BigCommerce and Khaos Control
Integration Agency & Consultants
Operational pressure peaks when manual order processing in Khaos Control delays despatches or BigCommerce stock levels become unreliable. At low volumes, teams can manually bridge the gap between storefront demand and warehouse reality. As order numbers grow, this manual handling creates reconciliation issues and risks overselling across channels. We provide a grounded connection between BigCommerce and Khaos Control, ensuring Khaos remains the source of truth for stock while BigCommerce captures customer demand. This prevents the despatch delays and data gaps that occur when back-office data falls out of step with storefront availability.
Auditing logic between store and ERP
We connect your BigCommerce and Khaos Control integration quickly, supporting your Ecommerce and ERP needs. Our consulting services are valuable because our system audit uncovers inefficiencies between BigCommerce, Khaos Control, and other platforms, enabling your team to take decisive action. This helps your Ecommerce and ERP systems work together efficiently, reducing operational issues and supporting a smooth customer experience. With our expertise, your technology ecosystem is optimised for reliability and growth, ensuring your business delivers consistently high standards to your customers.
Solution Design
The BigCommerce and Khaos Control integration is designed with a strict operational hierarchy. Khaos Control acts as the master for inventory and financial truth, while BigCommerce manages customer capture and storefront interaction. A primary design decision concerns the stock sync logic. We typically push availability from Khaos Control to BigCommerce on a scheduled basis rather than in real-time. This trade-off protects warehouse performance during high-traffic periods, using a calculated availability figure to prevent overselling. Orders flow into Khaos Control after purchase to ensure tax mapping between BigCommerce zones and Khaos VAT rates is handled early. This operating model allows finance to close month-end from Khaos Control while the ecommerce team manages the storefront without manual order entry.
Synchronising orders and warehouse inventory levels
The integration establishes a scheduled data exchange between BigCommerce and Khaos Control, positioning the ERP as the source of truth for inventory and financials. Orders captured in BigCommerce are imported into Khaos Control for fulfilment, requiring precise mapping of BigCommerce tax zones to Khaos Control tax rates to avoid ledger reconciliation gaps. Stock levels flow from the warehouse back to the storefront to reflect current availability and prevent overselling on the web channel. We monitor for mapping failures, such as unrecognised shipping methods or SKU mismatches, ensuring exceptions are caught before they stall the warehouse despatch queue.
Orchestrating data through secure middleware platforms
Leveraging IPaaS with ISO 27001 and SOC 2 and above security accreditations enables secure, efficient integration between BigCommerce and Khaos Control for Ecommerce and ERP needs. IPaaS simplifies connecting BigCommerce with Khaos Control, automating data flows between Ecommerce and ERP systems. This approach reduces manual effort, improves data accuracy, and ensures compliance, while robust security standards protect sensitive business information throughout the integration process.
Surfacing sync exceptions and reconciliation gaps
Standard dashboards often mask underlying issues like tax code mismatches or orders that fail to post to Khaos Control. We provide visibility into these specific sync exceptions, identifying stock discrepancies before they lead to overselling or customer service complaints. By surfacing the root cause of failures, we help teams move from reactive troubleshooting to proactive management of the order-to-cash process. This ensures that small errors do not compound into significant month-end reconciliation problems for finance.
Handing over workflows to internal teams
Handover makes the Finance, Operations, and Ecommerce teams self-sufficient in running the new operating model. Finance teams learn to reconcile BigCommerce payouts against Khaos Control invoices, while Operations manages exception alerts for stock or fulfilment drifts. We define who owns specific failure modes, such as SKU mapping errors or tax zone discrepancies. Your team will know what to check daily and weekly to maintain data integrity between systems. Documentation is provided as a practical reference for business users, ensuring that if a record stalls, your internal team has the clarity to resolve it without technical escalation.
Maintaining data integrity and connection stability
Support focuses on maintaining data integrity between BigCommerce and Khaos Control. We monitor the connection to identify issues, such as SKU mismatches or despatch sync errors, before they affect fulfilment. When an exception occurs, we resolve the underlying cause to prevent errors from accumulating. This continuous oversight allows your warehouse and finance teams to operate with confidence, ensuring the integration stays stable during peak trading periods when system load is highest.
Common failures
SKU mismatch halting order processing.
Operational impact: Orders from BigCommerce fail to import into Khaos Control if a purchased SKU does not have an exactly matching Stock Code. This creates a queue of unfulfillable orders requiring manual correction by operations or CX teams to edit the Sales Order and push it through. At scale, this backlog significantly delays dispatch, disrupts the fulfilment workflow, and erodes customer trust.
