Rillet and Shopify integration — two-way sync

Business process

Invoice / Orders

Order-to-invoice handoff: Shopify Orders provides context for Rillet Invoice. These are related records, not equivalent entities.

Use writable fields from the connected accounts. Read values from read-only fields without writing changes back to them, and define deletion handling separately.

Rillet

Documented record · Incremental: ✅; historical: ✅; delete detection: ✅

Shopify

Documented record · ✅ Supported

Record identity

Link order and line IDs to invoice and line IDs; allow partial invoicing and multiple invoices per order.

Field ownership

Finance owns invoice posting; the order system supplies the approved commercial context.

Fields to include

• Source record reference
• Destination record reference
• Approved handoff state
• Duplicate-detection key

Record dependencies

Create or locate the customer and products first; resolve taxes, currency, and fulfillment references.

Validation

Test a partially invoiced order, tax rounding, and a repeated handoff without generating another invoice.

Recovery

Check for an existing destination order before retrying a timed-out create; reconcile line IDs to avoid duplicate fulfillment.

References: Rillet: Invoice documentationShopify: Orders documentation

Record matching

Customer / Customers

Compare whether Rillet Customer and Shopify Customers describe the same customer in your business.

Use writable fields from the connected accounts. Read values from read-only fields without writing changes back to them, and define deletion handling separately.

Rillet

Documented record · Incremental: ✅; historical: ✅; delete detection: ✅

Shopify

Documented record · ✅ Supported

Record identity

Determine whether each customer represents an individual, a company, or a business-unit relationship before matching it to a contact or organization. Retain the source customer ID and destination ID; names and email alone are insufficient.

Field ownership

Separate the customer relationship from contact details, billing authority, and consent. Choose an owner for each field after identifying whether the customer is a person or company.

Fields to include

• Source customer ID
• Person/company classification
• Legal entity or business unit
• Destination identity reference

Record dependencies

Resolve person or company type, legal entity, business role, and any billing account before transactions.

Validation

Test an individual buyer, a company buyer, and one company with multiple billing relationships. Do not merge these into a single generic contact.

Recovery

Hold ambiguous customer matches for review and resolve customer type before retrying dependent records.

References: Rillet: Customer documentationShopify: Customers documentation

Stacksync managed sync

Best fit

Two-way sync for supported objects. Choose the records, writable fields, and permissions for your workflow.

Operating responsibility

Fits ongoing record synchronization when the required operations are supported. Add workflow steps for approvals or business actions that go beyond copying fields.

Before you choose

Check record matching: Link order and line IDs to invoice and line IDs; allow partial invoicing and multiple invoices per order. Verify field coverage, deletion handling, and how changes are detected.

Native vendor integration

Best fit

A vendor-built integration may fit if it supports your Rillet and Shopify record types.

Operating responsibility

Can reduce setup for a supported workflow. You may need another method for records or business steps it does not cover.

Before you choose

First check whether either vendor offers this integration. If available, verify Invoice / Orders, update direction, account tier, and related-record handling.

Custom API or workflow

Best fit

Consider explicit orchestration for the Invoice / Orders handoff.

Operating responsibility

Provides control over business steps; the team owns credentials, version changes, error queues, and reconciliation.

Before you choose

Verify endpoint permissions, pagination, quotas, duplicate detection, and failure recovery. Separate reading history from actions that send messages, grant access, or post transactions.

File or scheduled snapshot

Best fit

Consider for a one-time Rillet / Shopify migration or a reporting need with an explicit freshness window.

Operating responsibility

Can simplify a bounded transfer; later changes and deletion history require another extraction or a separately designed incremental process.

Before you choose

Record the extraction cutoff, source IDs, encoding, date/number formats, and reconciliation totals.

Sales order process handoff

Use writable fields from the connected accounts. Read values from read-only fields without writing changes back to them, and define deletion handling separately.

Starting event: A change to the selected Invoice or Orders record needs a defined result in the other system.

1. Start with Rillet Invoice and Shopify Orders. Use the record-matching and field-ownership rules from your mapping worksheet.
2. Create or locate the customer and products first; resolve taxes, currency, and fulfillment references.
3. Test a normal update and one failed or repeated update in the supported direction. Keep both record IDs with the test results.

Expected result: Test a partially invoiced order, tax rounding, and a repeated handoff without generating another invoice.

If it fails: Check for an existing destination order before retrying a timed-out create; reconcile line IDs to avoid duplicate fulfillment.

Customer sync test

Use writable fields from the connected accounts. Read values from read-only fields without writing changes back to them, and define deletion handling separately.

Starting event: A change to the selected Customer or Customers record needs a defined result in the other system.

1. Start with Rillet Customer and Shopify Customers. Use the record-matching and field-ownership rules from your mapping worksheet.
2. Resolve person or company type, legal entity, business role, and any billing account before transactions.
3. Test a normal update and one failed or repeated update in the supported direction. Keep both record IDs with the test results.

Expected result: Test an individual buyer, a company buyer, and one company with multiple billing relationships. Do not merge these into a single generic contact.

If it fails: Hold ambiguous customer matches for review and resolve customer type before retrying dependent records.

Reconcile Rillet business records with Shopify

Validate the selected objects and operations even where connector-level direction is documented.

Starting event: A finance-owned record in Rillet needs operational visibility through Products or ProductVariants.

1. Select Customer or Vendor with the correct legal entity, period, and currency.
2. Define a reporting relationship in Shopify; do not equate customer records, ledger accounts, and posted transactions.
3. Decide whether the process only reports a financial state or requests an approved accounting action, and maintain a separate transaction ID for each action.

Expected result: Totals reconcile within the same entity/currency/window; a repeated handoff creates no duplicate financial transaction.

If it fails: Verify posting and settlement state before retrying. Use the approved adjustment path for already-posted transactions.

Invoice / Orders

Customer / Customers

Direction and permissions

Freshness and reconciliation

Rejected or repeated sales order change

Rejected or repeated customer change

A record type or update is unavailable

Source and destination disagree after a retry