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Project Overview

• This proposal outlines a comprehensive plan to integrate a third-party fulfillment partner into the Shopify Fulfillment Network (SFN) as a fully production-grade solution.
• The integration will involve developing a Shopify fulfillment service app that connects the partner’s warehouse management system with Shopify, enabling merchants to seamlessly use the partner’s fulfillment services directly from their Shopify admin.
• All required features from Shopify’s SFN Partner Integration Guide (October 2025) will be implemented, including real-time order fulfillment through Shopify, inventory syncing, shipment tracking, exception handling, and a Shopify-embedded user experience.
• The project will adhere to Shopify’s highest technical standards and Built for Shopify guidelines to ensure a first-class merchant experience.
• By the end of this project, the fulfillment partner will be a fully certified SFN partner, allowing Shopify merchants to onboard the partner with confidence and providing the partner a new channel for growth within the Shopify ecosystem. </aside>

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Key Objectives

• Seamless SFN Integration: Deliver a robust integration such that Shopify merchants can discover, onboard, and use the partner’s fulfillment services entirely through the Shopify platform. This includes installing the partner’s SFN app, connecting their account, sending inventory to the partner’s warehouse, and fulfilling orders without friction. Success will be measured by the ability of a merchant to complete end-to-end fulfillment (inventory inbound → order shipped) via SFN without issues.
• Real-Time Fulfillment & Tracking: Achieve real-time or near-real-time data exchange for orders, inventory, and tracking. When Shopify routes an order to the partner, the partner’s system should accept and process it promptly, and Shopify should be updated immediately with fulfillment status and tracking info. Key metrics include 100% of orders receiving tracking numbers (with no missing tracking due to integration) and rapid response to Shopify callbacks.
• Accurate Inventory Synchronization: Ensure that merchant inventory levels in Shopify accurately reflect the partner’s warehouse inventory at all times. The integration will use Shopify’s Inventory APIs so that on-hand, available, and other inventory states are kept up-to-date. Success is measured by inventory accuracy (no stockouts due to sync delays) and the ability to handle large volumes (Shopify’s fetch_stock callbacks will be implemented to reconcile inventory during high-sales periods).
• Exceptional Merchant Experience: Provide an excellent user experience in line with Shopify’s UX expectations. The app’s embedded interface will be polished, intuitive, and consistent with Shopify’s design (using Polaris components). Merchants should be able to perform key workflows (e.g. authenticate their account, view fulfillment performance metrics, track shipments) directly within Shopify without being redirected externally. Success can be gauged by merchant feedback and meeting Built for Shopify UX criteria, such as ease of use and integration into Shopify’s admin flow.
• Compliance and Certification: Meet all technical requirements in Shopify’s SFN Partner Integration Guide and pass Shopify’s onboarding test plan in full. Key milestones include: the fulfillment service app obtaining Built for Shopify approval, completion of Shopify’s end-to-end test scenarios with no blocking issues, and final sign-off from Shopify’s SFN team. The ultimate success metric is the partner being officially enabled as an SFN fulfillment provider in production, meaning merchants can go live using the partner through SFN. </aside>

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Scope of Work

The scope of work covers all integration requirements as enumerated in Shopify’s SFN integration steps 1 through 11. Below is a breakdown of each major component to be delivered:

1. Shopify App Creation: We will create a Shopify App specifically for SFN integration. This app will be built to Shopify’s latest API version and high standards of quality, as required to participate in SFN. If no app exists, we will follow Shopify’s app development guidelines to set one up from scratch.

2. Fulfillment Service Setup: The app will be configured to support fulfillment services in Shopify. This means for each merchant store that installs the app, the app will register a FulfillmentService object representing the partner’s fulfillment location. In line with Shopify’s guidance, we will start by using a single fulfillment location (warehouse) and single fulfillment service for the integration, rather than multiple locations, to reduce complexity. The FulfillmentService will be created via the Shopify API with inventoryManagement and trackingSupport enabled (both set to true) so that the app manages inventory and tracking on Shopify’s side. This establishes the foundation for Shopify to route orders to the partner and for the partner to manage those orders’ fulfillment in Shopify.

