Inventory: a custom warehouse and production system with WooCommerce
Inventory is a web-based warehouse and production system for a group of two companies. Stock, orders, invoices and shipping labels live in one place, online shop orders arrive by themselves, and AI office assistants prepare drafts that the owner approves. It is an internal system behind a login, so the visual on this page is an illustration.
- Problem
- Several companies needed stock, production, orders and invoices in one place — and online shop orders had to reach the warehouse without manual copying.
- Solution
- A web system behind login: stock and production, orders, invoices issued by the right company, weekly combined invoices, FedEx labels and label printing at the office. Online shop orders arrive automatically through a WooCommerce webhook. A built-in e-mail CRM. AI office assistants prepare invoices and reply drafts — nothing is sent or changed without the owner's approval.
- Result
- Used every day in operations. The database is backed up every night (14 daily and 8 weekly copies), a restore is tested every week, and an alert goes out if a backup is late.
Key facts
- Used every day in operations
- Two companies in one system; each invoice is issued by the right company, plus weekly combined invoices
- WooCommerce orders arrive through a webhook; only products with the company's own SKU are saved
- FedEx labels and printing on the office printer through QZ Tray
- Built-in e-mail CRM with drafts, reminders and translation
- AI office assistants work only through the system's API; every write needs the owner's approval
- Nightly database backup with 14 daily and 8 weekly copies, a weekly restore test and alerts if a copy is late or the disk is full
- Node.js
- Express
- SQLite
- Tailwind CSS
- Vanilla JS
- WooCommerce webhooks
- QZ Tray
- PM2
- Nginx
- Hetzner
WooCommerce orders straight into the warehouse
Orders from the online shop arrive through a webhook the moment they are placed. Only products with the company's own SKU are saved, so the warehouse sees exactly what it has to pack — without anyone retyping an order.
- No manual copying of shop orders
- Stock, production and orders in one place
- FedEx labels created from the order
- Labels printed on the office printer straight from the browser
Invoices for several companies from one system
The group's two companies work in the same system, and every invoice is issued by the right one. Weekly combined invoices are supported as well, and the built-in e-mail CRM keeps customer letters, reminders and translations in one place.
- Invoices issued by the correct company
- Weekly combined invoices
- E-mail CRM with drafts, reminders and translation
AI office assistants that wait for approval
AI assistants prepare invoices and reply drafts, but they work only through the system's API. Every write needs the owner's approval, so nothing is sent or changed by itself.
- Drafts, not decisions
- Access only through the system's API
- Owner approval for every write
What this means for your business
If your shop, warehouse and invoicing live in different places, one system can connect them — with backups you can trust: nightly copies, a weekly restore test and an alert if a copy is late or the disk is full.
- Shop orders reach the warehouse without retyping
- Invoices and shipping labels from the same place
- AI help that never acts without your approval
- Backups that are tested, not just made
Questions
Can a custom inventory system work with my WooCommerce or Shopify shop?
Yes. In Inventory, WooCommerce orders arrive through a webhook and only products with the company's own SKU are saved, so nothing is copied by hand. Other order sources can be connected on request. Stock, invoices and shipping labels then come from the same place, and a custom system starts from €5,000.
Can one system issue invoices for several companies?
Yes. Inventory serves a group of two companies, and every invoice is issued by the right one, with weekly combined invoices supported too. In our price list, several companies issuing invoices from one system is an add-on to the custom system package, quoted before work begins.
What happens if something breaks on the server?
The database is backed up every night, with 14 daily and 8 weekly copies kept. A restore is tested every week, and an alert goes out if a copy is late or the disk is full. So if something breaks, there is a recent copy that is known to work.
Need one system for stock, orders and invoices?
Tell us which shop, carrier and accounting tools you use. We reply within 1 working day with a first idea and a price range.
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