- 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 (upbeat music)
