About integration data pulling

Getting your products, orders, and fees from your online store into Craftybase starts with a pull — and knowing how that pull works makes it much easier to spot and fix any matching issues when they arise.

In this article:

Connecting an integration

To connect your online store as an integration, sign in to your Craftybase account, click on the settings menu on the top right, next to your notifications, and choose Integrations.

Craftybase allows you to connect as many shops as you like through each integration once activated.

For example, you can have multiple Etsy shops connected through our Etsy integration or various Shopify stores connected through our Shopify integration. There are currently no limits on how many shops or stores you connect through the integrations, but the amount of integrated stores you can have depends on your subscription.

Note: Trial accounts can pull a maximum of 1 month of data. Subscribers can pull a maximum of 365 days of data for each integration.

Choosing a start date

To set a specific date to pull your sales data from, you'll want to set your Account Start Date before you connect your e-commerce platform. The pull will then use this date as the earliest date to pull your data.

If you want to change your start date and already have integrations in place, you'll want to disconnect these to remove all pulled data, change your account start date, and reconnect the stores. This will ensure that only data from the nominated start date will be pulled into your account.

After the initial pull, you can select a specific period to pull your orders and fees by running a manual pull. To change your start date after you have already pulled, you'll want to disconnect your integration to remove all data, ensure your Account Start Date is set correctly, and then reconnect the e-commerce platform.

You cannot pull data more than 365 days ago — if you need to backdate further than this, please contact us to discuss options.

Disabling automatic data pulls

It is possible to turn off the daily automatic data pulls if you would rather pull your latest orders and purchases manually. This can be useful when you need to continuously baseline your stock levels daily before pulling your latest data.

To switch off automatic daily pulls for an integration:

  1. Go to your Integrations page
  2. Click the integration you'd like to set this setting for

  3. On the integration page, hover your mouse over the vertical ellipsis and select Edit.

  4. Uncheck the box called Automatic Updates

  5. Click the Save button.

Manual pulls can only be run for a maximum date range of 30 days.

Marking pulled orders as shipped automatically

If you sell in person via a POS or have another situation where your orders need to be marked as "shipped" instantly, you can set your integration to do this automatically.

To mark pulled orders with an automatic shipped date for an integration:

  1. Go to your Integrations page
  2. Click the integration you'd like to set this setting for
  3. On the integration page, hover your mouse over the vertical ellipsis and select Edit.
  4. Check the box called Automatic Shipped Date
  5. Click the Save button.

For future orders, the shipped date will automatically be saved as the date the order was placed. If a shipped date differs from the date found in the integration in a future pull, the date found in the integration will be used instead.

⚠️ Heads up about editing orders

If you manually change details on an order from an integration in Craftybase, such as the shipping date, products, or totals, these changes will be overwritten the next time your account pulls data from the sales channel.

To keep your edits, we recommend copying the order, making your changes on the duplicate, and then deleting the original order. You can learn how to copy an order in this article.

Setting a default location for pulled orders

On eligible plans, nominating a location for all orders pulled from an integration is possible. This can be useful for warehousing situations such as Amazon FBA.

To set a default location for all orders pulled from a specific integration:

  1. Go to your Integrations page
  2. Click the integration you'd like to set this setting for
  3. On the integration page, hover your mouse over the vertical ellipsis and select Edit.
  4. Search for your location in the search box called Location (if you need to add a new location, instructions for this step can be found here)
  5. Click the Save button.

Automatic updates

Your plan will determine if your integration will pull data automatically.

Pro: Manual data pull only

Studio: Daily data pull

Indie: Daily data pull

Business: Hourly data pull

Growth: Hourly data pull

The automatic pull will pull new data since the last data pull was performed, and will also check for any changes to your orders (i.e., shipped status, adjustments, and refunds).

Manual data pull by date range

If you wish to pull data between automatic updates, you can manually pull your data at any time.

Manual pulls can only be run for a maximum date range of 30 days.

To manually pull from an integration:

  1. Go to your Integrations page (How do I find my Integrations page?)
  2. Select the integration for which you will be pulling data from.
  3. Click on the "Pull Now →" option next to the store you would like to pull from manually.

  1. On the pull data form that appears, select the date range you wish to pull data. If you are doing a full backdate after subscribing, choose the date you first opened your shop here to ensure all past data is pulled into Craftybase.