3. Fulfillment Order Flow & API Integration: We will implement the complete fulfillment order workflow using Shopify’s Fulfillment Orders API (GraphQL). When a merchant sells an item stocked at the partner’s location, Shopify will generate a Fulfillment Order assigned to the partner’s service. The app will listen for these fulfillment requests (via webhook or periodic query) and accept or decline them appropriately using GraphQL mutations. Accepting a fulfillment order triggers the partner’s warehouse to pick, pack, and ship the order; if the order cannot be fulfilled, the app will send a rejection with an appropriate reason code. We will handle fulfillment order acceptance, creation of fulfillments, and posting tracking info using Shopify’s APIs (e.g. fulfillmentOrderAcceptFulfillmentRequest, fulfillmentCreate, etc.). This workflow ensures orders flow from Shopify to the partner’s system and back to Shopify as completed fulfillments.

4. Shipment Tracking Updates: The integration will support end-to-end package tracking visibility for merchants. For every order fulfilled by the partner, the app will update Shopify with tracking numbers and shipment status events. Specifically, the app will use the Fulfillment Events API to record shipping milestones (in transit, out for delivery, delivered, etc.) via fulfillmentEventCreate mutations. It will also pass the carrier tracking number and carrier name to Shopify when creating the fulfillment so that merchants and customers can track orders in real time. To guarantee no tracking information is lost, we will implement Shopify’s callback for retrieving tracking numbers (fetch_tracking_numbers). This means if Shopify ever needs to reconcile missing tracking data, it can call our app and our app will respond with any and all tracking numbers for shipments, ensuring 100% coverage of tracking info. These measures align with Shopify’s requirement that fulfillment apps support tracking and respond to all tracking requests.

5. Inventory Management Integration: The app will integrate the partner’s inventory system with Shopify so that merchants see accurate stock levels for the partner’s location. We will implement Shopify’s Inventory Management API in the app. The partner’s system will regularly push inventory updates (or respond to Shopify inquiries) for each SKU at the fulfillment location. The integration will handle multiple inventory states that SFN monitors – including Incoming (items en route to the warehouse), On Hand (physical stock in warehouse), Available (sellable stock not committed to orders), Reserved (temporarily held for open orders), Damaged, Safety Stock, and Quality Control states. The app will update Shopify with these quantities as they change, using GraphQL mutations (for example, adjusting available and on-hand quantities when stock is received or orders are fulfilled). The “Committed” state (units allocated to open orders) is managed by Shopify itself, but all other relevant states will be kept in sync. Additionally, we will implement Shopify’s fetch_stock callback to handle on-demand stock reconciliation: if there’s a spike in sales or a delay in routine updates, Shopify can call our app to fetch the latest inventory levels, ensuring that inventory data remains accurate.

6. Exception Handling (Rejections & Holds): The integration will gracefully handle scenarios where a fulfillment cannot proceed normally. If the partner must reject a fulfillment request (e.g. item not found, address unserviceable) or put an order on hold (e.g. awaiting stock or clarification), the app will use Shopify’s GraphQL mutations to do so with appropriate context. We will provide the most relevant reason codes when calling fulfillmentOrderRejectFulfillmentRequest or fulfillmentOrderHold. Shopify requires selecting a reason (OUT_OF_STOCK, ADDRESS_UNDELIVERABLE, etc.), and if none of Shopify’s standard reasons apply, the app will use “OTHER” with a descriptive message for clarity. This ensures that the merchant can see why an order was held or rejected, maintaining transparency. Handling these exceptions correctly is critical for merchant trust and is mandated by the SFN integration guide.

7. Estimated Shipping Date Estimates: To set proper expectations with merchants, the integration will provide Shopify with an estimated shipping date for each order. Shopify’s 2025-07 API version introduces a field for estimatedShippedAt on fulfillment orders. Our app will capture the partner’s expected ship date (based on SLA or current warehouse queue) and supply this date when accepting a fulfillment request. This date will be surfaced to merchants in Shopify, so they know when the order is expected to leave the warehouse. As Shopify evolves this feature (including potential future mutations to update the date), we will remain aligned and update our integration accordingly. By providing estimated ship times, the partner’s performance is transparent to merchants and Shopify can display reliable fulfillment timelines.

