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Running a dropshipping store is a lot like spinning plates. Most days it goes smoothly — orders fly in, apps do their job, and your customers are happy. But what happens when one of your auto-fulfillment tools like DSers, Oberlo (when it was still around), or Zendrop drops the ball? Suddenly, customers start emailing about orders that never shipped. Yikes. Don’t panic — it happens to store owners all the time. And yes, there’s a way to bounce back.
TL;DR
When your auto-fulfillment app fails and leaves orders unfulfilled, don’t freak out. Check for syncing issues, reach out to suppliers directly, and communicate fast with customers. You can still fulfill orders manually while fixing the glitch. Many store owners have been there — and lived to sell another day.
Why Auto-Fulfillment Fails Sometimes
Auto-fulfillment apps are awesome — until they’re not. The most common reasons they fail include:
- Connection Errors: Your store and fulfillment app stopped syncing.
- Product Listing Changes: A supplier changed a product ID or removed a listing.
- Account Issues: Payments didn’t go through, or the app session timed out.
- Back-end Bugs: Sometimes the app itself just glitches out for a day or two.
The good news? You’re not helpless. Here’s a game plan from store owners who’ve lived through the chaos and came back stronger.
Step 1: Identify the Root Cause (Fast)
First, stay calm and investigate. Open your fulfillment app. Do a quick test by clicking on an unfulfilled order. What happens?
- Does the app show an error?
- Is the product still available from the supplier?
- Can the app still auto-place orders in AliExpress, Shopify, or wherever the supplier is?
If multiple orders stopped at the same time, it’s likely a syncing or app issue — not individual product problems. You can also check the support or status page of DSers, Zendrop, or any platform you’re using. Sometimes they’ll list current outages.
Step 2: Fulfill Orders Manually ASAP
Here’s a simple truth: Customers care more about getting their item than how it was shipped. While you’re fixing the app, don’t let orders pile up. Here’s how to manually fulfill:
- Go to the supplier’s website (like AliExpress or Zendrop).
- Place the order yourself using the customer’s shipping details.
- Copy the tracking number once it ships.
- Go into your Shopify or WooCommerce dashboard and manually mark the order as fulfilled.
This takes time, yes — but it saves your store’s reputation. Customers don’t need to know your tool broke down. They only see whether they got their package on time.
Step 3: Notify Your Customers (Smartly)
Over-communication is your best friend here. If you know an order might be late, message the customer before they message you.
Here’s a script you can customize:
Hey [Customer Name],
We ran into a brief tech hiccup while processing your order. We’ve now handled it manually to make sure it ships ASAP. Your tracking number will be available shortly. Thanks for your patience — you’re awesome.
Short. Reassuring. Honest. That’s the key.
Step 4: Fix the Auto-Fulfillment App
After the customer fires are out, it’s time to troubleshoot the app. Common fixes include:
- Reauthorize Your Store: Go to app settings and reconnect your Shopify or ecommerce platform.
- Log Out and Back In: Sounds basic, but it refreshes credentials and API calls.
- Update Product Mappings: If you edited a product title or SKU recently, re-map it in the app.
- Contact Support: DSers, Zendrop, and others usually fix known issues fast if you open a ticket.
Also scroll through community forums or Facebook groups. Plenty of sellers have probably had the exact same issue.
Bonus: Add a Backup Supplier or App
Consider this your safety net. If DSers fails, could you switch to AutoDS or direct AliExpress orders for a few days? Test your options during calm times, not during a crisis.
Store owners recommend keeping at least:
- Two reliable suppliers for each winning product.
- One backup fulfillment app already installed (but maybe disabled).
This gives you options the next time tech fails you at 3 AM.
Real Store Owner Hacks That Work
Let’s hear from the trenches — here are quick stories and tips from real dropshippers:
“I used Google Sheets as a temporary order manager.”
— Marcus, apparel store owner
When DSers bugged out, Marcus downloaded all unfulfilled orders into a spreadsheet and tracked every manual fulfillment. It helped him stay on top of things until the app was back.
“I trained my VA to handle manual orders the moment anything breaks.”
— Jasmine, beauty niche store
Jasmine built a simple SOP (Standard Operating Procedure) for her virtual assistant. Instead of waiting for Jasmine to react, the VA jumps in and starts hand-placing orders if they notice anything off.
“I added an emergency email trigger when orders sit unfulfilled too long.”
— Diego, electronics store
Using Shopify Flow, Diego created an automation that pings him (and his VA) anytime an order sits unfulfilled for more than 6 hours. Early detection saved him dozens of angry customer emails.
Final Thoughts: Stay Proactive, Not Reactive
Auto-fulfillment apps are incredible tools, but they’re not invincible. As your store grows, these slips will happen. The trick is to stay proactive. Build backup systems. Train your team. Keep communication open with your customers.
At the end of the day, one glitchy app doesn’t define your success — how you recover does.
Checklist for Next Time
- ✅ Trust, but verify tech is running each day
- ✅ Keep manual fulfillment skills sharp
- ✅ Set up early warning signals
- ✅ Communicate transparently with customers
- ✅ Always have a plan B — maybe even a plan C
Now you know what to do when your auto-fulfillment app takes a vacation. You’ve got this!
