Table of Contents
- 1. Operational Challenges in Multi-Channel Selling
- 2. Core Mindset: Centralized Management with an OMS
- 3. Step 1: API Integration and Order Data Synchronization
- 4. Step 2: Real-Time Multi-Channel Inventory Synchronization
- 5. Step 3: Automatic Order Allocation to the Right Warehouse
- 6. Step 4: Automatic Shipment Creation with Carriers
- 7. Step 5: Two-Way Order Status Updates
- 8. Reporting and Operational Analytics
- 9. Benefits of End-to-End Automation
- 10. When Should Businesses Implement Automation
- 11. The Opollo Solution by OnPoint
Operational Challenges in Multi-Channel Selling
In Vietnam’s rapidly growing ecommerce landscape, businesses are no longer selling on a single platform. Instead, they operate simultaneously on Shopee, TikTok Shop, and Lazada to maximize reach and revenue.
However, as daily order volumes increase, operations quickly become more complex. Businesses must answer critical questions:
Where should orders be processed?
How should inventory be deducted?
Which warehouse should fulfill the order?
How are shipping labels created?
How can order status be updated without errors?
If operations are still handled manually using Excel spreadsheets or by logging into each platform separately, businesses will soon face inventory discrepancies, operational overload, delayed deliveries, and higher return rates.
The solution lies in automating the entire multi-channel order processing workflow through a centralized management system.
This article provides a step-by-step guide to building an automated system that processes orders from multiple marketplaces to warehouses and shipping carriers efficiently, accurately, and at scale.
1. Operational Challenges in Multi-Channel Selling
When operating across Shopee, TikTok Shop, and Lazada simultaneously, each platform has:
- Its own order management system
- Different shipment handling processes
- Separate inventory synchronization mechanisms
- Distinct SLA requirements
This leads to three major issues.
First, data fragmentation. Orders are scattered across multiple dashboards with no unified real-time overview.
Second, inventory inaccuracies. A product that sells quickly on Shopee may not be updated in time on TikTok Shop, resulting in overselling.
Third, manual shipping and warehouse allocation processes increase the risk of incorrect addresses, SKU mismatches, or quantity errors.
Once order volumes exceed 200 to 500 orders per day, even minor mistakes can significantly increase operational costs and negatively impact customer experience and profitability.
2. Core Mindset: Centralized Management with an OMS
To automate multi-channel order processing, businesses need an Order Management System, or OMS, acting as the operational control center.
Instead of managing orders individually on each marketplace, all data is connected into one centralized system through official APIs from Shopee, TikTok Shop, and Lazada.
Whenever an order is placed on any platform:
- The order is automatically pushed to the OMS
- Customer information, SKU, quantity, and payment method are recorded
- Inventory is checked in real time
The OMS becomes the operational brain, orchestrating fulfillment from warehouse allocation to shipping execution.
3. Step 1: API Integration and Order Data Synchronization
The first step is integrating official APIs from each marketplace.
Once successfully connected, the system will:
- Synchronize product catalogs
- Map SKUs between marketplaces and internal systems
- Import initial inventory data
- Sync orders in real time
SKU mapping is critical. Without standardized SKU structures, the system cannot deduct inventory accurately across channels. Businesses must establish a unified product code structure before implementing automation.
After setup, every new order automatically appears in a centralized OMS dashboard, eliminating the need to manually log into each platform.
4. Step 2: Real-Time Multi-Channel Inventory Synchronization
Once an order is confirmed, the system immediately deducts inventory from the central stock source.
For example, if a product has 100 units in stock:
- A customer purchases 2 units on Shopee
- The OMS reduces inventory to 98
- The updated quantity of 98 is automatically synced to TikTok Shop and Lazada
This process happens within seconds.
Benefits of real-time inventory synchronization include:
- Preventing overselling
- Reducing cancellations due to stockouts
- Improving marketplace credibility
- Enhancing operational performance ratings
For businesses with multiple warehouses, the OMS can track inventory at each location for greater accuracy.
5. Step 3: Automatic Order Allocation to the Right Warehouse
After an order is recorded, the system determines which warehouse should fulfill it.
This is where Smart Routing functionality becomes essential.
The OMS can be configured based on rules such as:
- Nearest warehouse to the customer’s location
- Warehouse with available inventory
- Priority warehouse allocation
- Lowest shipping cost option
For example, if a customer in Hanoi places an order, the system automatically routes it to the Hanoi warehouse instead of Ho Chi Minh City, reducing delivery time and shipping costs.
This automation eliminates the need for manual address review and allocation decisions.
6. Step 4: Automatic Shipment Creation with Carriers
Once the warehouse confirms order readiness, the system automatically creates a shipment.
The OMS can integrate with multiple carriers such as Giao Hang Nhanh, Shopee Express, and LEX.
The automated process includes:
- Sending order details to the carrier system
- Receiving tracking numbers
- Printing shipping labels
- Updating shipping status
All of this occurs within a single platform, without requiring staff to log into individual carrier portals.
This significantly reduces processing time, especially for businesses handling thousands of orders daily.
7. Step 5: Two-Way Order Status Updates
Automation does not stop at shipment creation. The system must also manage the entire order lifecycle.
When an order is successfully delivered, the status automatically updates in the OMS and syncs back to Shopee, TikTok Shop, and Lazada.
If an order is returned:
- The system records the return status
- Inventory is adjusted accordingly
- Return reasons are reported
Two-way synchronization ensures data consistency across all platforms.
8. Reporting and Operational Analytics
A centralized system provides powerful reporting capabilities.
An OMS can deliver insights such as:
- Total orders per marketplace
- Return rates
- Average processing time
- Warehouse performance
- Carrier performance
With centralized data, businesses can make data-driven decisions instead of relying on assumptions.
9. Benefits of End-to-End Automation
When fully implemented, automation delivers measurable advantages:
- Reduced order processing time
- Fewer manual errors
- Faster delivery speed
- Improved customer experience
- Greater scalability
More importantly, operations teams can focus on optimization instead of troubleshooting daily issues.
10. When Should Businesses Implement Automation
Businesses should consider implementing an OMS when they:
- Sell on two or more marketplaces
- Process over 100 orders per day
- Operate multiple warehouses
- Frequently experience inventory discrepancies
- Face increasing return rates due to delays
Early implementation prevents operational crises during major sales campaigns or peak seasons.
11. The Opollo Solution by OnPoint
Opollo is an Order Management System designed specifically for ecommerce and omnichannel retail businesses.
With Opollo, businesses can:
- Directly connect to Shopee, TikTok Shop, and Lazada
- Synchronize inventory in real time
- Configure Smart Routing across multiple warehouses
- Integrate with various shipping carriers
- Monitor the full order lifecycle in one dashboard
- Access consolidated operational reports
Opollo not only automates workflows but also provides scalable infrastructure to support business growth.
Instead of managing fragmented systems, Opollo centralizes all order data into a single platform, reducing errors and optimizing operational costs.
Conclusion
Automatically processing multi-channel orders from Shopee, TikTok Shop, and Lazada is no longer optional. It is essential for sustainable ecommerce growth.
By integrating marketplace APIs, synchronizing inventory in real time, enabling smart warehouse routing, automating carrier integration, and maintaining two-way status updates, businesses can build a lean, accurate, and scalable operational system.
In an increasingly competitive market, speed and accuracy in order processing are critical competitive advantages. Companies that standardize and automate early will establish a strong foundation for long-term growth and cost efficiency.
