Every morning you see what sold yesterday and what profit is left after each platform’s fees, which products sell well on thin margins, and which payouts haven’t arrived.
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Brands selling on marketplaces · 08 / 14
Marketplace back-office workflow
Orders from Shopee, Lazada, TikTok Shop and LINE in one queue, one stock figure that moves in step on every channel, and a month end where you know whether each payout matches its orders.
Brands selling on marketplaces “Our admin logs into each seller centre and copies the orders into Excel. The last unit sold on Shopee and TikTok at the same time, so we cancelled one order and lost shop points. At month end the money comes in and nobody can say what was taken off it.”
The problem
Most shops that sell on several channels have one or two admins flicking between the Shopee, Lazada and TikTok Shop seller centres all day. LINE orders arrive in chat, and some come through the shop’s own website. Every order is copied into a sheet before picking. Stock is counted in one sheet, and the numbers on each platform get corrected whenever someone has a minute. When the last unit sells in two places a few minutes apart, the shop has to cancel one order, the customer is unhappy and the shop’s rating on the platform drops. Labels are printed platform by platform, and meanwhile customers asking where their parcel is wait in chats spread across three or four screens.
Month end is heavy for accounting. Each platform pays out less than the sales, because commission, fees, shipping, the shop’s own vouchers and returns have already been taken off. Every platform has its own report format and its own payout cycle, so accounting downloads the files and checks them line by line against the bank statement and the sales in the accounting software. Differences nobody can trace are simply left. The owner knows total sales and has no idea how much profit each channel or each product really leaves.
How we solve it
We connect to the Shopee, Lazada and TikTok Shop open APIs, the LINE SHOPPING API behind LINE MyShop, and your website’s back end. New orders from every channel land in one queue, each line showing the channel, ship-by date and courier. The packing team gets one picking list by product and prints labels in a single run: marketplace orders use the label the platform issues, and LINE and website orders are booked with the couriers you already use, such as Flash Express, J&T Express, KEX (formerly Kerry Express) or Thailand Post. Stock has one figure. Whenever something sells or new stock comes in, the new quantity goes out to every channel, and fast sellers can hold a reserve so the last unit isn’t sold twice.
Customer chats sit on the same screen as that customer’s orders. The agent reads the question, pulls the parcel status and tracking number or the product’s size chart, and drafts a reply for an admin to check and send. The owner picks the categories it may answer on its own, such as tracking-number questions. Where a platform hasn’t opened a chat API, the admin pastes the question into the back office and takes the draft from there. On the money side, the agent reads each platform’s settlement report, splits commission, fees, vouchers and returns per order, matches them to the orders and bank deposits, and posts sales and fees to PEAK or FlowAccount. Anything that doesn’t match, like an order shipped with no money in yet or a fee that differs from the rate on file, goes to accounting’s queue with a note on what differs.
Every morning the owner gets a LINE summary: yesterday’s sales by channel, orders close to their ship-by date, products running low and payouts still outstanding. The dashboard shows profit per channel and per product after fees and shipping. Refunds, cancellations, price changes and anything else that touches money need a person to approve, every time. The agent prepares the data and makes the suggestion.
How it runs
Work comes in from
- Orders from Shopee, Lazada and TikTok Shop
- Orders and chats from LINE and the website
- Each platform’s settlement report
- Bank statement
What the AI does
- Combine orders and build the picking list
- Deduct stock and update every channel
- Draft chat replies from order data
- Match payouts to orders
Where it lands
- Picking list and labels for the packing team
- Matching stock on every channel
- Accounting’s queue of mismatches
- Morning LINE summary and profit dashboard
Before and after
Before
After
The admin opens each seller centre in turn and copies orders into Excel
Every channel’s orders in one queue, with labels printed in one run
The last unit sells twice, an order is cancelled and the shop loses points
A sale anywhere brings stock down on every channel
At month end, payouts are checked against the bank statement line by line
Payouts are matched to orders automatically, and accounting sees only the mismatches
What you get
- 01
Orders from Shopee, Lazada, TikTok Shop, LINE MyShop and your own site in one queue, with one combined picking list and every channel’s shipping labels printed in a single run
- 02
One stock figure: whenever something sells on any channel or new stock arrives, the new quantity goes out to every channel, with a reserve held back on fast sellers
- 03
An agent drafts replies to customer chats from real order data, such as where a parcel is or which size fits, for an admin to check and send, or sends them itself in categories the owner allows
- 04
Payout reconciliation for each platform, splitting commission, fees, vouchers and returns per order, matched against bank deposits, with anything that doesn’t match set aside for accounting
- 05
A morning summary in LINE, and a dashboard of profit by channel and by product after platform fees and shipping
Who gets what
Connected through the Shopee, Lazada and TikTok Shop open APIs with access the shop grants itself, plus the LINE SHOPPING API. No seller-centre passwords are handed over. Each platform sets its own terms for API access; we check them first. Every stock change and message is logged, and customer data is held under PDPA.
Admins stop switching screens and copying orders into sheets. The packing team works from one picking list. Accounting stops comparing files line by line and looks only at what the system flags as not matching.
Who this fits
Fashion & apparelBeauty & skincareSupplements & health productsMother & babyHome goods & gadgetsAny shop selling on several marketplaces
Connects with what you already run
ShopeeLazadaTikTok ShopLINE OA and LINE MyShopFlash, J&T, KEX, Thailand PostPEAK and FlowAccountGoogle Sheets
Development process
- 1
Discover
Requirements, users and success metrics, with scope and price fixed before we start.
- 2
Design
UX and system architecture; the prototype is approved before anything is built.
- 3
Build
AI-accelerated sprints with a demo every week, reviewed by senior engineers.
- 4
Test
QA, security and performance verified against the agreed scope.
- 5
Launch & care
Production deploy, team training, and a monthly care plan.
Turn your business problem into a system that works for you
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