Prevention / Action: Establish Khaos Control as the single source of truth for all product and stock codes, with a rigid process for creating new SKUs there before publishing to BigCommerce. The integration logic must include exception handling that immediately flags SKU mismatches in a dedicated error queue. This prevents failed orders from blocking the main import process and provides a clear report for the merchandising team to action.
Incorrect tax reconciliation.
Operational impact: If BigCommerce tax zones are not precisely mapped to the corresponding tax rates in Khaos Control, every Sales Order creates a mismatch in the financial ledgers. This forces the finance team into time-consuming manual journal entries during month-end close to correct VAT liabilities. Over time, this inflates accounting costs and can lead to inaccurate financial reporting and compliance problems.
Prevention / Action: Before activation, perform a full audit mapping every BigCommerce tax zone to its equivalent in Khaos Control, paying close attention to complex UK VAT requirements. The integration design should designate Khaos Control as the final source of truth for all tax data used in financial reporting. A periodic, automated reconciliation report should be scheduled to proactively flag tax discrepancies between the systems, allowing for swift correction of mapping errors.
Inventory latency causing overselling.
Operational impact: When stock level synchronisation from Khaos Control to BigCommerce is too slow, the website displays inaccurate availability. This leads to overselling, forcing the customer service team to cancel orders and manage customer complaints, directly damaging brand reputation. The operations team then handles the resulting back-orders and refunds, creating extra work that complicates payout reconciliation for the finance team.
Prevention / Action: The stock synchronisation schedule must be frequent enough to reflect sales velocity. Instead of relying only on full catalogue updates, the integration should use event-driven triggers where possible, updating a SKU in BigCommerce immediately after its stock level changes in Khaos Control. Maintaining conservative stock buffers in BigCommerce can add protection, but the primary focus should be on reducing data latency between the warehouse and the webstore.
Missing or unmapped delivery methods.
Operational impact: A BigCommerce order arriving in Khaos Control without a mapped delivery method cannot be automatically processed by the warehouse. These orders fall into an exception queue, requiring a manager to manually assign a courier service before a pick can be actioned. This slows down dispatch, risks missing next-day delivery promises, and leads to customer service queries and potential shipping fee refunds.
Prevention / Action: Maintain a strict mapping table between BigCommerce 'Shipping Zones & Methods' and the specific courier service IDs recognised by Khaos Control. This mapping must be part of the standard operating procedure for introducing any new shipping option. The integration's order import logic should quarantine any order with an unmapped method and send an immediate alert to the operations team lead for resolution.
Frequently asked questions
What happens if a SKU in BigCommerce doesn’t exist as a stock code in Khaos Control?
If a BigCommerce order contains a SKU that lacks a matching 'Stock Code' in Khaos Control, the integration cannot create the Sales Order automatically. This order becomes an exception that requires manual investigation and data correction before it can enter the fulfilment process. This commonly causes despatch delays and requires staff to monitor for and resolve these data mismatches.
How does the integration handle UK VAT between BigCommerce and Khaos Control?
Khaos Control is typically the source of truth for financial reporting, so tax handling is critical. Each BigCommerce tax zone must be explicitly mapped to the corresponding tax rate logics inside Khaos Control during setup. If this mapping is incorrect or incomplete, Sales Orders will post with the wrong VAT values, creating imbalances that the finance team has to manually reconcile.
If we process a refund in BigCommerce, does that create a credit note in Khaos Control?
This does not happen without specific configuration, as the two systems handle returns differently. A refund action within BigCommerce must be mapped to trigger the creation of a corresponding Credit Note in Khaos Control. Without this explicit step, the finance team will discover that refunded payments are not accounted for in the Khaos Control ledgers, causing cash reconciliation problems.
We spend hours manually keying BigCommerce orders into Khaos. How does this integration change that?
Manual data entry creates a significant lag between a customer placing an order on BigCommerce and the Sales Order being available for the warehouse to process in Khaos Control. An integration automates this by creating the Sales Order in Khaos Control almost immediately after payment is confirmed. This removes the manual bottleneck and shortens the overall order-to-cash cycle, leading to faster despatch times.
How does the stock sync handle our 'on-order' purchase order stock vs warehouse stock?
Khaos Control’s inventory model is more detailed than BigCommerce, separating 'at-stock' quantities from future stock 'on-order' with suppliers. The integration must be configured to sync only the correct 'available-to-sell' figure from Khaos Control to the BigCommerce inventory level. Incorrectly mapping this logic is a common failure, resulting in overselling unavailable items or failing to sell stock that is actually ready for despatch.