Kayo 3PL

Kayo 3PL Integration — Shopify Edited Order Sync (Account Editor)

This guide helps merchants using Kayo 3PL understand how to configure the integration so that Account Editor order edits are always reflected correctly. Kayo 3PL manages order processing based on Shopify's hold status — orders placed on hold are not processed until the hold is released.

How the Integration Works

Kayo 3PL checks the hold status of each order before processing. When a hold is active, Kayo 3PL skips the order entirely — giving customers time to make changes before fulfillment begins. Once the hold is released, Kayo 3PL picks up the order with all edits included.

Step 1 — Order Created

Customer completes checkout → the order is created in Shopify.

Step 2 — Order Placed on Hold

The Hold Flow applies a hold to the order → Kayo 3PL sees the hold status and does not process the order.

Step 3 — Grace Period Active

The editing window opens. The customer can make changes in Account Editor — add items, remove items, adjust quantities, update the delivery address.

Step 4 — Kayo 3PL Waits

While the hold is active, Kayo 3PL does not process the order. It remains paused until the hold is released.

Step 5 — Grace Period Ends

The editing window closes → no further changes are accepted.

Step 6 — Hold Released

The Flow automatically removes the hold → the order is released for fulfillment.

Step 7 — Kayo 3PL Processes the Order

Kayo 3PL picks up the released order with all edits already included and begins fulfillment.

Step-by-Step Setup

Step 1 — Import the Hold/Release Flow

The Hold/Release Flow places a hold on every new order during the editing window, then removes it automatically once the grace period expires — triggering Kayo 3PL to process the finalized order.

1. Download the Hold/Release Master Flow file (provided with this guide)
2. In Shopify Admin, go to Apps → Shopify Flow
3. Click Import and select the downloaded .flow file
4. Configure the grace period timing to match your editing deadline (e.g., 30 minutes)
5. Click Activate to enable the Flow
6. Click Save

Step 2 — Verify Kayo 3PL Configuration

Confirm that Kayo 3PL is set up to respect Shopify's order hold status before going live.

1. Check that Kayo 3PL is configured to skip orders that are on hold
2. Contact Kayo 3PL support if needed to confirm the hold settings are active
3. Verify with a test order that held orders are not being processed prematurely

Step 3 — Your Account Editor Workflow

Once the Flow is active and Kayo 3PL's hold settings are confirmed, every order runs like this automatically:

1. New order arrives → hold applied → (Kayo 3PL sees the hold and does not process )
2. Grace period active → Customer edits in Account Editor — add/remove items, change quantities, update address
3. Grace period expires → Flow releases the hold automatically
4. Kayo 3PL picks up the released order
5. Order is fulfilled with all edits included — no manual steps needed

What happens after this setup:

• Correct order total — removed items not counted
• Added items appear correctly in Kayo 3PL
• Quantity changes reflected accurately
• Address changes included at fulfillment
• Fully automated — hold management handled by the Flow

Settings Summary

Testing Your Integration

Complete all tests below before going live to confirm holds, edits, and fulfillment are all working correctly.

Test 1 — Hold Status Verification

1. Place a test order
2. Check the order status in Shopify — it should show as on hold
3. Check Kayo 3PL — the order should not be processing
4. Wait for the editing period to expire
5. Verify the hold is removed and Kayo 3PL receives the order for processing

Test 2 — Edit Synchronization

1. Place a test order with multiple items
2. During the editing window, remove one or more products
3. Wait for the editing period to expire
4. Verify Kayo 3PL receives the order with correct items only — removed products should not appear

General Test Flow

• Place a test order — confirm the order status is on hold in Shopify
• Check Kayo 3PL immediately — order should not be processing yet
• Make edits during the editing window — add/remove items, update the address
• Wait for the grace period to expire
• Check Kayo 3PL again — the order should now be processing with all edits applied

Troubleshooting

Best Practices

• Always use the Hold/Release Flow — Delayed Payment Capture is not compatible with Kayo 3PL
• Confirm Kayo 3PL's hold settings are active before going live
• Keep the grace period short — 30 minutes to 2 hours works well for most stores
• Sync the editing deadline in Account Editor with the Flow timing so customers see an accurate countdown
• Monitor Shopify Flow run history after launch to confirm holds and releases are firing correctly
• Run both test scenarios — hold verification and edit synchronization — before accepting live orders

Need Help?

If orders still don't sync correctly after following this guide, contact Account Editor Support and share:

• Your store URL
• Screenshot of Shopify Flow → Hold/Release Flow status and run history
• Confirmation from Kayo 3PL that hold settings are active on your account
• The affected order number