  1. Click the Pull Data button to start the data pull process.

If an order or purchase has been manually removed from Craftybase and a manual pull is run for the date range containing the removed order or purchase, the order/purchase will be recreated and must be manually removed once again.

Temporarily pausing an integration

If you need to temporarily stop an integration from pulling data, you can disable the integration instead of deleting it.

Disabling an integration will:

  • Pause all scheduled imports
  • Keep all historical data intact
  • Allow you to re-enable the integration at any time

This is useful if you want to pause importing while you baseline inventory, troubleshoot listings, or prevent duplicate order pulls without losing your integration history.

To disable an integration:

  1. Go to your Integrations page
  2. Click the integration you'd like to pause
  3. On the shop detail page, click the ⋮ dots next to the store name
  4. Click "Disable"
  5. Confirm the changes

Once disabled, the shop will show a Paused status and will not pull any new data until it is re-enabled.

How products are matched during a pull

When Craftybase pulls data from your sales channel, it needs to decide whether each incoming product already exists in your account or whether to create a new one. The matching rules differ depending on whether your channel product has multiple variants or just a single default variant.

Products with multiple variants

When a channel product has two or more variants (for example, a candle in multiple scents or sizes), Craftybase matches the base product using the product title. If a product with that exact title already exists in your account, the pull links to it. If no match is found, a new product is created.

Why title and not SKU? Variant-based products share a single parent title across all their variants. There is no single SKU that uniquely identifies the base product, so the title is the most reliable match point.

Products with only a single (default) variant

When a channel product has no custom variants — just a single default listing — Craftybase matches using the SKU first. If a product with that SKU exists in your account, the pull links to it. If no SKU match is found, Craftybase falls back to matching on title. If there is still no match, a new product is created.

If the matched or newly created product has a blank SKU field, Craftybase will populate it from the channel listing's SKU automatically.

How variants are matched once the base product exists

After the base product is matched or created, Craftybase matches each individual variant against existing listings in your account. It first looks for a listing with the same external variant ID (the unique reference ID from the channel). If that doesn't find a match — for example, on an initial pull before those IDs have been recorded — it falls back to matching by the variant's attribute values (such as Colour: Red, Size: Large).

If no match is found for a variant, a new variation listing is created under the base product.

The external reference ID from your sales channel is always used as the long-term anchor for each listing. This is why relinking a listing to a different product (see below) works reliably — future pulls use the external ID, not the title or SKU, to route orders and expenses to the correct place.

What happens with duplicate or mismatched products

If two products in your account share the same title or SKU, Craftybase will link the pull to whichever match it finds first. This can result in orders and stock being attributed to the wrong product. If you notice this happening:

  • Check for duplicate product titles or SKUs in your account under Products
  • Merge duplicates using the merge products feature
  • Or relink the affected listing to the correct product (see below)

Relinking a listing to a different product

If a listing has been matched to the wrong product — or you want to restructure how your channel products map to your Craftybase inventory — you can relink any listing to a different product and variation at any time.

To relink a listing:

  1. Go to Integrations and open the integration the listing belongs to
  2. Find the listing in the listings list and click on its name to open the listing page
  3. Click the Move button at the top right of the listing page
  4. On the Relink Listing page, use the Product search to find and select the correct product
  5. Select the correct Variation from the dropdown (this populates after you select a product)
  6. Click Save

The relink takes effect for all future pulls. Existing orders and expenses that have already been pulled will not be moved — only new data pulled after the relink will route to the new product.

You can only relink a listing to a product and variation that belong to your own account.

Troubleshooting integrations

Running into issues with your integration pull? See our dedicated troubleshooting guides:

FAQ

Below are some common questions we receive about our integrations.

How does Craftybase sync with external integrations and sales channels?

Craftybase supports pushing stock levels back to Shopify and Etsy using our Stock Push feature.

For the other integrations, it performs a one-way data pull by pulling data from your connected sales channels on an hourly or daily basis (depending on your plan), including:

  • Orders: Details of sales transactions, including products sold, quantities, and prices.
  • Listings: Product listings, including SKUs, titles, and other relevant product details.
  • Fees: Some of the applicable sales channel fees associated with your transactions.

Need more information?

Please check out the following articles.

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