Monday / Shopify / Zapier: linking orders to companies and contactsHi there! We just got started using Monday as a way to manage customers, leads and products in Shopify. I’m having a lot of issues with automation and was hoping to get some guidance here. Below is what I’m struggling with – if anyone has any tips it would be very much appreciated!
- We want to use Monday as a CRM, attaching all incoming orders to the correct contact and company. How do we do this? Every time we try to automate the task with Zapier or with the Shopify integration it doesn’t even give us the option as a value (a lot of our Shopify orders are from wholesale accounts)
- Is there a way to filter orders based on tags? We want to make sure orders coming in are labeled in correspondence with the tag
- Our ultimate goal is to have a board that is used to track incoming products through development, sale, etc. We created a board for this and added the products as “Items” – our hope is to then automatically add all orders that contain those items as Sub-Items (with contact included). Is this even possible?
- For orders that are automatically added, are we able to have the tracking info automatically added as well? We use a power up in Trello that shows when the product has been delivered – we are hoping to do the same here.
Thank you!
The short answer is:
To achieve your goals of linking orders to contacts/companies, filtering by tags, connecting order line items to product development boards as sub-items, and automatically adding tracking info, you need a custom solution that bypasses the limitations of simple middleware.
This is best accomplished by connecting the Shopify Webhooks directly to a custom, server-side environment like a Google Tag Manager Server Container (GTM) or a simple function on Google Cloud Platform (GCP).
This method is far cheaper than paying for a high volume of Zapier tasks and gives you the programming logic required to handle the multi-step lookups and creation of sub-items that your workflow demands.
The long answer is:
Your desired workflow is advanced and requires complex, conditional logic and the ability to process array data (the order line items).
This is precisely where standard integrations struggle and a custom solution built around the native APIs shines.
For linking orders to contacts and companies and filtering by tags, the issue with simple automation is that when a new order comes in, the automation only sees the order’s customer data, not a direct link to a pre-existing Company or Contact item ID in your monday.com CRM board.
To solve this, your custom script would first receive the Shopify New Order webhook, then use the customer’s email or name to call the monday.com Platform API to search your CRM board to find the matching Contact and Company IDs.
Once found, it can then create the new Order item and link it using the Connect Boards Column values.
Filtering based on tags, like a “wholesale” tag on the order, is then a simple ‘if’ statement within your custom code before any items are created.
Regarding the multi-level linking of order line items to sub-items on your Product Development board, this is very difficult with no-code tools because a single Shopify order contains an array of products, and Zapier often struggles to process this array into multiple actions cleanly.
Your custom solution would receive the order webhook, loop through each line item in the order array, search your Product Development board for the parent item (the main product) using the product SKU, and then use the monday.com Platform API to create a separate sub-item under that parent product item for each line item in the order, effectively tracking demand against development.
Finally, for tracking information, the Trello power-up likely uses a commercial shipping API.
To replicate this, your custom server environment would receive the tracking number from the Shopify Order Updated webhook.
It would then use this number to call a third-party tracking API (like those offered by carriers or tracking services) to get the delivery status.
A scheduled function could also re-poll the tracking status daily.
When the status changes to “Delivered,” your script would then send an update via the monday.com Platform API to change the Status Column for the corresponding order item.
Using a dedicated server environment like Google Cloud Platform or GTM with a service like Stape to manage these custom scripts keeps the execution costs minimal and provides the high performance and reliability you need for a business-critical workflow.
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