8. SFN Configuration & Partner Profile (Intake Form): We will complete the SFN Fulfillment Partner Intake configuration in coordination with Shopify. This involves supplying detailed information about the partner’s services via Shopify’s intake form. We will work with the partner’s team to gather all required data, such as:

   • Fulfillment fee formula: A formula or rate card for fulfillment pricing (per unit) under standard conditions, based on variables like package size and order volume.
   • Storage fee formula: A formula or rate card for storage pricing (per unit per month), similarly based on product size and average units stored.
   • Supported product categories: A checklist of product types the partner can handle (e.g. Apparel, Electronics, Food & Beverage with any restrictions, etc.).
   • Packaging and customization options: Whether the partner supports custom branded packaging, kitting/bundling, inserts, special handling like refrigerated storage, etc..
   • Additional capabilities: Other services offered (returns processing, dangerous goods handling, international shipping, etc.).

   Providing this information is critical because it populates the SFN system that merchants use to filter and compare fulfillment partners. By fully completing the intake form, we ensure the partner’s profile in SFN is accurate and attractive to the right merchants, with correct pricing estimates and capability disclosures. (For example, SFN will use the supplied formulas to show merchants an estimated fulfillment cost given their product size and order volume inputs.) We will make sure all required fields are filled so that the partner meets SFN’s onboarding requirements.

9. Built for Shopify Alignment: The integration will be developed to meet the “Built for Shopify” program standards. This means the app will adhere to Shopify’s best practices for quality, security, performance, and user experience. Concretely, we will ensure the app obtains Built for Shopify status as required for SFN fulfillment service apps. Achieving this involves:

   • Following Shopify’s coding and UX guidelines (for example, using the Polaris design system for the embedded UI, ensuring fast load times, and providing excellent merchant support).
   • Meeting performance criteria such as responding to 100% of Shopify’s callback requests (like fetch_stock and fetch_tracking_numbers) within required timeframesshopify.dev.
   • Undergoing Shopify’s app review and certification process. We will allocate time to work through any feedback from Shopify to get the app approved with the BFS badge. The project plan includes obtaining this status prior to go-live, which signals to merchants that the app is vetted and trustworthy.

10. Optional Webhooks & Additional Features: In addition to the required APIs, Shopify recommends certain webhooks for fulfillment and inventory events that, while not mandatory, can enhance the integration. As part of a comprehensive solution, we will implement these optional webhooks where they add value. For instance, webhooks for fulfillment creation, cancellation, or stock level changes can allow the partner’s system to get real-time push notifications whenever relevant events occur, supplementing our polling or scheduled syncs. By incorporating these, we improve resilience — if any event is missed via the primary flow, the webhook can trigger a secondary update. We will review Shopify’s list of fulfillment and inventory webhooks and include those that make the data exchange more robust. (These might include webhooks like fulfillment_order.Notification, inventory_levels/update, etc., based on Shopify’s offerings.) While labeled “optional” in the guide, we recognize these can be important for a belt-and-suspenders approach to data sync, and will include them to ensure no gaps in integration.

11. Embedded App Experience: The partner app will include an embedded user interface in Shopify Admin that delivers key merchant-facing workflows within Shopify. According to SFN requirements, merchants should not be forced out to an external website for any essential integration steps. We will design and build an intuitive embedded app UI that allows merchants to:

    • Securely authenticate and connect their account with the partner from within Shopify (e.g. log in to the partner’s system or create an account via an embedded OAuth flow).
    • Access key fulfillment metrics and dashboards – for example, viewing their order fulfillment performance, tracking statuses of recent shipments, inventory levels at the partner warehouse, and any alerts or exceptions – all in a Shopify-embedded dashboard.
    • Possibly perform certain account configuration or setup tasks directly in the app. (Shopify allows us to define up to 2–3 onboarding tasks in the SFN interface for the merchant. We will utilize this to guide the merchant through any additional setup steps. For example, one task might deep-link to a page in the embedded app for enabling international shipping or mapping shipping options, and another might link to documentation on how to prepare and send inventory to the partner.)

