Guide to Connecting Shipping Channels with GTG CRM

In retail and e-commerce businesses, fast and efficient delivery is key to customer satisfaction. However, managing multiple shipping partners, comparing rates, and tracking orders can be very time-consuming. GTG CRM understands this and has integrated with Vietnam's leading express delivery services, allowing you to manage your entire delivery process within a single system.

With the shipping channel connection feature, you can easily link your Viettel Post and Giao Hang Nhanh accounts in just a few minutes, and activate Grab Express – the on-demand intra-city express delivery service – with a single click, no API keys required. Once connected, all actions from creating orders, comparing shipping rates, printing shipping labels, to tracking delivery status can be done directly on GTG CRM, saving you time and optimizing shipping costs. Buyers can also track their orders directly after the driver picks up the package.

Key Features

The shipping channel connection system of GTG CRM supports a full range of features:

- Integration with Vietnam's largest shipping partners: Viettel Post, Giao Hang Nhanh, and Grab Express, catering to all delivery needs from intra-city to inter-provincial.

- Grab Express – On-demand intra-city express delivery: activate with a single click, no API keys needed; the system dispatches drivers based on full addresses (GPS coordinates), automatically checks service areas, and assigns a driver as soon as you click "Ready to ship", supporting both cash-on-delivery (COD) and prepaid payments.

- Connect once through your account with each shipping partner, then use it continuously without re-logging.

- Buyers track orders directly: after the driver picks up the package, customers can view real-time delivery status, estimated time of arrival (ETA), and a timeline of events directly on the order page, with a "Track on Grab" button (driver map) or the carrier's tracking link; the system automatically sends an "Order is being delivered" email with a tracking link.

- Compare shipping rates between partners when creating an order, helping you choose the most cost-effective delivery method.

- Centralized management of all delivery orders from various shipping channels within a single list, making lookup and tracking easy.

- Support for self-shipping with three methods directly on the sales page: courier, store delivery, and pickup.

- Uses the default warehouse as the shipping origin (default-origin) and auto-geocodes the warehouse address, with a preview for admins – accurately calculating distance and delivery zones.

- Negotiable shipping quotes for orders in areas requiring freight negotiation, with an email containing a pay-link for customers to pay this portion of the freight.

- Automatic COD reconciliation when marking as "Delivered", ensuring your cash collection records always match.

- Securely stores login information, protecting your shipping account data to the highest standards.

Guide to Connecting Shipping Channels

Step 1: Access Delivery Order Management

From the GTG CRM homepage, navigate to the left-hand menu. You will find the "Warehouse Management" section with several sub-items.

Click on "Delivery Orders" to open the shipping management interface. Here, if you have any orders currently in the delivery process, the system will display a comprehensive list of those orders along with their current status.

Step 2: Open the Express Delivery Channel Tab

At the top of the delivery order interface, you will find navigation tabs. Click on the "Express Delivery Channel" tab to view the list of shipping partners that GTG CRM supports integration with.

Here, you will see four main options:

Viettel Post - the national postal and courier partner with a nationwide network, particularly strong in remote provinces and rural areas.

Giao Hang Nhanh - a partner specializing in fast intra-city and inter-provincial deliveries, with high processing speeds and competitive prices.

Grab Express - an on-demand intra-city express delivery service that dispatches a driver as soon as you click "Ready to ship". Unlike Viettel Post and Giao Hang Nhanh (which require account login), Grab Express is activated with a single click, no API keys needed. See details in the "Activate Grab Express" section below.

Sales Shipping (Self-delivery) - the option to self-ship when you want your own staff to deliver directly to customers. This section now fully supports: three methods at checkout (COURIER/STORE_DELIVERY/PICKUP), using the default warehouse as the dispatch point, negotiable shipping quotes with pay-link emails, and automatic COD reconciliation upon delivery. See details in the "Setup Self-Shipping" section below.

Step 3: Connect with Viettel Post

If you are using Viettel Post's delivery services, click the "Connect" button next to the Viettel Post logo.

A popup window will appear, asking you to enter your Viettel Post account information. You will need to provide the following details:

The username or phone number you registered with Viettel Post.

The password for your Viettel Post account.

Other authentication details if required by the system, depending on the security configuration of your Viettel Post account.

After filling in all the information, click the "Confirm" or "Connect" button. The system will then authenticate your information with Viettel Post's server. This process usually takes only a few seconds.

Step 4: Connect with Giao Hang Nhanh

Next, to connect with Giao Hang Nhanh, you follow a similar process. Click the "Connect" button next to the Giao Hang Nhanh logo.

The Giao Hang Nhanh login information input window will appear. Note that each shipping partner may require different authentication details:

For Giao Hang Nhanh, you might need to enter an API token or an authentication code instead of a regular username and password.

Some partners require you to obtain an API key from their management page before connecting.

Please have these details ready before proceeding with the connection.

