Case Study · Document Management
Shopify SharePoint Integration Case Study: How Diamond Whites Gained Visibility Across a 13-Stage Fulfilment Journey
Diamond Whites replaced manual tracking of a 13-stage Shopify order fulfilment process with a custom CRM built on SharePoint Online, connected to Shopify through Power Automate.
Full visibility across all 13 fulfilment stages
Hundreds of hours of manual tracking saved
Live view of where every order sits
Executive summary
Diamond Whites sells teeth whitening products through a Shopify store, with every order passing through 13 distinct fulfilment stages before it reaches the customer. Shopify's native tools were never built to track that level of granularity, leaving the team without visibility of where orders sat or how long each stage was taking. Inteknix built a custom CRM on SharePoint Online, bridged to Shopify through Power Automate, giving Diamond Whites a single structured record of every order and live data on stage volumes and durations — delivered without waiting on a native Shopify–SharePoint integration that did not exist.
At a glance
About the Client
Diamond Whites is a direct-to-consumer teeth whitening brand selling through a Shopify-powered e-commerce store. Its fulfilment process runs to 13 distinct stages, spanning order placement, production and dispatch through to delivery.
The challenge
Diamond Whites sells teeth whitening products through Shopify, and every order passes through 13 distinct fulfilment stages before it reaches the customer. Managing that complexity by hand had become unsustainable, and Shopify's native tools were not designed to track granular, multi-stage fulfilment data. This caused:
No visibility of how many orders were sitting at each of the 13 stages
No record of how long each customer spent at any given stage
No measure of end-to-end fulfilment time from order to delivery
Bottlenecks identified by guesswork rather than data
Hundreds of hours absorbed by manual checks and spreadsheet-based tracking
No structured foundation to build on as order volumes grew
The approach
Inteknix started with the fulfilment process itself, mapping all 13 stages and establishing what the operations team actually needed to see: where orders sat, how long they had been there, and where time was being lost.
That mapping made the constraint clear. No direct integration existed between Shopify and SharePoint at the time, and waiting for one was not a viable answer. Rather than compromise on the requirement or move Diamond Whites onto an unfamiliar platform, Inteknix designed a bridge — routing Shopify order and customer data through an intermediary application that holds it briefly before passing it into SharePoint via Power Automate. The result keeps the solution inside the Microsoft 365 environment Diamond Whites already owned, and gives them a structured system of record without a dependency on a connector that did not exist.
The solution
SharePoint Online holds the customer and order records; Power Automate moves the data and drives the automation. Together they give Diamond Whites a single source of truth for every order across the full fulfilment journey, through four core capabilities.
Custom CRM built on SharePoint
All customer and order fulfilment data is stored and structured within SharePoint Online, replacing scattered manual records with one system of record covering every order across all 13 stages.
Automated data bridge from Shopify
Shopify order data is routed through an intermediary application and passed into SharePoint by Power Automate, creating a reliable automated flow in the absence of a native connector between the two platforms.
Stage-by-stage fulfilment tracking
The system records how many orders sit at each of the 13 stages and how long each customer spends at every one, turning an opaque process into measurable operational data.
Automated archiving and data management
Power Automate applies conditional archiving to completed orders and customer records, keeping the active system fast and clean while reducing the administration needed to maintain it.
The outcome
Diamond Whites gained full visibility over a fulfilment process that had previously been opaque.
Instead of manual checks across 13 stages, the team can see exactly where every order sits and how long it has taken to get there. Bottlenecks surface in the data rather than being inferred, so delays can be identified and resolved while they still matter. The operations team works from live figures rather than spreadsheet snapshots, and the hours previously spent compiling that picture by hand are returned to the business. Because the CRM is built on Microsoft 365 infrastructure the client already owned, it scales with order volume and can absorb new stages or workflow changes without being rebuilt.
Key results
“Would highly recommend. Went above and beyond and helped implement a CRM solution that will save me hundreds of hours.”
B Reed, Director, Diamond Whites
Conclusion
E-commerce platforms are built to sell, not to run operations. Once a fulfilment journey extends beyond a handful of steps, the native tooling stops answering the questions that matter — where orders are, how long each stage takes, and where the process is losing time. Diamond Whites reached that point at 13 stages. By building a structured CRM on tools the business already owned and bridging it to Shopify with Power Automate, the operational picture became visible and measurable, and the absence of a native integration stopped being a barrier to getting there.
Selected Work
Explore our recent work
FAQ
Frequently asked questions
Yes. Where no native Shopify–SharePoint integration exists, an intermediary application can hold Shopify order data briefly before it is passed into SharePoint via Power Automate. This creates a reliable, automated data bridge without requiring a direct platform connector, and keeps the resulting system inside Microsoft 365.
Power Automate moves order data between systems, triggers stage updates, manages conditional archiving and removes manual data entry across a fulfilment workflow. Connected to a SharePoint-based CRM, it gives operations teams a structured, automated view of every order in the pipeline rather than a manually maintained snapshot.
A SharePoint-based custom CRM is a structured data management system built within Microsoft 365 that stores, tracks and organises customer and order records. It suits businesses already using Microsoft 365 that need operational capability — such as multi-stage fulfilment tracking — beyond what an e-commerce platform or off-the-shelf CRM provides out of the box.
By routing Shopify order data into a SharePoint CRM through Power Automate, so each order carries a fulfilment stage that updates automatically as it progresses. The system records time spent at each stage, giving operations managers a live view of where orders sit and which stages are running slow.
Yes. Because the system is built on Microsoft 365 infrastructure, it scales with the business. SharePoint’s data structure and Power Automate’s conditional logic extend to accommodate higher order volumes, additional fulfilment stages or workflow changes without rebuilding from the ground up.
Timelines depend on the complexity of the fulfilment workflow, the number of data fields required and the state of the existing Shopify setup. Each project is scoped individually so the solution is built around the specific operational requirement rather than fitted to a fixed template.
A Microsoft 365 Business Standard licence or higher covers SharePoint access. Power Automate flows connecting to third-party applications may require a per-user or per-flow Power Automate licence, depending on the connector type and usage volume. Licensing requirements are confirmed as part of the scoping process, so the cost is understood before the build starts.
We help ambitious organisations simplify the way they work by replacing disconnected processes, spreadsheets and manual tasks with smarter Microsoft 365, SharePoint, Power Platform and AI solutions that are secure, scalable and built around real business needs.
Apex Office Space 1 Water Vole Way Doncaster
DN4 5JP
0203 005 5215
© 2026 Inteknix Limited. All rights reserved.
Registered in England and Wales
Company No. 08303402, VAT Reg No. 152130753.