    These embedded experiences will be built using Shopify’s Polaris design system to feel native to Shopify. The goal is a seamless UX, where the merchant can do everything from setup to day-to-day monitoring without confusion or needless redirection. This is not only a Shopify requirement but also good for merchant satisfaction. (Notably, fully self-serve merchant onboarding via the app is considered optional at this stage. Our initial focus will be on the required elements – authentication and dashboard – but we will design the app in a way that could be extended later to support more self-service onboarding steps if needed.)

12. End-to-End Testing & Shopify Certification (Step 11): Finally, we will support comprehensive end-to-end testing of the integration in cooperation with Shopify’s SFN team. A testing sandbox or procedure will be established so that Shopify’s developers can validate the integration thoroughly before go-live. To facilitate this, we will:

    • Provide the ability for Shopify’s testers to create multiple test accounts in the partner’s system (so they aren’t all sharing one login).
    • Ensure test accounts do not require real billing info (so Shopify can test freely without entering payment details).
    • Enable test accounts to easily configure mock inventory in the partner’s system which will sync to Shopify. For example, testers should be able to say “add 100 units of SKU X at location” in the test environment to simulate inbound stock.
    • Allow test accounts to receive fulfillment orders from Shopify and simulate fulfilling them. This means our integration should accept fulfillment requests and create dummy shipments for test orders, updating Shopify with fulfillment and tracking just as it would in production. Inventory levels in the test account should decrement accordingly to simulate real consumption of stock.

    By providing this robust testing environment, we allow Shopify’s SFN onboarding team to run through all scenarios – the “happy path” as well as edge cases – to verify everything works as expected. We will collaborate with them during this phase, addressing any issues they find. Successful completion of Shopify’s official onboarding test plan is a key deliverable before launch, ensuring the integration meets all functional criteria.

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Technical Architecture

The integration will follow a client-server architecture where the Shopify App (our fulfillment service app) acts as a middleware between Shopify and the fulfillment partner’s backend system. Below is an outline of the major components and data flows:

