What You Need to Know About Integrating into a 3PL

Step-by-Step Guide to 3PL Integration  

Jumping head-first into third-party logistics (3PL) integration without a clear game plan is a bit like running a marathon while hopping on one foot. Not impossible, but who needs that kind of stress? Luckily, we've got the road map to do this the right way.

1. Choose the Right Third-Party Logistics Provider

Yes, this seems pretty obvious, but you'll be surprised at how many businesses skip this crucial step. Evaluating potential third-party logistics providers based on their expertise, reputation, and, of course, pricing can save you a world of hassle down the line. 3PLs are logistics operations experts, but they come in various shades. You'll need to decide whether a large or small third-party logistics company is right for you and also determine whether the 3PL services they offer match your unique needs.

2. Determine 3PL Integration Method‍

Will you be connecting your software directly to the 3PL's systems, or will you opt for an intermediary like a middleware platform? The right method for your business depends on a variety of factors, including the sophistication of your IT infrastructure. Many 3PL providers work with technology platforms that can act as data management for your online store, saving you time by putting everything from inventory management to warehouse shipping confirmation information in one location. But just because this is helpful for some doesn't mean it's right for your business.‍

3. Data Migration and Testing

Before the big switch, you'll need to transfer existing data to the new system and conduct thorough tests to ensure it's all working smoothly. We'll touch more on this in a bit. For now, rest assured that 3PLs like All Points offer their clients plenty of support to ensure this part of a 3PL integration goes smoothly.

4. Go Live and Monitor

Once you're confident everything's in order, it's time to go live. Even at this stage, keep an eagle eye on the process and be ready to troubleshoot any unforeseen issues. As they say, "The devil is in the details." Sweat over them at first, so you're not doing it later. This is another area where a small 3PL like All Points can be a great partner, offering you more one-on-one support than a large company can.

‍We'll break each of those steps down below so you kick off the process knowing exactly what to expect.

Choose the Right Third-Party Logistics Provider

This is a decision that deserves its own article (we're working on that), but we'll cover the basics here.

Choosing a third-party logistics partner isn't a task to be underestimated. In the haystack of countless service providers, how do you find your perfect needle? Well, nailing down the right 3PL is about more than just cost—it's about finding a provider that aligns with your business goals. Question: Are they experienced? Are they reliable? How extensive is their network? Remember, quality should be your litmus test. Here's a little roadmap to guide you:

1. Experience and Reputation: Call it order fulfillment, mastering the shipping process, or just shipping orders, delivering goods from Point A to Point B is a complex operation that requires expertise. A 3PL with a substantial track record of great retail order fulfillment services and a positive reputation within the industry can provide the reassurance you need. Do your homework, scrutinize those online reviews and testimonials and during initial conversations, make sure the team prioritizes customer satisfaction (yours and that of your customers) as much as you do.
   
   
2. Scalability: Yes, it really can help your ecommerce platform grow to outsource fulfillment, but your 3PL's order fulfillment services have to match the ebbs and flows of your brand. Can they grow with your business? Getting hitched with a provider that cannot scale up (or down) to meet your evolving needs can be a roadblock in your growth journey. Seek a partner who can handle the peaks and troughs of your ecommerce store like a pro.
   
   
3. Technological Capabilities: We're in a digital age—a 3PL that's stuck in the stone age simply won't cut it. Ensure that your potential partner uses the latest technology to promote efficiency and transparency, which should trickle down to meeting or exceeding customer expectations. At the very least, they should have an order management system to automate processes involved in getting your products out the door efficiently and a warehouse management system that accurately tracks inventory levels to make your supply chain management easier.

Large vs Small 3PLs

When choosing between a small and large 3PL provider, several factors like your requirements, operational complexity and budget come into play. The secret is understanding your specific needs and aligning them with the strengths of either a small or a large 3PL provider. The main differences essentially boil down to the 4Cs: capacity, customization, client servicing, and costs. Large 3PLs have more robust retail order fulfillment services if you experience large swings in your demand, but you're unlikely to get the same personalization you would with a small 3PL that knows your business processes inside and out.

3PLs vs 4PLs

We'll keep this brief, but you should also stop and consider whether what you need is a 3PL or a 4PL. To generalize, an e-commerce business that needs help with inventory management and order fulfillment will likely need a third-party logistics provider. Companies that need help with supply chain management and optimization, in particular, should consider a 4PL provider.

