Automated order processing in 4 minutes? Yes, it's possible.

Automated order processing in 4 minutes? Yes, it's possible.

If you’re not placing your orders through our website yet – now is the perfect time to start. Why? Because we’ve just completed the implementation of full automation for order processing – from the moment it's placed to handing the package over to the courier. Our record is 4 minutes, and that includes:

- automatic payment status verification,

- inventory check (both system and physical),

- issuing a sales document (VAT invoice or receipt),

- generating a courier label,

- breaking down kits into components and updating inventory levels,

- double-checking EU VAT numbers (VIES),

- sending a personalized email with package contents and a tracking link.

For comparison – previously, the entire process took around 15 minutes. Now it works fully automatically, with human supervision only.

Full EU VAT (VIES) compliance – built-in

As part of this process, we also implemented automatic recognition of EU VAT numbers (VIES) – both during the order placement and after it's imported to BaseLinker.

- If the VAT number is valid, the system automatically applies 0% VAT and marks the order as intra-community.

- If the number is invalid or inactive, the customer can still place an order – but the system applies the standard 23% VAT rate.

Additionally, a valid EU VAT number triggers an alert to the accounting department with client details and verification results. This ensures correct documents and gives accounting a complete overview for reporting.

Payment processing – automated and secure

Online payments (Przelewy24, PayU, Blik)

Orders are processed immediately after payment confirmation. The system detects the payment status and triggers the next steps: document issuing, printing, label generation, customer email.

Cash on delivery (COD)

Recognized automatically, with courier labels generated including the COD amount.

Traditional bank transfers

Processing is delayed until:

- manual payment confirmation,

- or automatic import from the bank or email.

Sales channel integration and consistent naming

The system supports all sales channels integrated via BaseLinker – Allegro, Amazon, eBay, OLX, Shopee, WooCommerce, PrestaShop, and more.

Regardless of naming differences per channel, each product is identified via SKU, EAN or ID, and the correct, unified name from Fakturownia appears on invoices and warehouse documents.

Each sales document is also attached as a .pdf file – both receipts and invoices retain their full layout and template from the accounting software.

These documents are embedded into BaseLinker, allowing for automated dispatch based on predefined system actions (Orders → Automatic actions).

Kit handling – automatic breakdown into components

Kits (composite products) are:

- broken down into components at the order stage,

- displayed as separate items on the invoice/receipt,

- correctly reflected in warehouse documents,

- each component deducted from inventory individually.

This eliminates stock errors, complaints, and misunderstandings with customers. It also enables inventory and warehouse management across different branches.

The last manual step? Only updating translation matrix

When we add new products to Fakturownia, we only perform:

1. Exporting an XLS file from Fakturownia's inventory,
2. Copying it into Google Sheets where the SKU → name translation matrix resides.

This ensures that even products from new sales channels are correctly translated into their proper names. Neither BaseLinker nor Fakturownia currently supports this natively.

Built entirely in Make or n8n (low code)

The entire system can be built:

- in Make (Integromat) – which we use daily and is sufficient for smaller scale operations,

- or in n8n – for those who prefer self-hosted solutions or have high order volumes.

This approach is:

- more cost-effective than manual handling,

- faster,

- more reliable,

- and fully scalable.

It works. And it can work for you too.

This isn’t theory – this system is working in practice every day, processing orders from multiple channels, saving dozens of minutes per order, and eliminating errors.

Want to implement a similar solution?

Contact us – we’ll help you design and implement a tailored automation for your business and processes.