For Australian SMEs running Unleashed

Unleashed Integration and Automation (Stop Re-Keying, Start Syncing)

Unleashed is a genuinely good inventory system. The problem is rarely Unleashed itself, it is everything around it: the online orders re-typed by hand, the invoices keyed twice into the accounting system, the stock counts that live in a spreadsheet, and the customer details that only ever get updated in one place. Every one of those gaps is admin time you pay for and an error waiting to happen.

We build the two-way integration between Unleashed and the rest of your stack (accounting, CRM, email, ecommerce, spreadsheets and rosters) and automate the workflows around it, so a record entered once shows up everywhere it should, stock and orders stay in step, and nothing quietly falls through the cracks.

Book a Unleashed Integration Call (03) 9003 0111

Realistic ROI

5 to 15 hours per week

Returned to your team

Less re-keying between Unleashed and your other systems

Fewer stock and invoice errors

Records match across systems

One entry flows everywhere instead of being typed three times

One source of truth

Unleashed synced with your stack

Accounting, CRM and your store all show the same numbers

2 to 6 weeks to live

Phased rollout

Highest-pain sync first, then the rest, tested before cutover

Why Automate Around Unleashed With Yes AI

Unleashed already knows your stock on hand by warehouse, your assemblies, your suppliers and your customer price tiers. The value we add is making that data trusted everywhere else it is needed, in Xero, your online store and your CRM, without a person copying it across. That takes real discovery of how your SKUs, warehouses and orders behave, careful tuning, and one team that owns the result. Here is what that looks like.

We map your real process before we build

We do not turn up with a stock-standard connector. We follow how a real product, a real sales order and a real assembly move through Unleashed and everything downstream: how goods are receipted into a warehouse, how a sales order becomes a picked and dispatched invoice, and where that same figure then gets retyped into Xero or your storefront. Unleashed is flexible enough that no two wholesalers set it up alike, so we design around your product groups, warehouses and fulfilment steps rather than a vendor assumption.

Tuned to how your business runs

Your customer price tiers, your GST treatment, your batch or serial tracking, your supplier lead times and your reporting are specific to you. We tune the field mapping, the sync triggers and the automated documents to match, so an invoice reaches Xero with the correct tax codes, stock adjustments reconcile against your average landed cost, and each alert reaches the person who actually owns that line. You get automation shaped to your Unleashed setup, not a generic bridge you bend your process around.

Secure and Australian

Unleashed authenticates every API request with a signed key you control, and the data moves over standard secure connections between systems you already own. We keep the whole build aligned with the Privacy Act 1988 and the Australian Privacy Principles, and you deal with an Australian-based team that understands GST, BAS and the way local wholesalers, distributors and light manufacturers actually trade, not an offshore ticket queue.

We own the whole build

One team maps, designs, builds, tests and supports the Unleashed integration from end to end. Nobody hands you off to a separate implementer, and nobody leaves you to wire the last connection to Xero or Shopify yourself. When a new sales channel opens, a price list changes or a report needs adding later, the same people who built the sync make the change.

How the Unleashed Integration and Automation Works

Six pieces we build so the numbers in Unleashed, your accounting ledger and your storefront always tell the same story, instead of each holding a slightly different version of the same stock, order and invoice.

Records in step

Two-way sync of the right records

Products and SKUs, stock on hand by warehouse, customers and their price tiers, suppliers, sales orders, purchase orders and completed invoices flow both ways between Unleashed and the systems that rely on them. Adjust a cost in Unleashed or a customer detail in your CRM and the other side updates, so your store, your ledger and Unleashed never quote three different figures for the same SKU.

Enter once

No more double entry

A Shopify or WooCommerce order, a new product line or a supplier price update is captured once and pushed into Unleashed and back out to Xero and your CRM on its own. Your warehouse and admin team stop rekeying the same sales order into the store, the inventory system and the accounts, and the transcription errors that come with it stop as well.

Sent for you

Automated documents and notifications

Order acknowledgements, pick and dispatch notices, backorder emails, low-stock warnings and purchase order approvals trigger off Unleashed events, in your own wording, to the right customer or staff member, so nobody has to remember to open Unleashed and send them by hand.

