Case study
dezShop: orders, invoices and payments connected in a CRM
How we connected SmartBill, couriers, bank statements, Stripe and WinMentor exports in our own auto-parts operations.
dezShop is part of our own operations. azai built the links between the CRM, the online store, invoicing, shipping and the payment records. The team works with all of this in one system.
The problem
One sale produces several documents: the order, the invoice, the shipping label (AWB) and the proof of payment. Money can arrive by bank transfer, through a payment processor or as cash on delivery, each with its own references and fees. The integration makes these links traceable and shows what is still left to check.
How the data moves
- 01
Order and invoice
The CRM keeps the customer and the products, then issues the documents through the SmartBill API. SmartBill also sends the e-invoice to ANAF, the Romanian tax authority.
- 02
Shipping
The order data is used to generate the shipping label. The courier integrations bring back the tracking number and the delivery statuses.
- 03
Payments and reconciliation
Banca Transilvania statements, Stripe and Netopia payouts and cash-on-delivery transfers are brought into the payment records. An operator can check how each payment links to invoices and orders.
- 04
Accounting export
Invoices, partners and allocated payments are prepared as files for WinMentor, the accounting software. The export uses the document references and the accounting mappings.
What the system checks
Partial payments and differences
A partly allocated payment stays separate from one that covers the invoice in full. Differences do not disappear just because a statement was imported.
Duplicates and reversals
The checks handle repeated imports and reversed documents, so the same amount is not recorded again against the wrong invoice.
Fees and payouts
For Stripe, the amount paid out is rebuilt from its component transactions. Refunds and disputes are handled separately from an ordinary sale.
What a partial payment looks like
A made-up example with amounts chosen to explain the idea. It contains no customer documents or data.
| Document | Amount | Payment allocated | Still to follow up |
|---|---|---|---|
| Invoice EXAMPLE-001 | RON 1,000 | RON 600 | RON 400 |
The result, and applying it elsewhere
The result is a ledger where the team can follow a payment to its document and see which allocations are incomplete. The accountant receives files generated from the same records. Separately, the SPV download brings supplier invoices from the ANAF portal into an archive and extracts their data for internal documents.
This example describes the systems used in dezShop operations. For another company we adapt the invoice series, the statement formats, the couriers and the matching rules. Direct bank connections through open banking and exports for Saga are built on request.
The dezShop store