First, reconcile the goods with the records
Create an SKU list with product names, variants, units and current quantities. Do not use vague names for different variants. For kits, state whether they are pre-assembled or built from individual products after an order is received. Agree with the new warehouse how inventory will be checked during handover, and do not carry forward old quantities without resolving discrepancies.
Next, provide expected inbound information and storage requirements so the warehouse can prepare to receive the goods. After receiving, confirm which quantities are available and which still need checking before fulfilment begins. This reduces the risk of accepting orders for stock that cannot yet be located.
Keep an internal decision-maker after order processing is handed over
The routine workflow includes confirming orders, picking products, packing them and arranging handover for delivery. Your brand should provide recipient details, SKUs, quantities and packing requirements, and appoint someone who can resolve stock shortages, address issues and cancellations. The warehouse needs to know whom to contact when an instruction is unclear.
When assessing ecommerce fulfilment services in Hong Kong, list which tasks will be handled by the provider and which will stay in-house. For example, the brand may retain responsibility for product and customer-service policies, while the provider carries out dispatch based on agreed instructions. Outsourcing does not mean the brand can stop monitoring inventory and order status.
Prepare a practical handover checklist
- Packaging: Specify packaging materials, fragile-product requirements and gift conditions.
- Inventory: Explain how to identify channel-reserved stock, discontinued products and goods that must not be shipped.
- Delivery: List common destinations and confirm carrier arrangements and enquiry responsibilities.
- Transition: Set the cut-off for orders handled by the old process and the start time for the new process.
If both teams will dispatch orders during the transition, define who handles each order to avoid duplication or omissions. Test a representative set of order scenarios before the handover.
Do not judge suitability by order volume alone
Whether outsourced ecommerce logistics is worthwhile depends on internal space, staffing, packing tasks and fluctuations in demand. A small number of complex orders may still take considerable time. Conversely, a brand with a single product and a stable process may not need to change immediately.
How Kube can help
Kube supports receiving, storage, inventory management, pick and pack, and dispatch arrangements. Discussing your current process and the tasks taking the most time can help clarify the scope of outsourcing.
Divide the transition into four stages
Stage 1: Organise the data. Confirm SKUs, barcodes, product names, variants, carton specifications, current quantities, discontinued items and stock that cannot be shipped.
Stage 2: Transfer the goods. Set the final dispatch time at the old location, the counting method, transport batches and how receiving discrepancies at the new warehouse will be handled. The longer both locations dispatch orders in parallel, the greater the risk of duplicate or missed orders.
Stage 3: Test the workflow. Before go-live, test a normal order, a multi-item order, a cancellation, an address change and a stockout. Shopify merchants should also check order import, inventory and dispatch-status updates. A successful test does not eliminate every exception; it confirms that everyone knows who decides what when one occurs.
Stage 4: Go live. Tell internal teams when the new process takes effect, stop sending new instructions to the old warehouse and keep a list of unfinished orders. During the first few days, check orders and inventory discrepancies daily so you can identify SKU mapping or status-setting issues early.
