Connecting Shopify gives your practice a single view of patient activity across both your CRM and your retail store. Once connected, the integration can:
Import your existing Shopify contacts (patients/customers), orders, transactions, products, and collections into Aesthetix CRM
Continuously sync new Shopify activity going forward so the data stays current
Trigger automated workflows when a patient submits an order or completes a payment, so you can send purchase confirmations, post-purchase education, refill reminders, restock alerts, or cross-sell campaigns
Make product, order, and transaction data available in workflows, custom values, and email/SMS templates for personalized patient communication
Power If/Else logic in workflows based on what a patient purchased, how much they spent, or whether their order was completed or cancelled
This integration is designed for product/retail commerce (skincare lines, supplements, retail aesthetics) and is not intended to store or move PHI. See the HIPAA section below for important guidance.
Shopify has changed which data their API exposes based on your Shopify plan. This directly affects what the integration can sync:
Shopify Plan | Products & Collections | Contacts, Orders, Transactions |
Basic | Supported | Not supported |
Advanced | Supported | Supported |
Plus | Supported | Supported |
If you are on the Shopify Basic plan, the integration can still import and sync your products and collections, but Shopify's API will not return customer PII (names, emails, phone numbers, addresses) to third-party apps. This means contacts, orders, and transactions cannot sync until you upgrade to Shopify Advanced or Plus. This is a Shopify-side restriction, not an Aesthetix CRM limitation. For background, see Shopify's community post on the PII change: https://community.shopify.com/c/shopify-discussions/no-more-customer-pii-in-custom-app-integrations-for-shopify/m-p/2496209
If you are unsure which plan you are on, log in to your Shopify admin and check your billing settings.
Shopify has updated how new integrations authenticate, and the connection process is now OAuth-based. The setup is a one-click install from your Shopify store. No custom app creation, no API tokens, and no manual configuration in Shopify's developer settings.
If you previously connected your Shopify store to Aesthetix CRM using a custom app and an Admin API access token, your existing integration is unaffected and will continue to work as-is. No action is required, and there is no need to disconnect and reconnect. The OAuth method is for new connections going forward.
1. In your account, go to Settings → Integrations → Shopify.
2. Click Connect.
3. On the Shopify Store Detail screen, enter the name of your Shopify store and click Next. Your store name is the value shown after store/ in the URL of your Shopify admin (for example, in admin.shopify.com/store/ef760-ef, the store name is ef760-ef).
4. On the Import Elements screen, choose the data you want to import from Shopify as a one-time historical import. The available options are:
Contact Import (requires Shopify Advanced or Plus)
Order Import (requires Shopify Advanced or Plus)
Transaction Import (requires Shopify Advanced or Plus)
Product Import
Collection Import
If you do not want to import a particular data type, toggle it off. Click Next when ready.
If you partially import these items, you will need to disconnect and reconnect later to import them, so it is usually easier to import everything you might want now.
5. On the Sync Settings screen, choose which data and workflow triggers you want to keep syncing from Shopify going forward. The available options are:
Contact Sync
Order Sync
Order Received Trigger
Transaction Sync
Payment Received Trigger
Product Sync
Collection Sync
For a full Shopify store migration, enable all available options unless your migration plan calls for only specific data types.
6. Click Save. This initiates the OAuth authorization flow and redirects you to Shopify.
7. On Shopify's Install app screen, review the permissions the app is requesting and click Install. The Shopify install screen will display LeadConnector as the name of the app requesting access. This is the underlying integration service that powers the Aesthetix CRM Shopify connection. It is expected and safe to allow.
8. Once you approve the install in Shopify, you will be redirected back to Aesthetix CRM and your store will be connected. The initial import and sync may take some time depending on how much data is in your Shopify store.
After Shopify is connected, you can return to Settings → Integrations → Shopify at any time to enable or disable individual sync elements without disconnecting the integration.
If you need to reimport historical data later, disconnect and reconnect the integration to run the import wizard again.
Once the integration is live, Shopify activity becomes available in several places throughout the platform.
You can build automated workflows that fire when Shopify activity occurs. The available triggers are:
Order Received — fires when a patient places an order in your Shopify store
Payment Received — fires when a Shopify order is successfully paid
These are useful for patient communication like order confirmations, shipping updates, post-purchase product education, replenishment reminders, and cross-sell campaigns for related treatments or products.
Inside workflow actions, you can use If/Else logic to branch communication based on Shopify data such as order total, products purchased, order status, or transaction details. For example, you can send a different post-purchase sequence to a patient who bought a premium skincare bundle than to one who bought a single retinol cream.
Shopify fields are available as custom values that you can drop into SMS messages, emails, and workflow actions. This lets you personalize patient communication with specifics like the product name, order total, or order status.
Shopify data is also accessible inside the Email Marketing builder, so you can reference order details directly in your email templates for receipts, shipping notifications, and post-purchase follow-up.
