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WooCommerce Integration with Vtiger CRM

In this article you will learn how to integrate and use WooCommerce with Vtiger CRM!
S
Shreya Kulkarni
17 Nov, 2022 - Updated 17 days ago
Table of Contents

Introduction

WooCommerce is a customizable, open-source eCommerce platform built on WordPress. It helps open a digital store and sell online.  It helps you manage your businesses on the go with secure marketing, shipping, payments, enterprises, etc. It aids you in building and customizing virtual stores for clients.

WooCommerce helps you:

  • Enhance your sales generation 
  • Create and manage your business leads and contacts
  • With efficient tax management
  • Conveniently monitor your products with automated e-commerce ventures, emails, and contacts

 WooCommerce integration with  Vtiger CRM

Note: 

In Vtiger CRM, WooCommerce integration is available for the following modules:

  1. Contacts
  2. Products
  3. Sales Orders
  4. Taxes (Inventory > Tax Management)
 

Integrating WooCommerce with Vtiger CRM syncs contacts, products, sales orders, and taxes with WooCommerce and vice versa. This data sync happens with every contact, product, sales order, and tax record created, updated, and skipped on both platforms. 

Vtiger CRM provides multidirectional data sync with WooCommerce. You can sync records in the following ways:

  • Sync from Vtiger to WooCommerce
  • Sync from WooCommerce to Vtiger 
  • Sync both ways

To integrate WooCommerce with Vtiger CRM you must:

  • Have an active business account with WordPress.
  • Enable the WooCommerce extension in Vtiger CRM.

Benefits of WooCommerce Integration

  • Access and manage your WooCommerce business contacts, products, sales orders, and tax records in Vtiger CRM.
  • Prevent duplication and errors with a single source of data.
  • Save time by managing your contacts, products, sales orders, and, tax from a single app.

Feature Availability

Click here for the availability of the WooCommerce Integration for different editions of Vtiger CRM.

Integrating WooCommerce with Vtiger involves the following:

  • Installing WooCommerce from the Extension Store
  • Configuring or setting up the integration
  • Configuring WooCommerce sync settings in Vtiger CRM
  • Enabling the sync between Vtiger and WooCommerce for data to flow

In this article, you will learn about all of the above. Shall we begin?

Key Terminology 

WooCommerce

WooCommerce App is an open-source plugin for WordPress that helps you build an online store on your webpage and help you manage transactions. 

Consumer Key

It is a secret authentication code that identifies its user, or program. These keys are unique identifiers that secure your applications from cyber abuse or malicious use.

Consumer Secret

It is a confidential key confined only to the application and the authorization server. It is a cryptographically-secure key.

2 way sync

Two-way synchronization is the process of transferring data between two business interfaces. Newly created, updated, etc., records in one app will be instantly transferred or added in the other and vice versa.

WooCommerce ID

A specific identity address allotted to a website that is available in the address bar of the browser.

Background Sync Frequency

It is a cron (scheduler) running in the background that performs an automatic data sync between Vtiger CRM and WooCommerce at a defined interval. Users can choose a frequency for the automatic sync to happen.

Conflict Resolution

They are different settings available for updating field values for WooCommerce and Vtiger CRM records if duplicate records are present during the sync process.

Field Mapping

It is the process of systematically matching and syncing the data for fields between two applications or websites. It matches the source fields with the target fields and syncs data from one website or application with the other.

Installing WooCommerce

WooCommerce is a third-party app that Admin users must install from Vtiger’s Extension Store.

Follow these steps to install the WooCommerce extension:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Click Add-ons.
  4. Look for WooCommerce.
  5. Click Install.

Or

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Click the User Menu
  4. Click Settings.
  5. Look for Extensions.
  6. Click Extension Store.
  7. Look for  WooCommerce.
  8. Click Install.
  9. Click Yes to confirm the installation.

Once you have installed it successfully, follow these steps to find the app:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Click Essentials.
  4. Look for Lead & Contact Management.
  5. Click Contacts. (Or Sales > Products or Inventory > Sales Orders)
  6. Click the Sync button. The Sync window opens. 
  7. WooCommerce is now available under User level Connectors.  

Integrating WooCommerce with Vtiger CRM

In this section let us learn how to integrate WooCommerce with Vtiger CRM.

Integrating WooCommerce with Vtiger CRM requires: 

  • Step 1: Retrieving WooCommerce Consumer Key and Secret 
  • Step 2: Integrating WooCommerce with Vtiger CRM

 Step 1: Retrieving WooCommerce Consumer Key and Secret 

 
 

Follow these steps to retrieve WooCommerce consumer key and secret:

  1. Log in to your WordPress account. The home screen opens.
  2. Click WooCommerce from the menu bar present on the left corner of the screen.
  3. Click Settings.
  4. Click the Advanced tab.
  5. Click REST API.
  6. Click the Add key button.
  7. Enter or select your following WooCommerce key(account) details:
    1. Description - A name for your account.
    2. User - Your user ID.
    3. Permissions - Choose a suitable permission.
  8. Copy the following to a Notepad or a document by clicking the Copy icon:
    1. Consumer key
    2. Consumer secret

You have now successfully retrieved the WooCommerce consumer key and secret. 

