How to connect your Shopify store to Apollo

1. 1

   Open Integrations and choose Shopify#

   In the sidebar, under Entity, click Integrations and choose Shopify. The Connected stores list shows every store already connected to this company; each one has its own processing settings. Only company admins can add, edit or remove stores; other users see the settings read-only.
2. 2

   Start the connection in Apollo#

   Click Add Shopify store. The Connect a Shopify store dialog lists the steps that follow in Shopify, and its Billing approval note explains that Shopify may ask you to approve a subscription before the connection becomes active. Click Connect through Shopify to open the Apollo Invoicing listing in the Shopify app store in a new tab.
3. 3

   Install the Apollo Invoicing app in Shopify#

   In Shopify, choose the store you want to connect and install the Apollo Invoicing app for it. The app only asks Shopify for permission to read orders. Then approve the app's subscription in Shopify, which bills it; the prices are in the FAQ below.

4. 4

   Link the store to your company#

   When the app asks, choose to sign in with your existing Apollo account instead of creating a new one, and select the organization you want to connect the store to, so the store's invoices are issued alongside your existing data. Once the connection is made, the store appears in the Connected stores list on the Integrations page under Shopify.

5. 5

   Check when orders become invoices#

   Click the store's name and then Edit integration in its details. Under Processing, Auto Process is selected and Auto Process On is set to Created, so Apollo processes each new order as soon as it arrives. An unpaid bank transfer order becomes an estimate, which Apollo converts into an invoice once it's paid — unless you select Issue invoices immediately for bank transfers under Document Behavior. A cash-on-delivery order that isn't paid yet when it arrives is processed once it's fulfilled in Shopify; if it's already paid, it becomes an invoice right away. An order with any other payment method becomes an invoice right away, even before it's paid, and Apollo records the payment on it once Shopify reports the order as paid. If you only want invoices for paid orders, choose Paid and click Save.
6. 6

   Know how Apollo fills in the invoice#

   Apollo issues the invoice like any other, with the next number in your sequence and in the order's currency. It looks for the buyer among your customers by company tax number or email address; if there's no match, it creates a new customer from the billing address. Line items, quantities, prices and taxes come from the order, and shipping is a separate line. A line with a SKU is linked to the catalog item with the same SKU, and Apollo creates that item if it doesn't exist yet. Apollo picks the invoice language from the order's or buyer's language or the billing country, and otherwise uses your company's language.

7. 7

   Follow the imported orders#

   In the store's details, click View imported orders to open the Orders page filtered to that store; you'll also find every order under Orders in the sidebar. An order is Pending, Processing, Invoiced, Estimated, Cancelled or Failed, and the Issued column opens its invoice or estimate. For a failed order, the icon next to its status shows the failure reason; once you've fixed it, choose Reprocess order from the row's menu.
8. 8

   Pause or disconnect the store#

   To pause a store, clear Active in Edit integration. When you select it again, Apollo doesn't import the orders it missed by itself; its details offer Import missed store orders instead. To disconnect for good, uninstall the Apollo Invoicing app from the store in Shopify, and Apollo turns the connection off. A connection billed through Shopify can't be deleted in Apollo until you've uninstalled the app. Invoices already issued stay in Apollo.