Retail skincare follow-up: Trigger a workflow when a patient orders a skincare product, then send education on application, refill timing, and complementary products
Replenishment reminders: Use the Payment Received trigger to start a 60- or 90-day timer that reminds the patient when their product is likely running low
Treatment cross-sell: When a patient buys a retail product associated with a specific treatment (for example, post-laser balm), trigger an offer for the corresponding in-office service
Membership and supplement programs: Sync orders to track which patients are on recurring supplement or skincare subscriptions
Win-back campaigns: Identify patients who have not placed a Shopify order in 6+ months and route them into a re-engagement workflow
The following behaviors are documented Shopify integration limitations. Knowing them up front will save you a support ticket later.
Taxes are not mapped in Products during import or sync.
One transaction per order. For each Shopify order, only one transaction record is created in Aesthetix CRM, even if the order contains multiple payment events.
Order statuses sync as Completed or Cancelled. Intermediate Shopify statuses (such as partially fulfilled or pending) are not reflected as separate states.
Merged contacts. If you merge contacts inside Shopify, the primary contact will be updated inside Aesthetix CRM to match.
SEO defaults sync as null. If you have not set custom SEO details in Shopify, those fields will arrive as null in Aesthetix CRM.
Shopify Basic plan blocks contact, order, and transaction sync (see plan requirements section above).
Partial imports require reconnect. If you toggle off an item during the initial Import Elements step, you will need to disconnect and reconnect the integration later to import that data.
Shopify is a commerce platform, not a HIPAA-covered service, and there is no Business Associate Agreement available between your practice and Shopify. The Shopify integration is appropriate for retail commerce data (product purchases, order totals, transactions) but is not appropriate for transmitting PHI.
In practice, this means:
Safe to flow through this integration: product names, order totals, transaction status, customer contact information for fulfillment, retail purchase history.
Do not flow through Shopify: clinical notes, treatment plans, diagnoses, medical history, before/after photos, or any data tied to a specific medical service or condition.
Patient and customer overlap is fine, but think of the Shopify side as your retail relationship with that person, not their patient chart. Keep clinical data inside your EMR and the CRM fields tied to your EMR integration.
Why aren't my contacts syncing from Shopify?
This is almost always a Shopify plan issue. Shopify's API no longer provides customer PII (names, emails, phone numbers, addresses) to third-party apps on the Basic plan. Without that data, the integration cannot create contacts in Aesthetix CRM. To sync contacts, orders, and transactions, you need to upgrade to Shopify Advanced or Plus.
What Shopify data can sync on the Basic plan?
On the Basic plan you can still import and sync Products and Collections, but not Contacts, Orders, or Transactions.
It used to work before. Why did it stop now?
Shopify previously exposed customer PII through an older API that has since been deprecated. As Shopify has migrated to their new API, the PII restrictions on Basic plans now apply across the board, including to webhook callbacks that previously returned customer data. This is a Shopify-side policy change, not a change on our end.
Why does the Shopify install screen show "LeadConnector" instead of Aesthetix CRM? LeadConnector is the underlying integration service that powers our Shopify connection. The Shopify install screen will always display LeadConnector as the app requesting access. This is expected and safe to allow, and it does not affect how the integration appears or behaves inside Aesthetix CRM.
I already connected Shopify with a custom app and an API token. Do I need to switch to OAuth? No. Your existing custom app connection will continue to work without any changes. The OAuth method is only required for new connections.
Where can I check or manage app permissions in Shopify?
Log in to your Shopify admin and go to Settings → Apps and sales channels (or Apps → Develop apps if you connected with the legacy custom app method). You can review the installed Aesthetix CRM integration and the permissions it has from there.
Where can I find my Shopify store name?
Log in to Shopify and look at the URL at the top of your browser. Your store name is the segment immediately to the right of store/. For example, if your URL reads admin.shopify.com/store/ef760-ef, your store name is ef760-ef.
Can I reimport data I missed during the first import?
Yes. Disconnect the Shopify integration and reconnect it, then run through the import wizard again. This will pull historical data based on the elements you select.
Will Shopify orders create new contacts in Aesthetix CRM automatically?
Yes, as long as you are on Shopify Advanced or Plus and you have enabled Contact Sync. New Shopify customers will appear as contacts in Aesthetix CRM, and any future orders from existing contacts will attach to that contact's record.
Can I trigger SMS or email to patients when they order a Shopify product?
Yes. Use the Order Received or Payment Received workflow triggers to send automated SMS, email, or other actions. Standard SMS and email consent rules still apply (the patient must be opted in to receive marketing or transactional messaging from your practice).
Are taxes included in synced product data?
No. Tax information is not mapped during product import or sync.
What happens if a Shopify order is refunded or cancelled?
The order status in Aesthetix CRM will sync as Cancelled. Partial refunds are reflected at the order level, not as separate transactions, because each Shopify order produces only one transaction record in Aesthetix CRM.
Can I connect more than one Shopify store to one account?
The integration supports one Shopify store per Aesthetix CRM account. If you operate multiple Shopify stores, contact our support team to discuss the best configuration for your setup.