Always current

Live dashboards

Stock valuation, sales by product group and customer, gross margin and reorder status are drawn from Unleashed and your accounting ledger into dashboards that refresh themselves, so the reorder meeting or the board pack opens on current figures instead of a spreadsheet someone exported and reformatted last week.

Nothing slips

Exception alerts

Negative stock, an assembly built without enough components, a price that no longer matches between your store and Unleashed, a failed invoice sync to Xero, or an order sitting picked but not dispatched is flagged to the right person immediately, rather than turning up at stocktake or in a customer complaint a week later.

Runs overnight

Scheduled background jobs

Overnight reconciliation between Unleashed and your accounts, reorder-point checks against supplier lead times, stocktake preparation, and end-of-month and BAS exports all run to a schedule while the warehouse is closed, so the routine admin is finished before the first person logs in for the day.

What the Integration and Automation Handles

Task	Traditional	With Yes AI	Notes
Online store order lands (Shopify, WooCommerce, Amazon)	Re-typed into Unleashed by hand, hours of admin	Flows into Unleashed automatically, stock adjusts	Two-way link so dispatch and tracking flow back to the customer.
A product hits its reorder point	Noticed too late, stockout or a panic order	Alert raised and a draft purchase order prepared	Reorder rules you confirm, using Unleashed supplier and cost data.
New product or a price change	Entered separately in Unleashed, the store and accounting	Entered once and synced to every system	One source of truth for SKUs, prices and descriptions.
Sales invoice raised in Unleashed	Re-keyed into the accounting system, GST redone	Flows to Xero or MYOB with the right GST codes	Finance stops reconciling two versions of the same invoice.
Customer or supplier detail changes	Updated in one system, stale in the others	Updated once and kept consistent across systems	CRM, accounting and Unleashed all show the same details.
End-of-month stock and sales report	Exported to a spreadsheet and reformatted by hand	Dashboard already current, export ready	Stock valuation, sales and margin refreshed automatically.

How We Keep the Integration Safe and Honest

The Unleashed API has rate limits

The Unleashed API accepts a limited number of calls in any window, and it authenticates each one with a signed request rather than a simple token. We build the integration to pace and batch its calls, sync on sensible events instead of polling constantly, and back off cleanly when it needs to, so it stays comfortably inside the limits and never slows Unleashed down for the people using it live.

Field mapping and data hygiene come first

A sync is only as trustworthy as the records beneath it. Duplicate SKUs, a blank supplier code, a tax rate in Unleashed that has no matching code in Xero, or two spellings of the same customer will break a sync quietly. We map every field between Unleashed and each connected system up front, and clean or standardise product codes, tax codes and customer records before go-live, so entries match instead of drifting apart.

One source of truth to avoid sync loops

When two systems both believe they own a value they can overwrite each other in a loop. We agree the ownership at design time: Unleashed owns stock on hand and product cost, your accounting ledger owns the invoice and the payment, and your CRM owns the relationship. Each sync then reinforces one agreed figure rather than starting a tug of war between Unleashed and Xero over the same number.

Privacy Act 1988 and the Australian Privacy Principles

Your customer and supplier records in Unleashed are personal information. The data moves between systems you already control over standard secure connections, we write down exactly which fields sync, and we keep the engagement Australian-based and aligned with the Australian Privacy Principles. Nothing personal travels to a system that has no need for it.

Sandbox testing and a parallel run before cutover

We build and prove the integration against a trial Unleashed instance or a safe copy of your data first, never straight onto your live stock and invoices. Then we run the new automation alongside your current process for a short spell, so you can watch it produce the correct dispatch, the correct invoice and the correct stock movement on real orders before you depend on it.

Change management and staff training

Even a perfect sync fails if the team keeps rekeying orders into Unleashed out of habit. We document each automated workflow in plain English, show the warehouse and office staff who touch it how it behaves, and agree who owns it, so the new way of working sticks and everyone knows exactly what the automation does and does not cover.

How Yes AI Delivers It

Discovery and integration plan

We sit with your team and map how work actually flows through Unleashed today: where data is re-keyed, which systems disagree, and what falls through the cracks. You get a prioritised plan and a fixed-scope spec before any build, highest-pain sync first.

Build the sync and automation

We build the two-way integration between Unleashed and your accounting, CRM, ecommerce, email and spreadsheets, and automate the document, notification and background workflows around it. Everything is built and tested against a sandbox or safe copy first.