• Shopify Fulfillment Service App (Embedded App): This is a secure web application that will be installed in merchants’ Shopify stores via SFN. It will be built with modern web technologies (e.g. Node.js/TypeScript or Ruby on Rails, depending on the partner’s preference and existing stack) and will leverage Shopify’s Admin APIs (GraphQL) extensively. The app will be hosted on a cloud platform and will handle all communication with Shopify (fulfillment orders, inventory updates, etc.) as well as provide the embedded UI in the Shopify Admin for merchants. We will use Shopify’s latest API version (at least 2025-07) to ensure access to all required features (e.g. estimated ship date field).
• Partner’s Backend Systems: The fulfillment partner’s Warehouse Management System (WMS) or Order Management System (OMS) will be integrated with the Shopify app. Integration between the app and the partner’s backend will be done via a secure API or other interface (for example, REST/JSON API endpoints provided by the partner, or a lightweight integration layer if the partner’s system is not already API-ready). The app will send order information to the partner’s system when a fulfillment order is accepted, and in return the partner’s system will send status updates (like packed, shipped, tracking number, etc.) back to the app.
• Data Flow – Orders: When a Shopify merchant using SFN selects this partner, the order routing in Shopify will assign new orders to the partner’s fulfillment service. The Shopify platform will create a FulfillmentOrder object and (if set to auto-fulfill or upon merchant request) will send a Fulfillment Request. Our app will receive an event (either by a webhook or by periodically querying for open fulfillment orders) indicating there is a new request. The app will then call the partner’s backend (e.g., an “order create” API endpoint) to transmit order details (items, quantities, customer shipping info, etc.). The partner’s system can then respond through its normal process (reserve stock, generate a picking ticket, etc.). The app will confirm acceptance by calling fulfillmentOrderAcceptFulfillmentRequest in Shopify’s API along with an estimated shipping date if available. If the partner cannot fulfill the order for some reason (e.g., no stock), the app will instead call fulfillmentOrderRejectFulfillmentRequest with a reason code and message, so Shopify knows to route the order elsewhere or alert the merchant.
• Data Flow – Fulfillment & Tracking: As the partner ships the order, their system will produce a tracking number and carrier information (e.g. UPS, FedEx, etc.). The integration app will capture this event (either via a webhook from the partner’s system or polling the partner’s API for shipment status) and then create a Fulfillment in Shopify via fulfillmentCreate, attaching the tracking number and carrier details. This call will mark the order as fulfilled in Shopify and make the tracking information visible to the merchant and customer. Additionally, for each shipment status change (label printed, in transit, delivered, etc.), the partner can send updates which the app will forward to Shopify using fulfillmentEventCreate to log timeline events on the order. This provides merchants a continuous view of the shipment’s progress in the Shopify order timeline. For redundancy, we implement the fetch_tracking_numbers callback – if Shopify ever queries our app for all tracking numbers on a fulfillment (e.g. if an event was missed), our app can recompute or fetch from the partner system the complete set of tracking numbers and return them.
• Data Flow – Inventory: The partner’s warehouse inventory levels will be synced to Shopify for any merchant using the service. The integration app will likely maintain a synchronization service that either periodically pulls inventory data from the partner’s system or receives push updates from it (whichever is more efficient/available). Using Shopify’s Inventory API, the app will update the inventory Available quantities for the partner’s location for each product variant. We will make use of the GraphQL inventory mutations (or InventoryLevel REST APIs if needed) to set accurate on-hand and available numbers. The integration will also update specialized inventory states via metafields or as supported by Shopify’s GraphQL (the SFN API supports states like incoming, on_hand, etc., as described in the guide). For example, when a merchant creates an inbound transfer to send stock to the partner, the partner’s system would mark that as incoming and the app could update Shopify’s “Incoming” inventory state for that SKU. Conversely, when stock arrives and is shelved, the app will move those quantities from Incoming to On Hand and Available. If any discrepancy arises, Shopify may invoke fetch_stock on our app, to which we will respond by pulling a fresh snapshot of inventory from the partner’s system and returning it. This architecture ensures high reliability of inventory data synchronization.
• Error Handling & Reliability: Throughout all flows, error handling is crucial. The app will log and gracefully handle any API errors or exceptions. For instance, if the partner’s API is temporarily unreachable, the app will queue the order or inventory update and retry it until successful, to avoid data loss. If a Shopify API call fails (due to rate limiting or other issues), the app will likewise retry and ensure eventual consistency. All API credentials and sensitive data will be stored securely (using Shopify’s managed app vault or environment secrets). We will also implement monitoring: the system will track the success/failure of fulfillment API calls, inventory sync jobs, and webhook deliveries. Any failures will trigger alerts so that they can be resolved promptly, in line with the high operational standards expected by Shopify (the partner will be held to strict SLAs for uptime and data accuracy).
• Scalability & Performance: The solution will be designed to handle scale. The app’s infrastructure will be auto-scalable to manage spikes in order volume (for example, during Black Friday/Cyber Monday, when many orders might be routed to the partner). We will utilize Shopify’s bulk APIs or cursor-based pagination for inventory if needed to handle large SKU counts efficiently. All integrations will be built with non-blocking, asynchronous processing where possible (e.g., using webhook-driven updates or background jobs) to ensure that merchants see fast response times in the Shopify admin UI. This aligns with Shopify’s performance expectations and will help in achieving Built for Shopify status (which evaluates app performance and responsiveness).
• Security & Compliance: We will follow Shopify’s security best practices. The app will use OAuth authentication to install on merchant stores and request only the necessary scopes (e.g. write_fulfillments, write_inventory etc.). Data in transit between Shopify, the app, and the partner’s systems will be encrypted via HTTPS. We will also ensure GDPR and privacy compliance: no unnecessary personal data will be stored, and any data retention policies will be documented. The app will treat merchant and customer data with care, fulfilling the BFS requirement of being a trustworthy app that protects dataapps.shopify.com.

In summary, the technical architecture connects Shopify and the fulfillment partner’s operations in real time, using a combination of GraphQL API calls, webhooks, and a secure embedded application. It is designed for reliability, accuracy, and speed, which are all critical for a smooth fulfillment experience.

