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How to Integrate Pronto Xi with Shopify Plus: A Practical Guide

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For businesses using Pronto Xi, launching a new Shopify Plus store involves more than just transferring products and orders between two platforms.

Pronto Xi is often responsible for critical operational data, including product records, inventory, customer accounts, contract pricing, credit terms, fulfilment and financial reporting. Shopify Plus, meanwhile, becomes the customer-facing commerce platform through which buyers search, purchase and manage their accounts.

The success of the project therefore depends on how effectively the two platforms work together.

A well-designed Pronto integration can give customers a faster and more intuitive purchasing experience while allowing the business to continue managing its core processes through Pronto Xi. A poorly planned integration can create inconsistent pricing, inaccurate inventory, delayed orders and significant manual administration.

This guide explains the major decisions businesses should address when integrating Pronto Xi with Shopify Plus.

Why integrate Pronto Xi with Shopify Plus?

Pronto Xi is a modular ERP platform used by Australian businesses to manage financial, inventory, supply chain, distribution and operational processes. Shopify Plus provides an enterprise commerce platform that can support B2C, B2B or blended selling models.

Connecting the two platforms allows each system to focus on the role it performs best.

Pronto Xi will commonly remain the operational system of record, while Shopify Plus manages the digital customer experience.

Depending on the business, the integration may synchronise:

Pronto Software offers integration capabilities through Pronto Connect, which supports pre-built RESTful APIs and customised APIs. Pronto Xi Sync is also positioned as a way to connect Pronto Xi with platforms including Shopify, marketplaces, payment gateways and other business applications.

However, having a connector or API available does not remove the need for integration design. The business must still determine which information moves between the platforms, how frequently it moves and which system controls each field as per below.

1. Define the system of record

One of the first decisions is determining which platform owns each type of data.

In many projects, Pronto Xi remains the source of truth for:

Shopify Plus may become the source of truth for:

This is not a universal model. Some businesses maintain extensive product information within Pronto Xi, while others use Shopify, a product information management platform or another application to enrich the customer-facing catalogue.

The important principle is that each field should have a clearly defined owner.

Without this, staff may update the same information in multiple systems and overwrite one another’s work.

A data ownership matrix should be prepared before development begins. It should list each data object and identify:

2. Design the product data model

Product integration is rarely a simple one-to-one transfer.

Pronto Xi may store products using structures created primarily for inventory, purchasing and operational reporting. Shopify requires products to be structured for navigation, search, merchandising and conversion.

Before synchronising products, consider how Pronto Xi data will map to:

A product represented as several inventory records in Pronto Xi may need to appear as a single Shopify product with multiple variants. Conversely, a single Pronto record may require additional attributes before it can support effective filtering and merchandising online.

It is also important to decide whether new products should automatically publish to Shopify.

In many cases, the safer approach is to create or update the product in a draft state. The eCommerce team can then review imagery, descriptions, categories and search data before publishing it.

This prevents incomplete ERP product records from appearing publicly without sufficient customer-facing information.

3. Determine how pricing will work

Pricing is often one of the most complex parts of a Pronto Xi and Shopify Plus integration.

A B2C store may only need to synchronise a standard retail price and promotional pricing. A B2B implementation may need to support:

Shopify B2B uses companies, company locations and catalogues to control the products and pricing available to business customers. Shopify Plus supports unlimited catalogues and direct catalogue assignment to companies and company locations.

The integration must determine how Pronto Xi pricing structures translate into Shopify’s company and catalogue model.

There are several possible approaches.

Synchronised Shopify catalogues

Price groups or contract structures from Pronto Xi can be transformed into Shopify catalogues.

This can provide fast storefront performance because the price is already available within Shopify. It is generally most suitable when pricing can be grouped into a manageable number of catalogue structures.

Customer-specific catalogue pricing

Businesses with negotiated customer pricing may create and assign catalogues to specific Shopify company locations.

This can work well, but the integration must manage catalogue creation, assignment and ongoing price updates.

Real-time price retrieval

For highly dynamic or complex pricing, the business may consider calculating or retrieving prices from Pronto Xi during the shopping process.

