How to Automate VIP and Influencer Orders in Shopify Using Forms
TABLE OF CONTENTS
Managing VIP and influencer orders, product sampling, and retail samples can be challenging for growing ecommerce businesses. Recently, we worked with a premium food brand that was managing these special orders through spreadsheets, manually uploading them to their 3PL platform daily - a process that was both time-consuming and prone to errors. Without a structured system, you might encounter missing shipping addresses, invalid product selections, or quantity mistakes. In this guide, we'll explore how to streamline this process using forms and automation.
Real-World Benefits
One of our clients, a fast-growing CPG brand, transformed their VIP order process from a manual spreadsheet system to a fully automated workflow. Here's what they achieved:
- Eliminated daily manual uploads to their 3PL platform
- Standardized data collection for all special orders
- Automated discount application for complimentary orders
- Created a searchable database of all VIP and influencer orders
- Reduced errors in shipping information and product selection
- Improved tracking capabilities with custom order tags
The Solution: Form-Based Order Creation
Instead of managing special orders through spreadsheets and manual uploads, a form-based system ensures all necessary information is collected consistently and orders are created automatically. This approach offers several benefits:
- Structured submission process that prevents errors
- Clean, consistent format for accounting purposes
- Automated order creation in Shopify
- Easy tracking with custom tags
Required Tools
To build this automation, you'll need:
- Fillout - A powerful form builder
- Zapier - An automation platform that connects your apps
- Shopify - Your ecommerce platform
Both Fillout and Zapier offer free accounts to test this setup.
Setting Up the Form in Fillout
- Log into Fillout and click "Make a Fillout"
- Choose between a template or blank form
- Select your preferred theme
- Add the necessary form fields:
- Address information
- Email contact
- Product selection (using picture choice for visual SKU selection)
- Contact details
- Shipping method
Pro tip: You can split the form into multiple pages for better organization and add a thank you page that redirects to your Shopify orders section.
Creating the Automation in Zapier
The automation consists of four main steps:
1. Trigger: Form Submission
- Connect Fillout as your trigger app
- Select "New Submission" as the trigger event
- Choose your specific form
2. Action: Find Product Variant
- Connect Shopify
- Use "Find Product Variant by SKU" action
- Map the SKU from your form submission
3. Action: Find/Create Customer
- Add another Shopify action
- Use "Find Customer" action
- Configure it to create new customers if they don't exist
- Map customer details from the form
4. Action: Create Shopify Order
- Set up the final Shopify action
- Configure order details including:
- Product variant ID (from step 2)
- Customer information (from step 3)
- Shipping address
- Custom tags for tracking
- Discount settings (if applicable)
Customization Options
You can enhance this automation in several ways:
- Use alternative form builders like Jotform or Google Forms
- Add integration with 3PL partners
- Track submissions in spreadsheets (Excel or Google Sheets)
- Modify for multi-line item submissions
Implementation Tips
- Always test your automation thoroughly before publishing, especially order confirmation emails to ensure they display correctly
- Use unique tags for different types of orders (VIP, influencer, retail samples, etc.)
- Set all special orders to 100% discount or zero price automatically
- Include fields for handwritten notes or special instructions when needed
- Keep a record in Google Sheets for accounting and analytics purposes
- Double-check all field mappings in Zapier
- Test with various order scenarios (single item, multiple SKUs, different quantities)
This automation system will save your team time and reduce errors in processing VIP and influencer orders. The structured approach ensures consistency and provides a clear record of all orders for accounting purposes.
Need support setting this up? We can help!
Transform your VIP and influencer order process with a seamless automation setup using Fillout, Zapier, and Shopify. Book a free consultation with us to get personalized support and start saving time today!