 Step 2: Integrating WooCommerce with Vtiger CRM

Follow these steps to integrate WooCommerce with Vtiger CRM:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Click Essentials
  4. Look for Lead & Contact Management.
  5. Click Contacts. (Or Sales > Products or Inventory > Sales Orders)
  6. Click the Sync button. The Sync window opens.
  7. Under User level Connectors, look for WooCommerce.

Note: (If WooCommerce is unavailable under User level Connectors, click View available connectors in the Sync window.)

  1. You will find the Sync Log and Settings buttons for WooCommerce.
  1. Click the Settings button. The WooCommerce Sync Settings screen opens.
​​​​​​
10. Under Sync Settings, enter the following:
a. App Url - The WordPress ID. You will need to copy the WordPress ID (URL) and paste it
  in
the App URL field.
 


    Follow these steps to retrieve the WordPress ID:
i. Log in to your WordPress account.
ii. Go to the address bar in your browser.
iii. Copy the WordPress ID to a Notepad or a document as shown above.
iv. Go back to the Vtiger CRM Contacts module > WooCommerce Sync Settings.
v. Paste the WooCommerce ID in the App URL field.
   b. Paste the following details copied from the WooCommerce portal:
      i. Consumer Key - Consumer key
      ii. Consumer Secret - Consumer secret
      11. Click Save. If sync settings are saved successfully, the Success notification is displayed.

You have now successfully integrated WooCommerce with Vtiger CRM.

Configuring WooCommerce Sync Settings

After you have successfully integrated WooCommerce with Vtiger CRM, you must configure its Sync Settings in Vtiger CRM to connect it with Vtiger.

Note: Only Admin users can access WooCommerce Sync Settings in Vtiger CRM.

Follow these steps to configure WooCommerce Sync Settings:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Click Essentials
  4. Click Contacts. (Or Sales > Products or Inventory > Sales Orders)
  5. Click the Sync button. The Sync window opens.
  6. Under User level Connectors, look for WooCommerce.
  7. Click the Settings button beside WooCommerce. The WooCommerce Sync Settings screen opens.
  1. Under Pre Sync Settings, select:
    1. Sync Records From - The time span you want to sync records from.                                  
  2. Under System Settings, select the following:
  1. Debug Mode - It lets you enable or disable the storing of synced data in Debug Log.
  2. Background Sync Frequency - Select the duration for Background Sync Frequency.
  3. Conflict Resolution - Select a conflict resolution setting for updating records in the CRM if duplicate records are found during the sync process:
    1. Last updated record wins - Sync will update duplicate record field values to the records available in Vtiger or synced from WooCommerce depending on which of these were updated last.
    2. Vtiger record wins - Sync will update duplicate field values from Vtiger records to WooCommerce records. And the Vtiger records will be retained as they are.
    3. Service record wins - Sync will update duplicate field values from WooCommerce records to Vtiger records.
  1. Tax Sync Settings - This is enabled by default with the sync direction Sync from WooCommerce to Vtiger. (This also remains non-editable)
  2. Under Contacts Sync Settings, select the following:
  1. Sync Direction - You can choose the way you want to sync contacts between WooCommerce and Vtiger in the following ways:
  1. Sync from Vtiger to WooCommerce - Sync contacts from Vtiger to WooCommerce.
  2. Sync from WooCommerce to Vtiger - Sync contacts from WooCommerce to Vtiger
  3. Sync both ways - Sync contacts from Vtiger to WooCommerce and WooCommerce to Vtiger.
  1. Enable Contacts Sync - Enable the checkbox if you want to sync contacts from WooCommerce to Vtiger CRM and vice versa for the Contacts module else disable it.

Note: The above WooCommerce Sync Settings procedure remains the same for the Products and Sales Orders modules. 

You have now successfully configured WooCommerce Sync Settings for the Contacts module in Vtiger CRM.

Next Step - Syncing data between WooCommerce and Vtiger CRM.

Syncing WooCommerce Data

After you have successfully configured WooCommerce Sync Settings in Vtiger CRM, you need to sync contacts, products, sales orders, and taxes between WooCommerce and Vtiger CRM.

The WooCommerce Sync Log displays the sync date, time, module, and the following contact, product, sales order, and tax records that were successfully synced between WooCommerce and Vtiger CRM.

