The difference to integration
ERP integration connects two large systems permanently. Automation complements that – for all cases that standard integration doesn't cover: notifications, special cases, cross-system actions.
1 The Key Tools
For e-commerce automation, there are different approaches – from direct ERP connectivity to flexible workflow platforms. Each tool has its strengths:
Xentral Connect
iPaaS & Workflow Automation
Full-featured integration platform for e-commerce workflows. Connects shops, ERPs, CRMs, and marketing tools – with particular strength in Xentral ERP. Ready-made connectors for Shopware, HubSpot, Klaviyo, and many other systems. Visual workflow creation without coding.
n8n
Self-hosted, Open Source
Runs on your own server – data stays with you. Ideal for companies with strict data protection requirements or sensitive customer data.
Make (formerly Integromat)
Cloud-based
Visual editor with very fine control over data flows. Especially good for complex, branched workflows with many conditions.
Zapier
Cloud-based
The market leader with over 5,000 app integrations. Very easy to use, especially for quick connections between standard tools.
2 Practical Examples
Concrete use cases that we implement regularly:
Order notification to Slack/Teams
A message in the team channel for every new order – with order value, items, and customer info. Great for teams that want to react to large orders.
Trigger: Shopware Webhook → Action: Slack Message
Low stock warning
When a product falls below 10 units: Email to purchasing with product details and current stock.
Trigger: Stock change → Filter: Stock < 10 → Action: Email
Review request after delivery
7 days after shipping, an automatic email asking for a product review. With a direct link to the review form.
Trigger: Tracking status "Delivered" → Delay: 7 days → Action: Email via Klaviyo/Mailchimp
Auto-archive invoices
Automatically store every invoice in Google Drive/OneDrive – structured by year/month/customer number.
Trigger: Invoice created → Action: Save PDF to cloud folder
Tag high-value customers in CRM
When a customer orders over €500: Mark as "VIP" in HubSpot/Pipedrive and assign to sales.
Trigger: Order > €500 → Action: Set CRM tag + create task
3 When is Automation Worth It?
Not everything needs to be automated. Good candidates for automation are processes that:
- Occur frequently – multiple times daily or weekly
- Always run the same way – no discretion needed
- Are time-critical – quick response important
- Are error-prone – mistakes happen when done manually
Don't overdo it
Too many automations become confusing. Start with 2-3 important workflows and expand gradually. Document every workflow.
4 Our Recommendation
| Situation | Recommended Tool |
|---|---|
| Using Xentral ERP | Xentral Connect |
| E-Commerce + CRM/Marketing (HubSpot, Klaviyo) | Xentral Connect or Make |
| Sensitive customer data, GDPR important | n8n (self-hosted) |
| Complex workflows with many conditions | Make |
| Connecting many different SaaS tools | Zapier |
| Limited budget, technical team | n8n (self-hosted) |
| Quick start without infrastructure | Make or Zapier |