WooCommerce integration with Subiekt or Optima, two popular Polish sales and accounting systems, does not start with picking a tool. It starts with a few decisions that the store and the accounting team have to make.
Your office still retypes orders into the program by hand, and you finally want to automate it? The developer will ask about three things first anyway: the system, the data direction and the documents. Below you will find the questions that come up in the first call, and the answers you should have ready beforehand (it saves a lot of emails back and forth).
Table of contents
Which version of Subiekt or Optima do you have and how do you connect to it?
The system determines how the connection works. That is why the developer wants to know the exact program name and version right at the start. Subiekt GT talks to external applications through Sfera. According to the Sfera for Subiekt GT description, it is an add-on for building extensions that use the program’s internal mechanisms, and the vendor requires an active, current version of a program from the InsERT GT line. Subiekt nexo, nexo PRO and Comarch ERP Optima work differently. Here the connection goes through an API.
Before the call, gather:
- the system name and its version,
- the modules and add-ons you have, including license and update status,
- where the database runs: a local server or another machine,
- the person with administrator access.
One source of truth: which system controls stock, prices and records?
The rule is simple. For each type of data, one system is the master and the other only receives changes. Most often it looks like this: stock levels and prices flow from Subiekt or Optima to the store, and orders and customer data flow from the store to the program. But that is only the beginning.
You also need separate decisions on product name and description, images, EAN and product code, stock from multiple warehouses, and retail and B2B price lists. Without these decisions, the two systems overwrite each other and stock levels start to drift. Then someone sells a product you do not have. In my opinion, the easiest way is to attach a table to your inquiry with these columns: field, source system, direction, frequency. Nothing more is needed.
Clean up your records before integrating WooCommerce with Subiekt
The integration matches products by a shared identifier. So duplicates and empty fields in your records will show up right away, on day one. Choose a matching key (product code, EAN or SKU) and make sure it is consistent on both sides. Then there are variants: how should WooCommerce variants map to separate product records in the program? And customers. Here you need to decide how to recognize a returning customer and how to separate private individuals from companies with a tax ID (NIP).
Cleanup checklist before launch:
- removing or merging duplicates,
- filling in missing product codes,
- marking inactive products,
- matching VAT rates assigned in the store and in the system.
Which document should an order create: ZK, FS or a receipt?
An order from the store can enter the system as a ZK (customer order), an FS (sales invoice) or a receipt. The choice and the numbering are up to your accounting team. Not the developer. Ask your office when the document should be created: when the order is placed, when it is paid or when it ships? In which numbering series and in which warehouse? A customer with a tax ID and a retail customer may need different paths. You also need to agree on how to mark online payments, cash on delivery and regular bank transfers. E-invoicing is a separate topic (and a big one), covered in the article on KSeF and your online store.
Returns, cancellations and corrections: who issues them and where?
You need to map out the return process before implementation. The integration has to know which system initiates the correction. There are three scenarios: cancelling an order before a document is issued, a full return and a partial return. For each one, define when the product goes back into stock and how quickly the store should see the new quantity. And the order of steps between the refund and the document correction? Your accounting team decides that. The developer only reproduces it in the integration.
Do you need BaseLinker to connect to Optima or Subiekt?
BaseLinker makes sense when you sell in several channels at once. With a single WooCommerce store, a direct connection to the system is often simply easier. The whole question comes down to this: where should your order hub be if you add marketplaces? Planning them soon? Then tell the developer right away, because it changes the architecture. With one channel, you can go for system integration via API without a middleman.
What to prepare for your first call with an integration developer
A ready list of decisions shortens the call and lowers the risk of fixes after launch. Bring:
- the system version and license information,
- a data direction table for each field,
- a description of the state of your product and customer records,
- the document type and numbering agreed with accounting,
- a description of the returns and corrections process,
- the number of sales channels now and planned,
- a contact person on the office side.
Our experience with ERP integrations shows that these points are worth settling before every project. If you are planning a WooCommerce integration with Subiekt or Optima, the service scope is described on the Subiekt and Optima integration page, and broader store projects are in our offer of custom e-commerce solutions.
Frequently asked questions
What is Sfera for Subiekt GT and do you need it to integrate with a store?
Sfera is an InsERT add-on for writing extensions that use the internal mechanisms of Subiekt GT, including handling orders from an online store. With Subiekt GT, the store connects to the program exactly through it. To work, it requires an active, current version of a program from the InsERT GT line.
Can Subiekt nexo be connected to an online store without Sfera?
Yes. Subiekt nexo and nexo PRO connect to the store through an API. Before talking to a developer, check the exact program version and the modules you have. The rest, meaning the technical details of the connection, the developer adapts to your specific installation.
Can a WooCommerce integration with Comarch Optima handle multiple warehouses and B2B price lists?
Yes, the integration covers stock from multiple warehouses as well as retail and B2B price lists. There is one condition: a clear single source of truth rule. Optima manages stock and prices, and the store receives them. Before launch, decide which warehouses should feed the store and which price list goes to which customer group.