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Deliverables

We will deliver a complete integration package, including all code, configurations, and supporting materials required for a successful SFN onboarding. Key deliverables include:

• Shopify Fulfillment Service App (Codebase): A fully developed Shopify app that has been tested and reviewed. This includes the backend integration logic, the GraphQL API implementations (fulfillment orders, events, inventory, etc.), and the embedded admin frontend. The app will be provided with source code and documentation for maintenance. It will be ready to be deployed on the partner’s chosen hosting environment (or we can assist in deployment as needed).
• Embedded App UI Screens: A set of polished user interface components embedded in Shopify. Deliverables include the completed UI for merchant authentication (e.g. an onboarding wizard or login screen within Shopify), the fulfillment dashboard with key metrics (orders in progress, recent shipments, inventory summary, etc.), and any settings or help pages accessible from within the app. All UI will follow Shopify’s design guidelines for a native look and feel.
• API Integrations with Partner Systems: The connectors or middleware enabling communication between the Shopify app and the partner’s backend. This may include scripts or services on the partner side (for example, a webhook receiver or an API endpoint that the partner needs to implement) as well as the app’s outgoing integration code. We will document any requirements on the partner’s system (for instance, “The partner will provide an API endpoint to create orders, with the following specification...”). If custom middleware is required to bridge a gap (e.g., if the partner’s system is an older ERP without an API, perhaps a small integration service or database connector), that will be delivered as part of this scope as well.
• SFN Partner Intake Form Completion: We will deliver the completed Fulfillment Partner Intake information, ready to be submitted to Shopify. This might be in the form of a document or directly entered into Shopify’s intake portal. It includes all required fields (pricing formulas, capabilities, etc.) as enumerated by Shopify. The deliverable ensures that the partner’s profile will appear correctly in the SFN app interface for merchants (with accurate estimated cost calculations and service listings).
• Testing Sandbox & Test Reports: A configured testing environment for the integration, as needed. If the partner has a staging environment or if we utilize a Shopify development store for testing, details of how to access and use this environment will be provided to the SFN onboarding team. We will also provide test accounts on the partner’s system (with credentials) set up for Shopify to use. Additionally, we will produce a test report or checklist results from our own QA passes, as well as support Shopify in their testing. This ensures transparency about what has been tested and confirmation that all test scenarios (installation, inventory sync, fulfillment flow, error cases) passed successfully.
• Documentation and Training Materials: Comprehensive documentation for both technical teams and end-users (merchants). For internal/technical use, we will document the architecture, API endpoints, data mappings, and any runbooks for maintenance. For merchant-facing use, we will produce clear setup guides and usage instructions, some of which will feed into Shopify’s help center content. This includes the content required for Shopify’s public Help Center article about the partner integration (covering how a merchant should set up and troubleshoot) and the internal Shopify support enablement guide. These docs are deliverables that ensure both the partner’s team and Shopify’s support team can effectively support the merchants going forward.
• Built for Shopify Approval: While the status itself is granted by Shopify, as a deliverable we include the achievement of BFS certification for the app. We will handle the submission process, ensure all criteria are met, and track this item to completion (e.g., the BFS badge on the app listing or confirmation from Shopify). This deliverable is important as a quality stamp and is required for launch.
• Go-Live Readiness Package: A checklist (detailed in the Go-Live Checklist section of this proposal) will be completed and delivered, showing that every prerequisite for launch is met. This includes confirmation of Slack support channel setup, support processes in place, final UAT (user acceptance testing) sign-off from the partner, and Shopify’s green light. Effectively, the go-live package is the collection of all proofs that the integration is ready: all tests passed, all documentation delivered, the app is deployed and configured in production mode, and stakeholders are aligned for launch. </aside>

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Timeline and Delivery Phases

To consider this project successfully completed, the following acceptance criteria must be met. These criteria align with Shopify’s requirements and the partner’s business goals:

• Full SFN Certification: Shopify’s SFN team has validated the integration and formally onboarded the partner. This includes passing all steps of the SFN onboarding test plan with no outstanding issues. For example, Shopify should confirm that when they install the partner’s app on a test store and follow the documented setup steps, all expected behaviors occur (fulfillment service is created, inventory updates appear, orders can be fulfilled with tracking, etc.) – essentially, all “Expected Results” in the Shopify test scenarios are achieved. Official sign-off from Shopify will be a primary acceptance criterion.

