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CASE STUDY
Vast Video Games
Vast Video Games sells Nintendo video games and accessories across 10 retail and wholesale channels, including BigCommerce, eBay, Walmart, and several wholesalers. With QuickBooks Enterprise at the center of its operations for more than 13 years, Vast needed a way to keep inventory, orders, pre-orders, fulfillment, and accounting synchronized without migrating to an ERP. Connex connects BigCommerce, QuickBooks Enterprise, ShipStation, and Vast’s other sales channels, automating the complex mappings and workflows the company relies on to run its business.
THE CHALLENGE: KEEPING COMPLEX OPERATIONS IN SYNC
Vast Video Games uses BigCommerce, QuickBooks Enterprise, and ShipStation to run its business. Keeping inventory, orders, customers, fulfillment, and accounting synchronized across those systems—and across 10 different sales channels—created significant operational challenges.
Inventory synchronization was particularly important. Vast needed the inventory displayed on its BigCommerce website to remain aligned with QuickBooks so customers and wholesale buyers had accurate product availability.
Wholesale orders added another layer of complexity. Shipping charges needed to be marked up according to the order total, and orders had to be mapped correctly into QuickBooks using Vast's existing accounting structure.
In total, Vast requires more than 140 custom field mappings, including:
- Class
- Customer
- SKU
- Shipping methods
- Channel-specific order information
- Wholesale and fulfillment data
Trying to maintain these workflows manually or replace them with the rigid processes of a new ERP would have been disruptive and costly.
THE PRE-ORDER CHALLENGE
Pre-orders are a critical part of Vast Video Games' business.
Customers often purchase games before their official release dates, which means Vast cannot treat those transactions like standard orders that are immediately ready for fulfillment.
Instead, a pre-order must first reach QuickBooks Enterprise as a sales order. The order remains open while Vast waits for the game to become available.
Once the product is released, the order moves to ShipStation for fulfillment. After shipment, tracking information must be synchronized and the accounting workflow completed by invoicing and applying the customer's payment.
This creates a multi-step workflow spanning several systems:
Pre-order → QuickBooks Sales Order → ShipStation Fulfillment → Tracking Sync → Invoice → Payment
Vast needed automation capable of following this workflow without forcing the company to redesign the business around its software.
THE CONNEX SOLUTION
Connex gave Vast Video Games the flexibility to automate its existing processes rather than replace them.
Using Connex, Vast automated its 140+ custom mappings and connected its sales channels, QuickBooks Enterprise, and ShipStation.
Connex synchronizes the information Vast needs across its systems while preserving the company's established QuickBooks workflows. Sales orders can move from QuickBooks to ShipStation when they are ready for fulfillment, and tracking details can flow back into the appropriate systems.
Most importantly, Connex supports Vast's pre-order process from the initial sale through final fulfillment and payment.
Instead of employees manually moving information between platforms or adapting the business to a new ERP, Connex acts as the automation layer connecting the systems Vast already depends on.
THE RESULTS
“Connex is a lifesaver. We cannot operate without it.” - William Faust, CEO & Founder.
With Connex, Vast Video Games can continue operating a sophisticated multi-channel business while keeping QuickBooks Enterprise at its core.
The company can:
- Keep BigCommerce and QuickBooks inventory synchronized
- Manage orders across 10 sales channels
- Support both retail and wholesale workflows
- Automate more than 140 custom field mappings
- Apply custom shipping markups based on order totals
- Send pre-orders to QuickBooks as sales orders
- Send ready-to-ship sales orders from QuickBooks to ShipStation
- Synchronize shipment and tracking information
- Complete the workflow with invoicing and payment
- Continue using the QuickBooks Enterprise processes developed over 13 years
Rather than undertaking a disruptive ERP migration, Vast has been able to extend the capabilities of its existing technology stack.
Need an integration that can handle your most complex workflows?
See how Connex helps Vast Video Games automate a complex multi-channel operation across BigCommerce, QuickBooks Enterprise, and ShipStation—including pre-orders, inventory sync, wholesale orders, shipping rules, and 140+ custom field mappings.