Fill in all the required information and click "Confirm". The system will then verify and establish the connection with Giao Hang Nhanh.

Step 5: Activate Grab Express (Intra-city Express Delivery)

Grab Express is an on-demand intra-city express delivery service – drivers are dispatched immediately upon your readiness, ideal for F&B, fresh flowers, cosmetics, or any intra-city orders needing same-day delivery. Unlike Viettel Post and Giao Hang Nhanh, you do not need to register for API keys or enter account details – GTG CRM is already integrated with Grab; you just need to enable it.

On the Express Delivery Channel tab, find the Grab Express card and click the "Activate" button. Immediately after, Grab Express becomes a delivery option for customers at the checkout step on your storefront.

Here are a few points to note about how Grab Express works:

Driver dispatch based on full address and automatic service area check. Grab determines pickup and delivery points using GPS coordinates from the full address (not province/district/ward codes like postal carriers). The system automatically checks the distance and only displays Grab Express when the order is within the serviceable radius (intra-city express delivery); for orders too far away, customers will not see the Grab option and will choose another carrier – thus avoiding "phantom" quotes for distances a motorcycle cannot cover.

Driver dispatch as soon as you click "Ready to ship". Since Grab dispatches a driver for immediate pickup, Grab orders do not book a driver when the customer places the order, but wait until you confirm the package is ready and click "Ready to ship". Only then will Grab find and dispatch a driver, preventing the driver from arriving when the package is not ready. Grab Express supports both COD and prepaid payments, just like other carriers.

Unified status, real-time updates. Grab orders go through statuses unified with GHN/Viettel Post: finding driver → picked up → in transit → delivered successfully, updated automatically through Grab's tracking integration.

Step 6: Complete and Check Connection

After successfully connecting both channels, you will see the status "Connected" displayed next to each shipping partner. A green icon or a checkmark will indicate that the connection is functioning normally.

From this point onwards, each time you create a new delivery order from GTG CRM, the system will automatically retrieve shipping rates from Viettel Post, Giao Hang Nhanh, and Grab Express (when the order is within Grab's service area) for you to compare and choose. You will no longer need to log into these accounts again.

Please remember to note down or save the account information you used for the connection. This will be useful if you need to log in directly to the shipping partner's website for detailed checks or to perform other advanced operations.

Self-Shipping Setup

If you have your own delivery team or serve within a local radius – F&B, flower shops, neighborhood stores – Self-shipping allows you to proactively sell and deliver using your own resources, while all orders, shipping fees, and delivery statuses are centrally managed on GTG CRM.

For the self-delivery method to appear on the storefront for customers to choose, you must ensure two conditions are met simultaneously: the Self Shipping configuration must be enabled with at least one shipping rate, and the default warehouse must have successfully geocoded coordinates. If either is missing, the self-delivery option will not appear at the customer's checkout.

Step 1: Enable Self Shipping and Configure Shipping Rates

From the left menu, go to Warehouse Management → Delivery Orders, then select the Express Delivery Channel tab. Here you will find three options: Viettel Post, Giao Hang Nhanh, and the Self Shipping card on the right with a CONFIGURE button.

Click CONFIGURE to open the self-delivery settings panel. Turn the Self Shipping toggle to ON, then add shipping rate lines using the add new button.

Each rate line is a shipping fee calculation rule based on the delivery area and cart conditions. When a customer places an order, the system calculates the distance from the warehouse to the customer's address, matches it against each line in order of priority, and applies the first line that meets all conditions. The table below describes the meaning of each field:

Field Description

Name Display name for the customer at checkout, e.g., "Intra-city Delivery" or "2-Hour Express Delivery"

Area Same City (≤ 15km from warehouse), Intra City (≤ 50km), Negotiable (> 50km or undefined), Free Ship

Price Shipping fee; automatically 0 if FREESHIP or NEGOTIABLE is selected

Currency VND or USD

Max Weight Cart exceeding this limit will skip this rate line

Min Value Cart below this value will skip this rate line – used for tiered pricing or free shipping

Toggle Temporarily disable a rate line without deleting it

The priority order between rate lines is adjusted using the up and down arrows within the table. A common use is tiered pricing: place the "Same City 5,000 VND (minimum value 500,000 VND)" line above the "Same City 15,000 VND (minimum value 0 VND)" line. Intra-city customers buying more pay a lower fee, while those buying less pay the regular rate. Similarly, a FREESHIP line with a minimum value will override all other rate lines – regardless of area – when the cart reaches that threshold.

Step 2: Set the Default Warehouse as the Shipping Origin

The system needs to know your warehouse location to calculate the distance to each customer's address and determine the delivery area. Therefore, before Self Shipping can appear on the storefront, you must designate a warehouse as the default shipping origin.

Go to Warehouse Management → Warehouses, click on the warehouse line you want to use to open the edit form.

