Link store to POD supplier: Connect store to supplier via app and confirm integration status; Map each product variant to supplier variant, print position and file version; Set order approval to Manual or Automatic in Gelato settings
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Supplier Selection

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Connecting a store to a POD supplier: mapping and approval

Connect a POD supplier, map store variants to production files and check the order approval rule before selling.

Desk Suppliers · · 4 min read

Connect the sales channel, link every offered store variant to the intended supplier product and production file, and set the order-approval route.

An installed app does not by itself confirm a purchase will reach production correctly.

Connect and map one product first

  1. Confirm that the supplier supports your sales channel, follow its current connection steps and check that the store appears as connected.
  2. Publish or link one product. Match each offered size, colour and other option to the supplier variant, print position and production file.
  3. Check the supplier’s order approval setting. Decide whether imported orders proceed automatically or wait for review.
  4. Review payment, shipping and fulfilment settings in the sales channel. Check the complete order path before adding more products.

Start with one product. For every store variant, record the intended supplier product and variant, print position and file version, then match the store option to that supplier variant and its production file.

For Gelato, open Stores, select the store and check the Connected tab for the store’s connected products and variants. A product’s variant count should not be red, which indicates unconnected variants, or grey, which indicates ignored variants.

Keep a mapping record with the store product and variant, supplier product and variant, print position and file version. An existing listing may need variant linking after the store itself is connected.

Connecting and mapping your store to a POD supplier: key steps

  1. Confirm supplier support for your sales channelCheck if the supplier (e.g., Printful, Printify, Gelato) supports your platform (Shopify, Etsy).
  2. Connect your store via the supplier’s app or integrationInstall and configure the app; verify the store appears as connected in the supplier dashboard.
  3. Publish or link one product and map variantsMatch each store variant (size, colour, etc.) to the correct supplier product, variant, print position and file version.
  4. Set order approval settingsChoose between Automatic or Manual approval. Manual requires review before production begins.
  5. Review payment, shipping and fulfilment settingsEnsure orders are fully paid and correctly routed through the sales channel before adding more products.

Check the supplier’s actual route

Printful. For Shopify, connect your store to Printful and manually sync products to your store. Configure the integration’s import order settings.

Printify. Connect your Shopify store, then set up store details and order approval settings. After the print file is ready, the API handoff can require merchant confirmation or use automatic approval.

Gelato. In Stores, check that your store has its platform icon and an Active status. To set approval, select the store, choose Edit store details, and change Order Approval from Automatic to Manual, then save; Automatic is the default.

With Gelato Manual approval, connected-item orders appear as Pending Approval. Find the order in Orders, review its details and click Approve; until approval, the order is not placed or paid and the Gelato wallet is not charged.

Gelato syncs every 15 minutes, or every 3 hours for Etsy, and imports only orders from the last 10 days. The store order must be fully paid; orders in Completed status before syncing cannot be fetched.

Shopify and Etsy users can manually sync from the order page.

Key sync and approval metrics by POD supplier

  • Gelato Sync Frequency (Shopify)Every 15 minutes
  • Gelato Sync Frequency (Etsy)Every 3 hours
  • Max Order Age Imported (Gelato)Last 10 days
  • Default Approval Setting (Gelato)Automatic
  • Minimum Address LengthValid postcode required; over 15 characters not supported

Verify the mapping

Compare each buyer-facing variant with the mapping record, including its supplier product, supplier variant and attached file. A controlled order through the intended checkout path can confirm that the resulting store and supplier orders match before production approval.

For a missing Gelato order, check Stores for an Active connection, then check the store’s Connected products and the order’s Paid status. Orders placed before the store was connected are not imported. Changing product variant options after an order is placed can interfere with syncing.

Gelato will not import an order without a shipping address; postcodes over 15 characters will not sync.

If the store marks an order Completed or Fulfilled before Gelato detects it as paid, manually place the order in Gelato and leave it marked Completed or Fulfilled in the store.

Pre-sale verification checklist for POD integration

  • Store is connected and ActiveVerify status in Gelato's Stores tab; ensure platform icon and Active status are displayed.
  • All variants mapped correctlyEach store variant linked to the right supplier product, variant, print position and file version.
  • Order approval setting confirmedSet to Automatic or Manual based on business needs; adjust via Edit store details in Gelato.
  • Order is fully paidGelato only imports paid orders; unpaid or cancelled orders are not synced.
  • Shipping address includedOrders without a valid shipping address will not sync to Gelato.
  • No premature fulfillment markingIf store marks order Completed/Fulfilled before Gelato detects it as paid, manually place in Gelato.

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