This can reduce duplication but may introduce storefront dependencies and performance risks. Shopify’s architecture and checkout constraints must also be evaluated before relying on real-time ERP calls.

The right approach depends on pricing complexity, update frequency, customer volume and performance expectations.

4. Plan inventory and availability synchronisation

Customers expect inventory information to be accurate. However, the quantity stored in Pronto Xi may not be the same as the quantity that should be shown online.

A business may need to account for:

The integration should establish an agreed available-to-sell calculation.

For example:

Available to sell = stock on hand – allocated stock – safety stock

The actual calculation may be more complex, particularly where customers are assigned to different warehouses or regions.

The business should also determine whether Shopify displays:

Inventory usually needs to update more frequently than descriptive product data. Rather than synchronising every data type on the same schedule, the architecture should support different update frequencies based on operational importance.

5. Map Pronto Xi customers to Shopify companies

For B2B implementations, customer data needs to be mapped carefully.

Shopify B2B represents business accounts using companies and company locations. Company records can control pricing, products, payments, delivery settings and other aspects of the purchasing experience.

A Pronto Xi account may need to map to:

The project should define what happens when:

Customer matching should use stable identifiers rather than relying only on names or email addresses.

The Pronto Xi customer number should generally be stored against the corresponding Shopify company or location so the relationship remains reliable.

6. Design the order flow

The integration must define how a Shopify order becomes a valid Pronto Xi sales order.

Typical information sent to Pronto Xi includes:

The order should be validated before or during import.

Common validation checks include:

It is also important to decide what happens when an order cannot be imported.

The integration should not simply retry indefinitely or leave the order unnoticed. It should record the error, notify the appropriate team and provide enough context for someone to resolve it.

7. Handle payments, credit terms and account purchasing

B2C and B2B orders may follow very different payment processes.

A B2C Shopify order will commonly be paid online before it reaches Pronto Xi.

B2B customers may instead purchase using:

The integration must clearly distinguish between an authorised online payment and an account order that remains unpaid.

For account customers, Shopify should receive the relevant payment terms and purchasing permissions. However, Pronto Xi should generally remain responsible for financial accounting, receivables and credit management.

Shopify Plus includes additional B2B payment capabilities, including deposits, partial payments and payment requests per fulfilment. These features should be assessed against the organisation’s Pronto Xi processes rather than enabled in isolation.

A key decision is how to handle customers who exceed their credit limit or are placed on credit hold.

Possible approaches include:

The preferred process should reflect the business’s existing credit policy.

8. Return fulfilment and tracking updates to Shopify

The integration should not end when the order is created in Pronto Xi.

Once warehouse or fulfilment processes begin, Shopify may need to receive:

This gives customers visibility without requiring them to contact the service team.

Partial fulfilment deserves particular attention. A single Shopify order may result in several Pronto Xi fulfilments, especially when inventory is sourced from different warehouses or when some products are backordered.

The data model should support this from the beginning rather than assuming every order will be shipped in one delivery.

9. Choose the right integration architecture

There is no single architecture suitable for every Pronto Xi and Shopify Plus implementation.

The main options include a packaged connector, direct API integration or a middleware layer.

Packaged integration

Pronto Xi Sync provides an appropriate starting point for businesses with relatively standard data and process requirements. It is designed to connect Pronto Xi with applications including Shopify and can help synchronise operational information across the technology environment.

The business should still confirm:

Direct API integration

A direct integration can be developed using Pronto Connect and Shopify’s APIs.

This is an area of service OSE specialise in, and can assist you to build-out a series of direct-API calls to specific Pronto and Shopify endpoints as desired. This approach can be used to scale up your integration complexity over time.

Middleware architecture

Middleware can be valuable where the integration involves complex transformations, multiple applications or high transaction volumes.

It can provide a central layer for:

Middleware may be particularly appropriate when Shopify and Pronto Xi also need to exchange data with a PIM, CRM, warehouse management system, marketplace or third-party logistics provider.

The decision should be based on the wider technology ecosystem, not only the initial Shopify launch.