A 3PL provider focuses primarily on transportation, improved inventory management, warehousing, and fulfillment services. Some, like All Points, focus specifically on e-commerce fulfillment services. These companies are like your logistics fairy godmother, turning your logistical headaches into a streamlined, efficient process. They're a great fit for businesses that have their supply chain tactics down pat, but need assistance on the operational logistics front.

On the other hand, we have the 4PL provider. Imagine a chess master, overseeing and coordinating every single piece on the board. They manage all aspects of the entire supply chain, from suppliers to final delivery, offering a solution for businesses with complex needs. But remember, while the scope of a 4PL provider is broader, so is the investment required to engage their services. 

Determining Your 3PL Integration Method 

Choosing the best method for your 3PL integration can sometimes feel like finding a needle in a haystack. But, for now, all you really need to understand is that you'll make one primary choice and a secondary choice. We'll break down both of those decisions for you.

Manual vs Automated 3PL Integration

Your primary choice involves picking between 'manual' or 'automated' integration. Manual integration, as the name suggests, involves hands-on management from your team and, yes, some manual data entry. Automated integration, on the other hand, leverages technologies like API (Application Programming Interface) or EDI (Electronic Data Interchange) to streamline operations.

API Integration vs EDI Integration

An API integration provides a programmatic interface for two software applications to interact in real-time. EDI integration handles business-to-business document exchange, replacing manual processes with electronic procedures. Using an API tends to be faster, but requires more maintenance and data security. EDI integration is widely used by large companies but EDIs aren't as adaptable as APIs and may be complicated to establish. Developing custom EDI solutions is possible, but time consuming.

Choosing the best route largely depends on your specific business needs and the capabilities of your 3PL partner. Whether you choose the nimble footwork of an API integration or the steady beat of an EDI integration, prepare for a dance that leads to a more streamlined business operation. 

Things to Consider 

As you mull over the choice between manual and automated integration, consider the complexity of your operations, the technical skills of your team, and your budget. As they say, it's not just about choosing what's best, but what's best for your business. 

Direct Integration vs Using Middleware

Once you've figured out whether you're pursuing a manual or automated 3PL integration, there are two main roads that you can take: direct integration or using middleware. Both paths have their ups and downs, like a scenic mountain road versus city freeway.

Many 3PL providers work with technology platforms that can act as data management for your online store, saving you time by putting everything from inventory management to warehouse shipping confirmation information in one location. Using that system is directly integrating with your 3PL. But just because this is helpful for some doesn't mean it's right for your business.

Middleware integration involves inserting a third-party software layer between your system and the 3PL's system. That can be helpful if your third-party logistics provider's platform lacks functionality you need, but it means you're now reliant on and paying for another third-party service. It may be worth the cost to get exactly what you want, meaning there's no right or wrong here.

Data Migration and Testing

Everything up to this point has been planning. Data migration is the first real step toward integrating your online business with your newly chosen 3PL. Think of this as the warm-up before the race: it might seem like a long, uphill climb, but it's essential to properly prepare. Without a comprehensive data migration, you might find your 3PL partnership faltering right out of the gate. 

The data you'll need to migrate includes everything from inventory and sales history to customer information. Your aim isn't just to transfer this data, but to preserve its integrity and ensure it's accurately reflected in the new system. For a seamless migration:

• Ensure you have a complete, up-to-date copy of all your data
• Collaborate with your 3PL provider to understand their data requirements
• Take the opportunity to cleanse your data, removing any inaccuracies or redundancies
• Test the migration process with a subset of your data before implementing it fully

Testing, Testing: A Necessary Trial 

Once your data has been migrated, it's time for the next hurdle: testing. This doesn't mean you're almost at the finish line, but it does mean you're one step closer. Remember, successful integration is like running a marathon, not a sprint. 

Your 3PL provider can help guide you through the testing process. It's not just about making sure your data is there, but it's also about ensuring the 3PL system can effectively use your data. Key tests include:

Go Live and Monitor

After scraping through the mountain of data migration and testing, we finally reach the summit: going live. This is where we flick the proverbial switch (sorry for the anticlimax, there's no real switch to flick, but feel free to flick a light switch at home for effect), your e-commerce integration is done, and your operations now lie in the capable hands of the 3PL. 

