Switching fulfilment provider: a practical migration checklist
FULFILMENT SCOUT · PRACTICAL GUIDES
A warehouse move needs a controlled handover of stock, orders and responsibility. Agree the cutover plan with both providers before moving inventory, and protect your ability to fulfil orders if receiving takes longer than expected.
Use the checks below to compare what providers will actually do for your business.
Review the exit and receiving requirements
Check notice, final charges, stock release, packing of outbound stock and access to historic records. Ask the new provider for delivery booking rules, labels and receiving requirements. Build a realistic schedule around those constraints rather than announcing a launch date first.
Reconcile the stock you are moving
Export the SKU list and stock balances, identifying damaged, reserved and quarantined units separately. Resolve unexplained differences where possible. Agree how counts will be checked on dispatch and receipt, who investigates discrepancies and whether goods can be released for sale before reconciliation is complete.
Test the connection before the main move
Run a small set of orders through the new workflow. Include cancellation, multi-item, bundle and tracking examples. Check stock updates and customer messages. Document the release criteria for going live and name the person who makes that decision.
Give every order one owner
Choose a cutover time and record which provider fulfils orders received before and after it. Agree how late imports, held orders and address changes are handled. Avoid two active routes that can send the same order to different warehouses. Keep a reconciliation list until all orders from the old operation have a final outcome.
Keep returns and reporting running
Customers may return orders dispatched before the move. Decide which address they should use, who receives those parcels and how the information reaches your team. Retain invoice, stock and shipment records you need, and check outstanding claims and courier adjustments before closing the old arrangement.