Moving from your own warehouse to a 3PL: a complete guide for online retailers

More orders, more items and more returns have to be handled in the same space by the same people. What used to fit between other tasks suddenly becomes business-critical. Item data, stock balances, ways of working, integrations and responsibilities need to be clear before operations start. Here is how to assess the need and make the switch step by step.

What moving to a 3PL means

An external partner takes over all or part of the warehouse and order flow – usually receiving, storage, picking, packing, dispatch and returns. You still own the goods and the customer relationship, while the 3PL runs operational logistics according to agreed routines.

The cost picture changes too: instead of carrying premises, equipment, systems and staff yourself, you buy defined logistics services. Cost follows the space and activities actually used more closely, although every agreement should be compared on total cost. See 3PL pricing.

When 3PL suits a growing online store

There is no universal order volume. Product size, order lines, seasonal variation and special packing requirements matter just as much. The decision often becomes relevant when several of these signals recur:

• warehouse work takes time from sales, purchasing and customer development
• order volume varies strongly between normal days, campaigns and high season
• your premises are becoming too small or require a new long lease
• mis-picks, late deliveries or uncertain stock levels are increasing
• the business becomes vulnerable when a key person is away
• new markets or more sales channels raise the demands on systems

Smaller retailers can benefit too if complexity is high or the founders want to spend their time on growth. Calculate the whole current situation, not just warehouse rent against a quote.

Benefits of moving to a 3PL

• More focus on the core business – your organisation focuses on range, marketing, sales and customers, with no warehouse staff to recruit and supervise.
• More flexible capacity – especially valuable for launches, Black Friday, Christmas and other periods your own warehouse would otherwise have to be sized for.
• Better systems and traceability – at Karlholm Logistics warehouse events are scanned and you can follow stock and deliveries in Ongoing WMS, instead of separate lists and manual handovers.
• Access to established warehouse processes and equipment, scalable space, clear responsibility for pick, pack and dispatch, the option to combine B2C, B2B and returns flows, and less capital tied up in your own infrastructure.

How to move, step by step

1. Map the current situation. Number of items, warehouse space, pallet positions, orders per day, lines per order, returns, packaging and seasonal peaks – plus special tasks such as serial numbers, batches, gift packing, labelling or B2B documentation. Representative data gives a more relevant quote and a better operating plan.
2. Define goals and responsibilities. What should the move improve – shorter handling time, more consistent quality, lower total cost or the ability to scale? Then assign responsibility for item data, purchase orders, customer service, transport booking, deviations and returns decisions.
3. Prepare the item register and integration. Remove duplicates; check SKUs, barcodes, dimensions, weights and stock balances. Test how orders, items, stock and delivery status should flow between your webshop and the WMS. A clear test plan is cheaper than troubleshooting after go-live. See onboarding.
4. Plan the physical move and any order stop. Decide which goods move first, how they are labelled and when an order stop may be needed. Count the stock before it leaves and after it arrives at the 3PL; document and resolve deviations before normal operations.
5. Run a pilot before full volume. Test a limited number of orders with different product types and shipping methods. Check picking, packing, labels, tracking data and reporting back to the webshop, then ramp up.
6. Follow up the first weeks. Keep close contact and follow a few relevant KPIs: receiving time, order handling, stock differences, mis-picks and returns lead time. The aim is to spot patterns quickly and adjust routines – not to collect reports nobody uses.

Checklist before the move

• Are item data, barcodes, dimensions and weights quality-assured?
• Is there an agreed stock balance and a plan for stocktaking during the move?
• Are all order and returns flows documented, including exceptions?
• Has the integration been tested with realistic orders?
• Do both parties know who decides on damage, shortages and late deliveries?
• Are packaging, brand requirements and shipping services defined?
• Is there a communication plan for customer service and end customers?

Moving from another 3PL rather than your own warehouse? See switching 3PL provider.

A 3PL near the E4

Karlholm Logistics is in Karlholmsbruk near the E4, with good reach towards Tierp, Gävle, Östhammar, Uppsala and Stockholm – a good base for receiving and distribution in Sweden. Our premises are clean, heated and camera-monitored, and the setup can be adapted for both ecommerce and B2B. Together with personal contact, Ongoing WMS gives a stable foundation when logistics moves from your own business to an external partner.