The workflow is triggered by new orders created in Shopify, checked every 3 minutes via a scheduled trigger.
How does the credit control work?
What happens if an order has no valid PO number?
How are customers notified about credit holds?
Why businesses love appse ai
Discover how appse ai has helped businesses automate processes and achieve growth through our users' success stories.
Their quick updates and improvements have boosted our productivity, allowing us to focus on making better products. Highly recommend for any manufacturer seeking efficiency.
Hans Engstrom
Operations Manager, Christiana Bikes
appse ai enabled us to automate processes and achieve real-time efficiency with their ready-to-use solution. Their responsive support and customizations were exactly what we needed.
Peter Grueterich
President, Bernardo 1946
Rapidly growing companies, to get to that level of establishment, you need a solution like appse ai to bridge the connections between disparate systems.
Robert Donnelly
CEO and Co-Founder, Nine Line
The platform syncs data between our applications and it simply just works. This saved us a lot of time we used to spend manually synchronizing data from one system to another.
Sankar Thiagasamudram
Founder and CEO
Their quick updates and improvements have boosted our productivity, allowing us to focus on making better products. Highly recommend for any manufacturer seeking efficiency.
Hans Engstrom
Operations Manager, Christiana Bikes
appse ai enabled us to automate processes and achieve real-time efficiency with their ready-to-use solution. Their responsive support and customizations were exactly what we needed.
Peter Grueterich
President, Bernardo 1946
Rapidly growing companies, to get to that level of establishment, you need a solution like appse ai to bridge the connections between disparate systems.
Robert Donnelly
CEO and Co-Founder, Nine Line
The platform syncs data between our applications and it simply just works. This saved us a lot of time we used to spend manually synchronizing data from one system to another.
Sankar Thiagasamudram
Founder and CEO
appse ai helped us to manage our inventory and invoices in SAP and WooCommerce. With appse ai our job is much easy as everything is automated and we have better control on our inventory.
Kaywan Pour
Niagara Warenhandels GmbH
appse ai is making our operations easy! They make the customer experience much better. It costs us less human effort to proceed our orders.
Ramez Tacrity
Technical Sales Specialist, Digitech
I was impressed by how easy appse ai is to use and their ability to customize the platform to meet our clients specific requirements.
Vainick Oliveri
Golden Toys
appse ai transformed our business by automating the sync between SAP Business One and WooCommerce. What used to be a time-consuming, manual process is now seamless. We add products in SAP, and everything syncs automatically to the website.
Maher Ataya
Founder, Italparts SRL & Italparts LLC
appse ai helped us to manage our inventory and invoices in SAP and WooCommerce. With appse ai our job is much easy as everything is automated and we have better control on our inventory.
Kaywan Pour
Niagara Warenhandels GmbH
appse ai is making our operations easy! They make the customer experience much better. It costs us less human effort to proceed our orders.
Ramez Tacrity
Technical Sales Specialist, Digitech
I was impressed by how easy appse ai is to use and their ability to customize the platform to meet our clients specific requirements.
Vainick Oliveri
Golden Toys
appse ai transformed our business by automating the sync between SAP Business One and WooCommerce. What used to be a time-consuming, manual process is now seamless. We add products in SAP, and everything syncs automatically to the website.
Maher Ataya
Founder, Italparts SRL & Italparts LLC
appse ai truly helped us transform our business processes. Now with the integration, it has become really smooth, everything just flows better. It really helped our team save time, streamline processes and honestly boost productivity more than we expected.
Jason Mitchell
MD, All Marine Spares
Since we started using appse ai as our middleware, everything has been way smoother. It saved us about 10-20 hours a week, which is huge. The team is super responsive and easy to work with.
Dan Gerber
CEO, Designer Boys
appse ai truly understood our needs and delivered a seamless integration between SAP and Shopify. Their team is highly knowledgeable and capable, ensuring the solution perfectly aligned with our requirements.
Columb McCluskey
Sales Director, Trimwel
appse ai is fantastic, it works really well and is easy to use! Its visual interface makes it simple to see what is happening, and I especially liked the visual mapping of process flows. The teams professionalism also really impressed me.
Richard Grew
Renegade Brewery
appse ai truly helped us transform our business processes. Now with the integration, it has become really smooth, everything just flows better. It really helped our team save time, streamline processes and honestly boost productivity more than we expected.
Jason Mitchell
MD, All Marine Spares
Since we started using appse ai as our middleware, everything has been way smoother. It saved us about 10-20 hours a week, which is huge. The team is super responsive and easy to work with.
Dan Gerber
CEO, Designer Boys
appse ai truly understood our needs and delivered a seamless integration between SAP and Shopify. Their team is highly knowledgeable and capable, ensuring the solution perfectly aligned with our requirements.
Columb McCluskey
Sales Director, Trimwel
appse ai is fantastic, it works really well and is easy to use! Its visual interface makes it simple to see what is happening, and I especially liked the visual mapping of process flows. The teams professionalism also really impressed me.
Richard Grew
Renegade Brewery
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