iCount and WooCommerce Inventory Sync: No Manual Updates, No Selling Out-of-Stock Items
How our plugin keeps stock in iCount and WooCommerce in sync both ways, what to know before you start, and who it is for.
By Barak Mazliah, Mazliah Digital
Do you have a physical store and a WooCommerce site, with your stock managed in iCount? Then you have probably sold an item in the store that still showed "in stock" on the site. We built a WordPress plugin that syncs inventory between iCount and WooCommerce in both directions, automatically. In this article we explain how it works, what to know before you start, and who it is for.
The problem: two places, one stock
Say you have a clothing store on the street and a website selling the same items. In the morning the last size M shirt is sold in the store. At noon a customer orders it on the site, because there it still shows as in stock. Now you have to call her, apologize and refund her. She is not happy, and you will probably not see that customer again.
This happens because the stock on the site and the stock in iCount do not talk to each other. Every sale on one side needs a manual update on the other.
How businesses handle it today
- Manual updates: after every store sale you update the site, and after every site order you update iCount. It takes time, and forgetting once is enough to create a gap.
- Importing a file from time to time: you export stock from iCount and upload it to the site once a day or once a week. Between updates the site's stock is wrong, and that is exactly when orders come in for items that are already sold out.
Either way, the business owner works for the system, and there are still mistakes.
The solution: automatic sync in both directions
The plugin connects your WooCommerce store to iCount and updates stock in both places. Here is what happens in each case:
A sale in the physical store
You issue an invoice in iCount as usual, and stock there goes down. Within 5 minutes at most, the plugin pulls the updated stock and updates the site. Products are matched by SKU, including variations (for example size and color).
An order on the site
When an order comes in and is paid, stock in iCount goes down. An order still awaiting payment is not sent to iCount until its status changes. Each order line is sent to iCount only once, and the automatic sync does not deduct it again, so there is no double deduction.
A cancelled or refunded order
When an order is cancelled or refunded on the site, the stock returns to iCount.
Control and monitoring
- A settings page and a log showing every action the plugin took.
- An email alert if the sync fails 3 times in a row.
- A test mode that changes nothing, so you can see what the plugin would do before you turn it on for real.
- Choosing a start date from which orders are sent to iCount, so old orders do not affect stock.
What we actually tested
The plugin was tested on a test site with 6 products and an iCount trial account:
- Connecting to iCount and matching products by SKU.
- A store sale (an invoice in iCount) reduced stock, and the site was updated.
- A site order reduced stock in iCount from 10 to 8, and a cancellation brought it back to 10.
- The automatic sync did not deduct the same order twice.
Important: do not issue a stock-reducing invoice for site orders
This one matters. When an order comes from the site, the plugin already reduces stock in iCount. If you also issue an invoice in iCount that reduces stock for the same order, stock will drop twice. So for site orders, do not issue an invoice that reduces stock. During installation we will set up together which document fits.
What about iCount's official WooCommerce connection?
iCount has its own official connection for WooCommerce, for payments and invoicing, and its website also mentions inventory sync. Our plugin was built around what a physical store owner needs: a store sale updates the site within minutes, by SKU and including variations, with a log, alerts and a test mode.
If you have another connection or plugin that reduces stock, we will check it together before turning anything on, so an order does not reduce stock twice.
Who it is for, and who it is not for
A good fit for a business that:
- Has a WooCommerce site, plus a physical store or warehouse.
- Manages its stock in iCount.
Not a fit for:
- An online-only store with no physical sales.
- A business that manages stock in other software. The plugin works only with iCount.
Cases we have not tested yet, and will check with you before starting: sites with thousands of products, stores with several warehouses, partial refunds, and running alongside iCount's official WooCommerce connection.
What you need in iCount, and what it costs
For the sync to work, your iCount account needs two things:
- A plan that includes API access: Advanced or Master. API access cannot be added to the Express plan, so the plugin will not work with it.
- The inventory module: according to iCount's website it costs ₪25 a month plus VAT.
The plugin is currently in a pilot. During the pilot, both the plugin and the installation are free.
Join the pilot
If you have a physical store and a WooCommerce site, and your stock is managed in iCount, we would be happy to hear from you. We will check together that the plugin fits your business, install it, and make sure everything works before going live.
Talk to us on WhatsApp about the pilot · WooCommerce stores
Frequently asked questions
How often is stock updated on the site?
Every 5 minutes. An order on the site updates iCount right after it is paid.
How does the plugin know which site product matches which iCount product?
By SKU, including variations. That is why each product needs the same SKU in both places. We check this with you during installation.
What happens if the connection to iCount fails?
The plugin keeps a log of every action and sends an email alert after 3 failures in a row.
Can I try it before going live?
Yes. In test mode the plugin shows what it would do, without changing anything.
I have the Express plan in iCount. Will it work?
No. The plugin needs API access, which is available only on the Advanced and Master plans.
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