Pilot and parallel run

We run the new automation alongside your current process on real data, so sync rules and edge cases surface and get handled before you depend on it. Cutover happens only once you have seen it produce the right result for yourself.

Support and evolution

After go-live we monitor the integration, handle the exceptions, and adjust as your business changes: a new sales channel, a new report, a new rule. Most changes are a config update, and your team keeps full visibility of every workflow.

Our 5-Step Unleashed Rollout

Most Unleashed builds go live within 2 to 6 weeks. We phase them on purpose, connecting the sync that costs you the most admin first, and we never switch anything on until it has produced the right result on your own orders and invoices.

Discovery and mapping (week 1)

We trace how products, stock, sales orders and invoices move through Unleashed today, where a figure gets rekeyed into Xero or the store, and which systems currently disagree. We agree the fields, the events and the workflows to connect, and which system owns each record.

Design the integration (week 1 to 2)

We design the two-way sync and the automated workflows on paper before touching anything: the field and tax-code mappings, the triggers, the ownership rules, and the documents and alerts to automate. You sign it off as a fixed scope before any build begins.

Build in a sandbox (weeks 2 to 4)

We build and connect against a trial Unleashed instance or a safe copy of your data, with the request pacing and error handling for the signed API built in from the start, so nothing in your live Unleashed, store or accounting ledger is touched while we get every rule right.

Test and parallel run (weeks 4 to 5)

We test every workflow against real scenarios, a split order, a backorder, a price change and a returned item, then run the automation in parallel with your current process. Edge cases surface on your own data and get handled before cutover.

Go live and monitor

We switch the live integration on in a controlled cutover, then monitor the syncs, catch exceptions early, and evolve the automation as your channels, price lists, reports and rules change. Most later adjustments are a config change, not a rebuild.

FAQ

Does Yes AI work with Unleashed?

Yes. We build integration and automation around Unleashed for Australian small and medium businesses. We connect it both ways to the systems you already run: accounting, CRM, ecommerce, email and spreadsheets, using the Unleashed API and standard secure connections. At discovery we confirm your exact stack and the records, fields and events you want kept in sync.

What can you automate around Unleashed?

The repetitive work that surrounds it: online orders flowing in and dispatch flowing back, invoices syncing to your accounting system with the right GST, new products and price changes entered once, low-stock alerts and draft purchase orders, order confirmations and dispatch notices, live stock and sales dashboards, and overnight jobs like reconciliation and end-of-month exports. If a person is re-keying it between Unleashed and another system, it is usually a candidate for automation.

How long does it take to go live?

Most projects go live in 2 to 6 weeks, phased on purpose. We map and design first, build against a sandbox, then test and run in parallel with your current process before cutover. We sequence the highest-pain sync first so you feel the benefit early, then layer on the rest.

Is our data safe, and does this meet the Privacy Act?

Yes. Your data moves between systems you already control over standard secure connections, and we document exactly which fields sync. Customer and supplier records are personal information, so we align the whole build with the Privacy Act 1988 and the Australian Privacy Principles, keep the engagement Australian-based, and only sync the data that genuinely needs to move.

What does it cost?

Every engagement is fixed-scope, so you know the price before we build. Most Unleashed integration and automation work is quoted as a fixed discovery and build once we have mapped your stack. For broader strategy engagements we work in tiers: a BASIC engagement from $1,000, a STANDARD engagement from $3,000, and a STRATEGIC engagement from $10,000. We scope to your situation rather than quoting a number over email, so the discovery call comes first.

Do we need in-house IT?

No. We own the whole build, from mapping your process to building the integration, testing it and supporting it after go-live. Your team confirms how the business runs and signs off the plan; we handle the technical work. Most ongoing changes are a config update we make for you, not something that needs an IT department.

What if we also use Xero or MYOB?

That is one of the most common setups we handle. We sync Unleashed with Xero, MYOB or QuickBooks so invoices, payments and stock values line up and the GST codes are correct, without anyone re-keying an invoice. Unleashed stays the source of truth for stock, your accounting system stays the source of truth for the money, and the two stay in step automatically.

Make Unleashed the Centre of a Connected Stack

Book a 30-minute Unleashed integration call. We map where you are re-keying data and what is falling through the cracks, then give you a prioritised plan and a fixed-scope quote.