- Hey guys, Sam here from keycommerce.com.
In this video you're going to learn how to manage the orders
for your Shopify store.
If it's a drop shipping store
this is gonna make it super, super easy.
This is what we use for one of our stores.
And it's fantastic, okay?
You're going to be using this template here.
I'll leave a link in the description
to access this template.
It basically allows you to see
all the information for all the orders
that come into your store
and how to actually send them out to your supplier.
It allows you to also track the profit margin
and how much money you're actually making from these orders.
It's absolutely fantastic.
The good thing is it's fully automated.
We're going to be using a software called Zapier.
I'll put a link down below.
You'll be able to use the free version
this covers up to 100 orders per month,
above that there's the paid version.
I use the paid version all the time.
I actually automate so much of my businesses with Zapier.
It's saved me hundreds and hundreds of hours of time.
So I do recommend that,
but you know go check it out for yourself.
It depends on how you actually use it.
Let me explain what we're actually gonna do here
and how this works.
So imagine here, you've got your Shopify store
and you're getting all these orders, it's fantastic.
Sometimes it can be really frustrating
to actually organize and make sure they get sent
to the right drop shipping supplier.
And of course in Shopify there's a feature
that allows you to automatically send out the emails
to the suppliers.
But especially if you're doing high ticket
and you wanna send out these emails
by yourself at the start
but even just track that you've paid each one individually,
this does that for you with this sheet.
So what it does, you've got all these orders coming in.
Well, you've got this Google Sheet over here.
This is the CRM that allows you to track all the orders
and allows you to then send out
the payments to the supplier,
as well as the orders confirm it's been done
and then send out the product
or the supplier's gonna then send out the product
to the actual customer.
The big thing we need to do in this video
is create this link between these two.
You're going to be able to create this yourself.
I'm gonna give you the exact template that I use
but then with Zapier,
we're going to actually create the link
between these two softwares.
And this is exactly what Zapier does.
Zapier allows you to connect two softwares
like Shopify and Google Sheets, Shopify and Slack,
Shopify and anything like you can connect
so many different pieces of software together
to actually send messages and send data
and automate so much of your business.
First, I want you to go to the sheet in the description
I'll leave a link down there.
You can access it yourself totally free and go to file,
make a copy.
This is so, so important.
What I want you to do then is just
name it whatever you wanna name it
and then save it in your own Google drive.
If you don't do this
you won't be able to use this template.
I'm only giving you view access to this template here.
Once you have that ready
you're then going to go to sign up for Zapier.,
I'll leave a link in the description.
And once you sign up, you'll see this main dashboard here.
Now we're going to create the link
between Shopify and the Google Sheet.
Okay, so we're gonna click, make a zap here.
We're gonna search for Shopify.
There it is.
Now we're gonna create the event.
This is when the actual new order is created
in that CRM the actual Google Sheet.
So we're gonna click new order.
So anytime a new order happens
this is the trigger for this automation.
Click continue
it's gonna ask you to choose your Shopify account.
You're gonna have to sign in as well.
It's already signed in for me
'cause I use this all the time.
Click save and continue test trigger.
It's then going to pull a test order from your store.
Click continue.
Now we're going to choose the action.
This is what actually happens when you get a new order
for your Shopify store.
So we're just gonna go to Google Sheets
'cause that's exactly what we're using
Google Sheets and the action is create a spreadsheet row,
click continue.
Awesome, it's now gonna ask you to choose which account.
So I'm just gonna choose my account, save and continue.
It's then gonna ask you to pull in the right drive.
I've only got one drive and then the sheet which I'm here.
You just wanna search for your ones,
how to manage orders CRM template key commerce,
whatever you named it if you kept the same name,
that's totally fine.
The worksheet there's only one worksheet here called CRM.
That is down the bottom here.
See it says CRM, go back here.
And now what we're doing here is we're telling Zapier
which column equals which part of the order.
So see how this is all here.
The order number, email,
all that sort of stuff it's already pulled in.
That's what we wanna do and tell it
which one is assigned to which column?
Just follow exactly what I do here.
The order number is just going to be the first one name.