Follow these steps to sync data between WooCommerce and Vtiger CRM: 

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Click Essentials
  4. Click Contacts. (Or Sales > Products or Inventory > Sales Orders)
  5. Click the Sync button. The Sync window opens.
  6. Under User level Connectors, look for WooCommerce.
  7. Click the Sync Log button beside WooCommerce. The WooCommerce Sync Log window opens.
  1. Click the Sync Now button to sync contacts. The WooCommerce Sync Log window opens up.
  2. The WooCommerce Sync Log displays the sync date, time, and the modules that were synced between WooCommerce and Vtiger CRM. It also displays the following statuses for the synced records: 
  1. Created - Records that are created and saved in WooCommerce or Vtiger CRM.
  2. Updated - Records that are updated and saved in WooCommerce or Vtiger CRM.
  3. Skipped - Records that are skipped because they have errors or because mandatory fields in WooCommerce or Vtiger CRM are empty.
  1. The WooCommerce Sync Log will display the sync results (in numbers) - the modules that were successfully synced for the available records.
  2. Clicking the numbers will open the Records Created in Vtiger window that displays the record details such as Source Module and Record Name.
    1. For example, clicking the sync result for a module (SalesOrder) under the record status (Created) will open the Records Created in Vtiger window that displays the Source Module and the Record Name
  3. Clicking the Record name will direct you to the respective record. 
    1. Clicking the Download As CSV tab will download the source modules and record names to a CSV file.

Note: The above, syncing WooCommerce data procedure remains the same for the Products, Sales Orders, and Tax Management module. 

Note

  • Every time you create, update or delete a contact, product, sales order, and tax record in WooCommerce or Vtiger CRM, you will have to follow the above sync procedure to mutually sync data between WooCommerce and Vtiger CRM.

WooCommerce Sync Pattern

Let us now understand the pattern in which contact, product, sales order, and tax records sync between WooCommerce and Vtiger CRM. Based on the chosen sync direction, these records are mutually synced in the Vtiger WooCommerce Sync Log screen as follows:

Note: For instance, we have considered the Contacts module as an example, the sync pattern remains the same for all related modules. 

  • Contact, product, sales order, and tax records created, updated, or skipped:
    • In Vtiger’s Contacts module will reflect as sync results in the WooCommerce table. 
    • In the WooCommerce portal will reflect as sync results in the Vtiger CRM table. 
  • Consider the above screenshot:
    • 1 sales order created in Vtiger CRM will reflect as 1 under Created in the WooCommerce table. 
    • 1 sales order created in WooCommerce portal will reflect as 1 under Created in the Vtiger CRM table.

WooCommerce Sync Log Screen 

 

The WooCommerce Sync Log screen displays the following information:

  1. WooCommerce and Vtiger CRM tables - Display contact, product, sales order, and tax records with the statuses - created, updated, and skipped synced between Vtiger CRM and WooCommerce (as per the chosen sync direction). They also display the following for the synced records:
    1. Date - The day records are synced.
    2. Time - The time records are synced.
    3. Module - The synced records’ module.
  1. Debug Log - Clicking the Debug Log button displays the data sync (both ways) information in the form of logs.
  2. Syn Now - Clicking the Sync Now button mutually syncs data between WooCommerce and Vtiger CRM.
  3. Sync Log - Clicking the Sync Log button will take you to the WooCommerce Sync Log screen.

Let us now understand the Field Mapping between WooCommerce and Vtiger CRM.

Field Mapping

In this section let us understand the field mapping between WooCommerce and Vtiger CRM.

For data to sync properly between Vtiger CRM and WooCommerce, the fields in the CRM need to be mapped with the fields in WooCommerce.

Field mapping enables this process to occur smoothly. Improper or incomplete mapping is the reason why the sync process 'skips' a few records and these records won’t be updated. 

For example, a mandatory field in WooCommerce might have data, and the mapped non-mandatory field in Vtiger might be empty. In this case, the sync process will not be successful.

You can customize the field mapping for WooCommerce for the Contacts, Products, Sales Orders, and Tax modules by clicking the +Add Custom Mapping tab. To learn how to add custom mapping click here.

Note: 

  • In Vtiger CRM, the field mapping for WooCommerce integration:
    • Is available by default.
    • Only Admin users can edit (customize) it.


Follow these steps to view the field mapping for WooCommerce:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Click Essentials
  4. Click Contacts. (Or Sales > Products or Inventory > Sales Orders)
  5. Click the Sync button. The WooCommerce Sync window opens.
  6. Look for User level Connectors > WooCommerce.
  7. Click the Settings button beside WooCommerce. The WooCommerce Sync Settings screen opens.

Note: You can also go to WooCommerce Sync Settings by clicking Sync Log > Sync Settings.
 

  1. Click Constant Sync Settings > Field Mapping. The default field mapping for WooCommerce available for the Contacts module is displayed.

Note: The above procedure remains the same to view the default field mapping for WooCommerce available for the Products, Sales Orders, and Tax modules.

The following tables display the default field mapping for WooCommerce available for all related modules - default fields in Vtiger CRM’s modules that are mapped or synced to the fields in the WooCommerce portal.

Synchronization for the Contacts module

Vtiger CRM

WooCommerce

First Name

first_name

Last Name

last_name

Primary Email

email 

 

Synchronization for the Products module

Vtiger CRM

WooCommerce

Product Name

name

Unit Price

regular_price

 

Synchronization for the Sales Orders module

Vtiger CRM

WooCommerce

Subject

number

Line Items

line_items

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