• Built for Shopify Status Achieved: The app has been reviewed and approved under the Built for Shopify program specifically for a fulfillment service app. This means the app meets all quality benchmarks (including security, performance, usability, and compliance with Shopify’s app requirements). Evidence of this criterion would be the app listed (even if privately) with the BFS badge or a confirmation letter/email from Shopify granting the status.

• End-to-End Merchant Flow Validation: At least one end-to-end test merchant (or a pilot merchant) has been run through the entire flow successfully. Acceptance is contingent on a merchant being able to:

  1. Install SFN and the partner’s app.
  2. Complete any necessary setup (connect credentials, create the fulfillment location, etc.).
  3. Send inventory to the partner and see it reflected in Shopify’s inventory for the location.
  4. Have a customer order trigger a fulfillment that the partner receives and processes.
  5. See the order move to Fulfilled in Shopify with correct tracking information.
  6. (Optionally) simulate an exception (like an out-of-stock scenario) to confirm the merchant sees the proper hold/rejection reason in Shopify.

  The successful completion of the above by a non-developer user (merchant or merchant proxy) indicates the solution is truly ready for real users. We will use this as a sign-off test, possibly with the partner’s internal team acting as the “merchant”.

• Data Accuracy and Sync Performance: During testing, inventory quantities and order statuses must remain consistent between Shopify and the partner’s system. Acceptance means that no critical discrepancies are found – e.g., no orders stuck unfulfilled in Shopify, no inventory numbers that diverge beyond an acceptable latency. The integration should demonstrate that it can handle at least the expected daily volume (as per partner’s estimates) without lag or failure. For instance, if 1000 orders are placed and fulfilled in a day, Shopify should reflect all 1000 fulfillments with tracking, and the partner’s system should show those 1000 orders shipped – with inventory decremented – by end of day. Any missed updates or slow syncs would be addressed before acceptance.

• Merchant UX and UI Approval: The embedded app’s user interface and overall user experience should be reviewed and approved by key stakeholders (including the partner and ideally a Shopify UX review if they require one for BFS). This means the app is easy to navigate, the wording is clear, and it feels integrated into the Shopify Admin. All embedded app requirements – e.g. in-app authentication and dashboard – must be present and working. Additionally, any links or help texts should be correct (the “More information” buttons in SFN should go to the right places in our app or documentation). We will consider this criterion met when the partner’s team and Shopify have no further UX changes requested.

• Support Processes in Place: Prior to launch, the support integration must be fully set up. Acceptance requires that:

  • The dedicated Slack channel between the partner and Shopify is active and key support personnel on both sides have joined.
  • The partner has provided a point-of-contact list for escalations (names and roles of those who will respond to urgent issues).
  • Agreed workflows for merchant support are documented – for example, Shopify’s frontline support knows when to escalate an issue to the partner and how (the step-by-step instructions for direct merchant support have been supplied).
  • Support documentation (internal and external) is completed and accessible (e.g., the partner’s integration guide in Shopify’s Help Center is published, and the internal FAQ for Shopify support is delivered).

  Essentially, the criterion is that if a merchant using the integration runs into any issue, both Shopify’s support and the partner’s support are prepared to handle it effectively from day one.

• Operational Readiness: The partner’s warehouse and systems are operationally ready to fulfill Shopify orders at launch. While this is more on the partner’s side, it is part of acceptance that everything configured via the integration (like SKUs, locations, etc.) corresponds to real capabilities. For example, if the partner promised two-day shipping in the intake form, they have the shipping carriers set up to actually do that. From the integration perspective, this means we have performed a final data check: all SKUs in merchants’ catalogs are properly mapped to the partner’s SKUs if needed, all warehouses/locations are set correctly, and test orders have been trial-run in production mode to ensure smooth operation.

Only when all the above acceptance criteria are met will we consider the integration project complete. This ensures a high-quality outcome aligned with both Shopify’s and the fulfillment partner’s expectations.

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