It's gonna have the actual order number there.
The date that's going to be updated at
to just search just like I searched
and click that one updated at there it is right there.
The name, this is gonna be the name of the person.
So I'll put on the first name space
and then put in the last name.
The next one's going to be the email, that's super easy.
There it is, the address.
This is where we actually pull in the shipping address
for this customer.
So let's just put, they just go through
I like to put a comma Sydney, New South Wales,
oh, and then the post code, the zip code.
So that's all in there like that.
The contact number
this is just gonna be shipping address phone.
The order price is going to be total price.
The shipping price is going to be shipping lines price.
The total customer price is what the customer pays
apart from shipping,
which is going to be total line items price.
There it is right there.
The link to the order, this is a link to the actual order
so that you can access it later.
It makes it really, really easy.
The order contents is the actual contents of the order
pulls it in like that brilliantly.
That's everything we need.
Now that that's done
we're gonna fill these in manually ourselves
in the actual sheets so leave them all empty
'cause we're not gonna automate those, save and continue.
It's now setting it up.
It's now going to test this out, so test and continue.
Now you just go back to your sheet
and you'll see, there it is, there it is right there
that's the row that we just created automatically.
So that just sent a test row straight through
and there it is.
And like I said, these ones are empty
so we're gonna add these in manually.
You're going to look at your own costs.
Like how much are you paying your supplier?
Maybe it's the same amount
for every single product that you have.
So for this one, say for example it's gonna cost $200
and then say $50 in shipping
then you can just get this,
this is a formula drag this down it gets the total cogs,
which means cost of goods sold.
I talk about this in other videos, cost of goods sold
that's basically how much you pay your supplier
then got supplier name here.
So this is the same one Newtons Factory.
This one's been paid
but this one hasn't that's there right now.
These columns here are formulas
that allow you to just paste this down
and it's gonna actually find out the actual profit
the gross profit and the profit margin right there.
I have a video on how to calculate your profit margin
I'll put a link to that below.
This plays into this a little bit, but this
for this one here, I only just use an example amount
but that made the profit, the gross profit 10%.
So now that we have that added in
we need to go back to our Zap and then click turn on Zap.
This is then going to turn it on.
So now it's active, awesome.
So it's gonna run every time there's an order,
it's gonna automatically paste that here, okay?
It's gonna be super, super helpful.
It may take 10 to 15 minutes depending on what tier
what plan you're on for Zapier.
But now it means that if you have a VA
it makes it really easy for them to manage it.
So what we do is every time there's an order
we get notified via email
or another notification that we set up.
And then we know that automatically,
okay here's all the details.
Let's now send this to our supplier.
So we have an automated thing
so it automatically sends an email.
And once we pay, we just type in, yes
it's paid, it notifies in the system.
And then we also like to put a link to the invoice
in this one here.
So we'll upload it to Google drive
and then link there so it's all saved.
So when we do our accounting later
it's all real easy to see and track.
And then we put the actual invoice number
from the actual supplier as well
just that we can have that in there.
And then once it's delivered, we'll mark it as
leave it out all there.
This works really well for us
because we're doing a lot of high ticket sort of sales.
And generally we're not having
tens of thousands of orders per month.
So it allows some sort of manual work here
which is what we actually like
to make sure it's high touch and we get stuff done.
And if there's any variations for the products
with our actual supplier.
So guys, that's how you set up the CRM for your store.
Once that's set up, that's gonna be automated
and you can use this to actually manage your orders
going forward.
You can also easily click this link
and go into the actual store dashboard
it's gonna be really, really helpful as well
for that audit.
If you need to check anything or edit anything
and this is what we do as well
and you'll be able to see here the actual profit,
which is really helpful.
So you can select all of these and it's gonna tell you,
oh, we've made a thousand bucks, that's awesome, great work.
Anyway guys, that's it for this video.
If it was helpful, please let me know in the comments below.
Please give it a thumbs up and check out my other videos.
I'll leave a link to the one
about the profit margin calculation below.
That's gonna be super helpful you guys.
A bit of a different video but I hope that was helpful.
Thanks for watching guys I'll see you in the next one.
Bye
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