In the edit form, find the "Set as Default Warehouse (Shop Delivery)" toggle and turn it ON. Next, enter the complete and accurate warehouse address, then click Save. Immediately after saving, the system sends the address to OpenStreetMap to automatically geocode the coordinates. After a few seconds, the form will display "Geocoded at: [time]" along with latitude/longitude coordinates – this confirms that geocoding was successful and you can officially save.

Each workspace can only have one default warehouse at a time. When you enable another warehouse as default, the old one is automatically deselected without manual intervention. If the entered address cannot be geocoded, Self Shipping will not appear for customers until you correct the address.

Step 3: Process Orders for Areas Requiring Freight Negotiation

When a customer places an order from an address beyond 50km from the warehouse, or if the system cannot determine the delivery area, the customer will see a "Contact Shop" message at the shipping method selection step. The order is created with the status "Awaiting Shipping Quote" and no payment is collected – the system is waiting for the admin to confirm a suitable freight cost.

To process this, go to Warehouse Management → Delivery Orders, find orders with the yellow label "Awaiting Shipping Quote" and open them.

Click the Confirm Quote button. A small form will appear for you to enter the negotiated freight cost, a note on the estimated delivery time (e.g., "Delivery within 3-5 days"), and the tracking number if needed (e.g., an Ahamove sharing link). After clicking Confirm, the system saves the shipping fee to the order and sends an email to the customer within approximately 10 seconds. The email includes a payment link for the customer to return to the storefront and complete the shipping fee payment. Once the customer pays, the order status changes to Confirmed and is ready for delivery.

The email is sent in the order's language, Vietnamese or English, depending on the language setting when the customer placed the order. If the customer did not provide an email, the email sending step is skipped without affecting the processing flow. In case you accidentally click Confirm Quote twice on the same confirmed order, the system will recognize and skip the second instance – no duplicate emails are sent, and no extra data is recorded.

Step 4: Mark as Delivered and Automatic COD Reconciliation

When the order has been physically delivered, open the order details and click Mark as Delivered. The order status updates to "Successfully Delivered".

For COD (cash on delivery) orders, as soon as you click this button, the system automatically records the payment status as collected and stamps the time of collection. Your cash collection records match immediately, with no need for manual entry or further reconciliation. If adjustments are needed later, you can still edit the payment status directly from the order details page. Clicking Mark as Delivered a second time on an already recorded order is invalid – the system does not overwrite.

💡 Tip: Declare the weight & dimensions for your products (in Products/Inventory) for accurate shipping fee calculation; if not declared, the system uses a safe default.

Buyers Track Orders Directly

A major advantage for customer experience: after the driver picks up the package, buyers can track their orders directly on the order page of the storefront (/account/orders/... or the guest order tracking page), applicable to all carriers – Grab Express, Giao Hang Nhanh, Viettel Post, and even self-delivered orders.

On the order page, customers will see:

• Real-time delivery status localized (finding driver, picked up, in transit, delivered...) instead of just a tracking number.
• Estimated time of arrival (ETA) and an order event timeline, updated according to the actual progress.
• A "Track on Grab" button that opens Grab's real-time driver map page; for GHN/Viettel Post, it's the carrier's public tracking link. The button only appears when the carrier provides a tracking link (usually after the driver has picked up the package).

In addition, as soon as the order departs (after the driver has picked up the package), GTG CRM automatically sends an "Order is being delivered" email to the customer, with the tracking link as the primary call to action. This email is sent only once per order, in the order's language (Vietnamese or English). If the customer did not provide an email, the email sending step is skipped without affecting the order.

Thanks to this, customers proactively know "where their order is and when it will arrive", significantly reducing the number of calls/messages asking about delivery status to the shop.

Benefits of Using GTG CRM for Delivery Management

Significant time savings by not having to switch between multiple websites of different shipping providers. All operations are centralized in one place.

Optimized shipping costs through automatic comparison of shipping rates among partners. You can always choose the most cost-effective delivery method for each specific order.

Unified management of the entire process from orders, inventory, to deliveries within a single system, reducing errors and increasing operational efficiency.

Real-time tracking of delivery status directly on GTG CRM without needing to access individual shipping partner websites.

Easily scale your business across multiple channels thanks to the system's support for major shipping partners, suitable for both retailers and sellers on various e-commerce platforms.

Important Notes

Before connecting, ensure you have an active account with Viettel Post or Giao Hang Nhanh. If you don't, you need to register directly with them first. Grab Express, however, does not require an account or API key – simply click "Activate" to use it immediately.

The login information you provide to GTG CRM is encrypted and secured to high standards. However, please ensure you do not share this information with others.

Some shipping partners may require two-factor authentication or special API permissions. Follow their instructions to obtain the correct authentication details.

If you change your password on the shipping partner's website, remember to update the connection information on GTG CRM to avoid service interruptions.