Order and Warehouse Automation for an eCommerce Brand

Our approach combined ERP development services, third-party system integration, and warehouse process automation within one connected environment, so that sales and fulfilment could operate on the same data.

At the centre of the solution is the integration between Odoo and KeyCRM. Once a defined trigger fires, orders are passed to the ERP automatically, together with all the necessary data on products, the customer, delivery details, and comments. Warehouse staff have access to all orders, can filter them by store, and work only with their own queue. If an order changes after it has been transferred, the updated version is synchronised with Odoo automatically, which helps prevent mistakes during picking. Once picking is finished, the system returns the status to KeyCRM, keeping data flowing between the sales department and the warehouse without manual intervention.

The solution is built around Odoo as the central ERP system, integrated with KeyCRM and Nova Poshta. The technical architecture includes a WMS module for warehouse management, two-way data synchronisation, automatic stock updates, and support for working with multiple warehouses and sales channels.

The system accounts for the specifics of cosmetics sold in different package sizes: Odoo recalculates product quantities automatically depending on volume. The team also configured barcode scanning with support for several codes per product, along with identification by SKU, which reduces the risk of errors on the floor. Beyond that, we automated the accounting of incoming supplies, returns, and internal reservations, and organised stocktaking around actual physical counts, without exposing system figures to the staff performing them. Stock levels synchronise with the Horoshop stores automatically every 15 minutes, keeping availability information current across the storefronts.

Delivery processing through Nova Poshta was automated as well. Once packing is complete, the system either creates a waybill or uses the one already generated in KeyCRM, then prints the shipping label immediately. All delivery statuses are synchronised with the CRM, so managers no longer need to switch between systems. This cut the time spent on processing shipments by roughly 30%, an effect that is most noticeable during high-volume periods. Reports on deliveries, returns, and delays gave management considerably more visibility into logistics.

As the client's needs grew, we added a second warehouse with the same operation types and correct stock allocation between locations. The integration perimeter was extended to 11 KeyCRM accounts connected through webhooks and more than 20 Horoshop stores, with photos of new products pulled in automatically and reporting delivered through Google Sheets.

Access rights were separated along the way: warehouse staff now see only the orders belonging to their own warehouse, while sales managers were given separate accounts with a personalised data view and a simplified order form.

With Odoo in place, the client gained a single system for managing orders, warehouse operations, and logistics. Automating the key processes reduced manual operations by approximately 50%, minimised the risk of picking errors, and made it possible to process orders faster even under peak load.

The ERP solution also delivered full control over stock movement and accurate inventory figures across every sales channel. It currently supports two warehouses and more than 20 online stores, forming a reliable foundation for the next stage of the client's growth.