Technical Hot & Cold streamlines invoicing with BigCommerce and Sage 50 integration

Technical Hot & Cold supplies HVAC products through retail and wholesale channels to businesses and homeowners. As their online operations expanded with significant transaction volumes, efficient order and invoicing management became essential to their success.

Challenge

The company struggled with four primary obstacles. First, they manually entered invoice and refund information from BigCommerce into Sage 50, creating bottlenecks and error risks. Second, their BigCommerce orders contained both inventory and non-inventory items, but they needed to exclude inventory items from imports to prevent system inconsistencies. Third, they required proper mapping of BigCommerce order numbers to Sage 50 invoices without creating excessive system clutter. Finally, refunded orders needed reliable tracking for accurate financial reporting and return management.

Solution

Zynk implemented automated invoice and credit memo importing from BigCommerce to Sage 50's 003852 customer account. The system excluded inventory line items and consolidated them under a single generic item ID. BigCommerce order numbers received "BC" suffixes (e.g., "169555BC") for identification, while refunded orders received "CM" suffixes to denote credit memos (e.g., "169555CM").

Results

The integration delivered four measurable improvements: automation eliminated manual data entry and associated errors, consistent order number mapping enhanced financial tracking and reconciliation, excluding inventory items kept Sage 50 data clean and accurate, and automatic "CM" flagging simplified refund and credit memo processing.

"The integration between BigCommerce and Sage 50 has been a game-changer for us. It's drastically reduced the time spent on manual invoice entry and ensures our financial data is accurate and up to date."

- James Clarke, Director