Polyphase WMS: who it’s for, what it costs, what it does

Last checked against the product: 16 October 2026.

In one paragraph

Polyphase WMS is a warehouse management system for small ecommerce businesses, mainly Shopify sellers, that run their own warehouse with a team of up to five people. Orders arrive from Shopify by themselves, the team picks and packs them by scanning barcodes, completed orders are marked fulfilled in Shopify, and stock levels are sent back to the store in real time. It is made by Polyphase Software Systems, an Australian company on the Gold Coast, Queensland. It costs $99 AUD a month (Basic) or $199 AUD a month (Pro), plus a one-time $149 AUD setup fee, with a 14-day free trial on the subscription.

Key facts

Product	Polyphase WMS (warehouse management system)
Made by	Polyphase Software Systems, Gold Coast, Queensland, Australia (founded 2024)
Best for	Shopify sellers who pack their own orders and have outgrown spreadsheets, with 1 to 5 people in the warehouse
Shopify	Two-way sync in real time: orders, stock and customers. Fulfilments go back to Shopify as soon as an order is completed.
Other stores	No live connection to other platforms. Orders can be imported from a CSV or Excel file, or entered by hand.
Price	Basic $99 AUD a month. Pro $199 AUD a month. One-time $149 AUD setup fee at sign-up. Prices are in Australian dollars.
Free trial	14 days on the monthly subscription. The setup fee is charged at sign-up either way.
Users	Up to 5 on either plan. More by arrangement.
Orders and products	No limit on orders or SKUs
Contract	None. Cancel any time and export your data.
Hardware	Runs in a web browser on a computer, tablet or phone. Scanning needs a barcode scanner: any USB or Bluetooth scanner, a phone with a scanner attached, or a handheld with one built in.
Your data	Every customer company has its own separate database
Sign-up	Self-service. The company’s database is set up automatically.
Support	support@polyphasesystems.com, 9am to 5pm Brisbane time. Paid onboarding (layout setup, data migration, team training) is available.

Who it suits, and who it doesn’t

A good fit

• You sell on Shopify and pick and pack your own orders.
• Stock counts in Shopify are wrong often enough to cause overselling.
• More than one person picks, and you need to know who did what.
• You want barcode-checked picking and packing without a months-long rollout.

Probably not a fit

• You use a 3PL to store and ship your stock. They run the warehouse software, not you.
• You are a 3PL and need to bill your own clients. Polyphase WMS doesn’t do client billing.
• You make products and need work orders or work-in-progress tracking. There is no manufacturing module.
• You need more than about five warehouse users, rostering or labour targets.
• You want to print carrier labels and compare freight rates inside the WMS. It doesn’t do that; keep using your shipping app for labels.
• You sell mainly through a store other than Shopify and need a live connection to it.

What it does on every plan (Basic)

• Shopify sync: orders, stock and customers in both directions, in real time.
• Picking and packing by barcode scan: allocation, pick, pack, ship, and handling of problem items.
• Pack station checks: scan every item, choose the packaging, and compare the scale weight with the expected weight.
• Short picks: flag a short at the bin and the order is allocated again from elsewhere, held, or backordered.
• Box suggestions from product dimensions, and pick paths that follow a walking order.
• Stock holds: quarantine, damaged and QC hold, kept out of allocation and out of the stock sent to Shopify.
• Pack sizes: inner, case and pallet barcodes that count a whole pack in one scan.
• Storage rules: hazardous goods classes, items that must not be stored together, temperature, weight and size limits.
• Transfers between locations, with request, approval, in transit and received steps.
• Replenishment of pick faces, and tracking of components and consumables.
• Kits and bundles broken into components at pick time, with Shopify told how many kits can be built.
• Returns with approval, a PDF authorisation letter with a return barcode, a real refund through Shopify, and restocking.
• Roles and permissions, two-step sign-in and a full audit trail.
• Import of stock, orders, customers and locations from CSV or Excel.

What Pro adds ($199 AUD a month)

• Purchase orders and receiving, and advance shipping notices with discrepancy reports to suppliers.
• Cross-docking: received goods go straight to waiting orders.
• Lot, batch and serial number tracking.
• Cycle counting.
• Reorder point and safety stock alerts.
• Slotting recommendations.
• Wave and batch picking across orders.
• A public REST API with self-service API keys.
• Operations tools: process templates, a task queue, workload and capacity tracking, live dashboards, worker productivity figures and warehouse KPIs.

What it does not do

So you aren’t surprised later:

• Demand forecasting.
• Carrier labels, freight booking or rate comparison inside the WMS.
• Billing a 3PL’s own customers.
• Manufacturing: work orders, disassembly or work-in-progress tracking.
• A full quality inspection workflow with sampling plans. Only stock holds and QC hold statuses exist.
• Staff rostering, labour standards, pick-rate targets or incentive pay. Productivity is measured, not ranked.
• Dock appointment scheduling.
• A live connection to stores other than Shopify.

Common questions

Is there a free trial?

Yes, 14 days on the monthly subscription. A one-time $149 AUD setup fee is charged at sign-up whether or not you continue past the trial. You can cancel before the trial ends to avoid the monthly charge.

Does it work outside Australia?

Yes. It runs in a web browser and works with Shopify stores anywhere, and you set your own timezone and currency symbol. Subscriptions are charged in Australian dollars (your card provider converts the amount), and support hours are 9am to 5pm Brisbane time.

Do I need special hardware?

To scan, yes: a barcode scanner. Any USB or Bluetooth scanner that types into the page works, as does a phone with a scanner attachment or a handheld with a built-in scanner. Everything else runs in a web browser.

How long does setup take?

Sign-up and connecting Shopify take minutes. Getting your locations and stock in depends on your warehouse; you can import from a spreadsheet or let the Shopify sync bring products across.

Can I get my data out?

Yes. Your company has its own database, and you can export your data at any time.

Want to see how Polyphase WMS stacks up against spreadsheets, Shopify inventory apps, a 3PL or a big WMS? Read Warehouse software for small Shopify stores: the options compared.