10. Build for error handling and visibility

Integration failures are inevitable. Products may be missing fields, customers may have invalid addresses, APIs may be temporarily unavailable and orders may contain unexpected data.

The goal is not to assume errors will never happen. It is to make them visible and recoverable.

The integration should include:

Pronto Xi supports alerts, audit logs and external webhooks, which can contribute to event-based integration and monitoring workflows.

The support team should be able to determine:

Without this visibility, minor integration issues can become customer service or financial problems before anyone is aware of them.

11. Test complete business scenarios

Testing should focus on complete operational scenarios rather than individual API calls.

A successful product API test does not prove that a customer can place a valid order and receive it correctly.

The test plan should cover scenarios such as:

Financial reconciliation should also be included.

Teams should confirm that order totals, tax, discounts, freight and payments remain consistent between Shopify Plus, Pronto Xi and the payment gateway.

12. Plan ongoing ownership

An integration is not finished when the new store launches.

Shopify, Pronto Xi and surrounding applications will continue to change. New product structures, warehouses, payment methods and business processes may also be introduced.

The organisation should assign responsibility for:

It should also be clear whether support sits with the Shopify partner, Pronto partner, internal IT team or a shared support model.

Unclear ownership can create delays when an issue crosses the boundary between platforms.

Common Pronto Xi and Shopify Plus integration mistakes

Several problems appear repeatedly in ERP and eCommerce projects.

Treating the integration as a data export

The integration should represent complete business workflows, not simply copy records between databases.

Recreating Pronto Xi inside Shopify

Shopify should receive the operational information needed to support commerce. Attempting to replicate every ERP rule and field can create unnecessary complexity.

Assuming ERP data is ready for eCommerce

Operational product data often needs enrichment, restructuring and governance before it is suitable for customers.

Underestimating customer-specific pricing

Pricing can significantly affect architecture, performance and Shopify configuration. It should be addressed during discovery rather than late in development.

Ignoring exception handling

Successful transactions are only one part of the design. The project must also determine what happens when data is incomplete, invalid or unavailable.

Building only for the launch requirements

A tightly coupled integration may meet the initial scope but become difficult to extend when marketplaces, warehouses or new channels are introduced.

What should be decided before development begins?

Before integrating Pronto Xi with Shopify Plus, the project team should be able to answer the following questions:

  1. Which platform owns each type of data?
  2. How will Pronto products map to Shopify products and variants?
  3. Where will customer-facing product information be maintained?
  4. How will customer-specific pricing be represented?
  5. How will available inventory be calculated?
  6. How will Pronto customers map to Shopify companies and locations?
  7. How will account terms and credit holds affect checkout?
  8. What information is required to create a valid Pronto sales order?
  9. How will fulfilments, tracking and backorders return to Shopify?
  10. What happens when a transaction fails?
  11. How will orders and payments be reconciled?
  12. Who owns and supports the integration after launch?

Answering these questions during discovery will reduce rework and provide a stronger foundation for implementation.

Building a reliable Pronto Xi and Shopify Plus integration

Pronto Xi and Shopify Plus can provide a strong combination for businesses that want to modernise their online customer experience without replacing the ERP processes supporting their operations.

The most successful integrations maintain clear responsibilities between the platforms.

Pronto Xi continues to manage operational and financial processes, while Shopify Plus delivers the product discovery, account management and purchasing experience expected by modern B2B and B2C customers.

The technical connection is only one part of the project. The greater challenge is translating the organisation’s pricing, inventory, customer and fulfilment rules into reliable digital workflows.

Investing in discovery, data mapping, exception handling and end-to-end testing will help create an integration that supports both the immediate Shopify Plus build and the organisation’s longer-term commerce strategy.

Pronto Xi and Shopify Plus integration services

OSE designs and develops Shopify Plus solutions for businesses with complex ERP, B2B and operational requirements.

Our team can assist with Pronto Xi and Shopify Plus integration discovery, architecture, implementation and ongoing support, including product data, inventory, account pricing, customer records, order processing and fulfilment workflows.

Contact OSE to discuss your Pronto Xi and Shopify Plus requirements.

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