Shopify Order Tracking & Fulfillment Management

Connect Your Shopify Store to TrackMy.Shop

If you sell custom, made-to-order, or assembled products through Shopify, you already know the gap between "order received" and "order shipped" is where the real work happens. Shopify handles the storefront beautifully, but once an order lands, you need a way to track it through every production step -- cutting, sewing, engraving, assembling, quality checking, packing -- before it ever sees a shipping label.

TrackMy.Shop plugs directly into that gap. It turns your Shopify orders into cards on a visual Kanban board, lets your team scan items through each stage with a barcode scanner, and gives your customers a branded tracking page so they can follow along without emailing you for updates.

How the Connection Works

The integration installs through the Shopify App Store, just like any other Shopify app. You authorize the connection with a standard OAuth flow, which means TrackMy.Shop only gets access to the data it needs -- orders, customers, and fulfillment details -- and nothing else. No code changes to your theme, no manual API key management, and no developer required.

Once authorized, new Shopify orders start flowing into your TrackMy.Shop Kanban board automatically. The connection is real-time and bidirectional: orders come in from Shopify, and status updates go back to Shopify as you move orders through your workflow stages.

The integration works with every Shopify plan -- Basic, Shopify, Advanced, and Plus. It also runs alongside your other Shopify apps without conflict. If you use apps for email marketing, inventory management, or shipping labels, TrackMy.Shop fits right into that stack.

What Syncs and When

When a customer places an order on your Shopify store, that order appears on your TrackMy.Shop board within moments. Here is what comes through:

• Order details -- order number, date, line items, quantities, variant info, and order notes
• Customer information -- name, email, shipping address, and phone number
• Financial status -- whether the order is paid, pending, or partially paid
• Tags and metadata -- any Shopify tags you have applied to the order

The sync is bidirectional. When you move an order to a new stage on your Kanban board -- say, from "Cutting" to "Assembly" -- that status change can be mapped back to a corresponding Shopify order status. Your Shopify admin and any apps that read order statuses will reflect the update. When the order reaches your final stage and is marked fulfilled, Shopify sees the fulfillment and the customer gets their standard Shopify shipping notification.

Setting Up Your Workflow

This is where TrackMy.Shop earns its keep. Instead of two statuses -- "unfulfilled" and "fulfilled" -- you can define as many workflow stages as your production process actually has. A custom jewelry shop might set up stages like:

1. New Orders -- just arrived from Shopify
2. Design Review -- checking the customer's customization requests
3. Metalwork -- cutting and shaping the piece
4. Stone Setting -- adding gems or inlays
5. Polishing -- final finishing
6. Quality Check -- inspection before packing
7. Ready to Ship -- packed and labeled

Each stage maps to how your team actually works. When a jeweler finishes setting stones, they scan the order's barcode and it moves to "Polishing." The next person in line sees it appear in their column. No paper lists to update, no walking across the shop to hand off a ticket.

You map these stages to Shopify order statuses during setup. For example, you might map "Metalwork" through "Polishing" to Shopify's "In Progress" status, and "Ready to Ship" to "Fulfilled." The mapping is flexible -- you decide what your Shopify customers see at each point.

Branded Tracking Pages for Your Customers

Every order gets a unique tracking page that carries your store's branding -- your logo, your colors, your domain. Instead of a generic carrier tracking page that only activates once a package is in transit, your customers can follow their order from the moment it enters production.

A customer who ordered a custom-engraved watch can visit their tracking page and see that their order is currently in the "Engraving" stage. That kind of visibility cuts down on "where's my order?" emails dramatically. For businesses that make custom products, this transparency builds trust and sets the right expectations about timelines.

You can control which stages are visible on the tracking page. If you have internal stages like "Waiting for Materials" that you would rather not expose, just hide them from the customer-facing view.

Barcode Scanning on the Production Floor

TrackMy.Shop supports barcode scanning for hands-free stage transitions. Print a barcode label when an order arrives, attach it to the work-in-progress item or its packaging, and your team scans to move orders forward.

This works especially well for Shopify stores with higher order volumes. Instead of someone sitting at a computer dragging cards around a board, your production staff can scan and go. The board updates in real time, the Shopify status syncs, and the customer's tracking page reflects the change -- all from one scan.

You can use any USB or Bluetooth barcode scanner, or even a phone camera with the web app open.

Real-World Example: A Custom Jewelry Shop

Sarah runs a Shopify store selling hand-stamped jewelry. She gets 15 to 20 orders a day, and each piece goes through stamping, finishing, quality check, and packaging. Before TrackMy.Shop, she tracked orders in a spreadsheet and her two employees would walk over to her desk to ask what was next.

After connecting Shopify to TrackMy.Shop, every order auto-populates on the board. Her stamping station has a tablet showing their column. When they finish a piece, they scan the barcode and it moves to finishing. Sarah can see the whole production floor status from her phone. Her customers see a branded tracking page with her logo that says "Your bracelet is being hand-finished" instead of radio silence until a tracking number appears.

Customer support emails about order status dropped by about half in the first month.

Tips for Getting the Most Out of It

• Start with fewer stages and add more later. It is tempting to model every micro-step, but 4 to 6 stages is the sweet spot for most shops. You can always refine.
• Use Shopify tags strategically. Tags sync into TrackMy.Shop, so you can filter and sort orders by tag on your board. Tag rush orders in Shopify and they will be easy to spot.
• Turn on the customer tracking page right away. Include the tracking link in your Shopify order confirmation email template. Customers start following along immediately.
• Print barcode labels as part of your intake process. Make it a habit from day one so every order is scannable.
• Let TrackMy.Shop handle production, let Shopify handle shipping. The two tools complement each other. TrackMy.Shop tracks the making; Shopify and your shipping app handle the sending.

Common Questions

Does this work with Shopify POS orders? Yes. Any order that appears in your Shopify admin -- whether it comes from your online store, POS, or a draft order -- syncs to TrackMy.Shop.

Will it slow down my Shopify store? No. The integration runs server-side through Shopify's API. It does not add any scripts or code to your storefront, so your page load speed is unaffected.

Can I use this alongside other Shopify fulfillment apps? Absolutely. TrackMy.Shop focuses on the production workflow before fulfillment. Apps like ShipStation, Pirate Ship, or Shopify Shipping handle the label printing and carrier selection. They work together without overlap.

What if I already have existing Shopify orders? You can import historical orders during setup. Choose a date range or status filter and bring in the orders that still need to be tracked through production.

How much does it cost? TrackMy.Shop has a free plan that covers up to 30 orders per month -- enough for many small shops to get started without any risk. Paid plans start at $19.99 per month for higher volumes and additional features. Check our help article on Shopify setup for detailed configuration instructions.