If migrating data was like preparing a Thanksgiving dinner, then going live is the moment your guests start eating. You want to be sure everything tastes as good as it looks. Monitoring during this phase is important to ensure the actual operations align with the theoretical preparations. In e-commerce terms, this could mean missing or incorrect customer orders and unhappy clients. 

Going live and monitoring often takes a few weeks to a few months to fully fine-tune, depending on the intricacy of your operations and the volume. It's a time to correct and adjust, to find a harmonious rhythm with your 3PL. Monitoring keeps an eagle’s eye on the proceedings, providing an opportunity to nip potential issues in the bud and ensure a positive customer experience.

Be Prepared: Key Requirements for 3PL Integration  

If you're considering working with a 3PL, you're likely aware of the proverb, "Give me six hours to chop down a tree and I will spend the first four sharpening the ax.” In terms of integration, "sharpening the ax" means having these requirements ready:

Accurate Data

This includes your inventory details (like information on what comes from each company in your supply chain, current inventory levels, and sales volumes for each of your products), order data, and customer information. The accuracy of this data is critical—any errors could lead to costly misunderstandings or missteps.

Clear Communication

Ensure open lines of contact with your 3PL, especially during this transitional phase. Outsourced logistics services are, at their core, strategic partnerships that can ensure customer satisfaction and operational efficiency. That's why it's critical to choose a 3PL that makes you feel like both you and the company you choose take these items seriously and are committed to communicating well.

IT Resources

If you're opting for a direct integration, sufficient IT resources and capabilities to handle the setup and maintenance cannot be overstated. In simpler terms, a direct 3PL integration means you're hard-wiring your system to communicate seamlessly with your provider's systems. The alternative? Well, you could opt for indirect integration, leaning on external software tools to bridge the gap between your e-commerce business and the 3PL. Keep in mind though, each method carries its unique needs and challenges.

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3PL Integration Challenges and Solutions

The integration process into a 3PL isn't devoid of challenges, but as with any growth opportunity, the benefits are certainly worth tackling these hurdles. We believe clients are better able to handle the challenges of a 3PL integration when they know about them ahead of time. Here are the potential bumps in the road you should watch for, and how they're typically solved.

Remember, businesses don't build themselves overnight. As with any significant growth, there will be teething problems. But a 3PL integration truly is an effective way to streamline inventory management and order fulfillment, so you can focus on your online store confident in the fact that your provider is out there maintaining customer satisfaction.

The Smooth Move: Tips for Seamless 3PL Integration  

Let's face it, the thought of integrating with a 3PL can seem daunting. Choosing the right third-party logistics company can help a lot with that, but we get it: the relationship is new, and trust needs to be built over time. Even if you're still building that rapport, there are a few tips to ensure all the pieces fall into place beautifully:

1. Gradual Integration

You don't need to go all in at once with your 3PL integration. Start small and gradually increase your commitment as you see positive results.

2. Create Clear Timelines

Set a realistic timeline for integration that suits your business schedule and customer demand. This will help avoid unnecessary disruptions.

3. Regular Communication

We can't emphasize enough the importance of communicating regularly with your 3PL. They're your partners, and open dialogue will lead to smooth operations.

4. Prepare for Contingencies

Even the best laid plans can go awry. Be prepared with a backup plan for any unexpected snags.

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Why It's Worth the Effort  

Though 3PL integration comes with its own set of challenges, the benefits it offers are more than worth the effort. From increased scalability and cost savings, to enhanced customer satisfaction and broader reach, the advantages of a successful 3PL integration are simply too significant to pass up. 

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3PL Integration FAQs

OK, I've integrated. What comes next?

Once 3PL integrations are done for e-commerce businesses, the 3PL can start inventory warehousing products, negotiating your shipping costs with their shipping carriers, and automatically sending sales orders. But you may want to take advantage of other services like developing custom packaging that will really wow upon delivery.

What is 3PL integration?

3PL integration is the process of merging your business data into the 3PL's data management system—usually through either an EDI integration or API integration—so you both have real-time visibility to track inventory adjustments and monitor the fulfillment process for your customers' orders.