New-Merchant Go-Live Pack
A signed merchant should trigger the same setup every time. Representative architecture: the payment-triggered provisioning we delivered for a media production studio (folder, SOP doc, CRM and finance rows from one Stripe webhook), adapted for 3PL merchant go-live. WMS accounts and portal logins are not included.
- Logistics/3PL
- Stripe
- Google Drive
- Merchant Onboarding
- Automation
Overview
The project at a glance
A signed merchant should trigger the same setup every time, not a checklist in someone's inbox. This representative architecture adapts payment-triggered provisioning we delivered for a media production studio: one payment webhook provisions the shared folder, a brief/SOP document, CRM and finance records and a team notification.
It has not yet been deployed for a 3PL. Creating the merchant in a WMS (such as Extensiv or NetSuite), issuing portal logins and connecting the merchant's store are not included.
What the engagement had to achieve
- Trigger a consistent go-live pack from a deposit / onboarding-fee payment
- Provision folder, SOP doc, CRM and finance rows the same way every time
- Protect against duplicate webhooks and unexpected amounts
- Notify ops when the pack is ready
The story
Every merchant needs the same setup — and it is still manual
What was at risk
The Challenge
Every new merchant needs a shared folder for SKU lists and SOPs, a kickoff or SOP document, a CRM account, a billing record, and a heads-up to ops. In most 3PLs it is done by hand from a checklist, so steps get skipped, folders get named three different ways, and finance learns about the account when the first invoice is due. Webhooks that fire twice create duplicate folders and billing rows.
Steps skipped, folders named inconsistently, finance last to know.
A repeated payment event provisions twice unless the flow is idempotent.
Creating the merchant in the WMS, issuing portal logins or connecting the merchant's store is not included. See Multi-Channel Order & Inventory Sync and Catalog & SKU Feed Ingestion for those layers.
How we responded
The Solution
A Stripe webhook starts the run (deposit / onboarding fee framing).
A consistently named shared folder per merchant, plus a templated brief / SOP document generated into that folder.
Sales, ops and finance see the same new account; the team is notified when the pack is ready.
Repeated webhooks do not provision twice. Unexpected payment amounts are raised for review instead of processed silently.
Merchant onboarding usually ends in a WMS client record (Extensiv and similar) and an accounting record (QuickBooks and similar). Those writes were not part of the original build.
What we built
The concrete capabilities designed, built, and shipped in this engagement.
Stripe payment webhook as the trigger
A Stripe webhook for the deposit / onboarding fee starts the provisioning run — payment is the gate, not a manual checklist.
Consistently named shared folder per merchant
A provisioned Google Drive workspace with a consistent naming convention per new merchant.
Templated SOP / go-live brief
Google Docs templated brief or merchant SOP generated into that folder.
CRM and finance rows created together
CRM and Finance table rows created so sales, ops and finance see the same new account.
Team notification when the pack is ready
Notification fires when the go-live pack is ready for the onboarding team.
Duplicate protection and amount flagging
Repeated Stripe webhooks do not provision the same merchant twice. Unexpected payment amounts are flagged for review instead of processed silently.
The stack
The tools behind the build, and the role each one played.
Make.com
Stripe
Google Drive
Google Docs
What changed
Representative architecture: there are no go-live time results to report yet. The design guarantees below come from the original studio build.
Beyond the launch
Lasting improvements
The changes that keep paying off after the engagement ended.
- Payment-triggered provisioning — Stripe webhook starts the pack, not a manual kickoff
- Duplicate-safe path — repeated webhooks do not provision twice
- Amount flagging — unexpected payment amounts raised for review instead of processed silently
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