Set up workflows in the HubSpot–Katana integration to define how deals and line items are imported as sales orders (SOs), and what data flows between the two systems.
Step 1: Import deals as sales orders
Choose the HubSpot sales pipeline(s) and deal stage(s) that will trigger a deal-to-sales-order import.
When a deal reaches the selected stage, Katana automatically creates a sales order (SO) in a Not shipped state.
Imported SOs use the default sales location defined in Katana.
The deal’s contact or company is imported as a customer in Katana (email addresses are used to avoid duplicates).
Step 2: Configure line item imports
You can control which line items from HubSpot deals are imported to Katana:
Import services – Service-type line items are imported or matched to a Katana service (matched by SKU → Service code).
Import non-inventory line items as services – Non-inventory items are imported as services (matched by SKU).
Import custom line items as products – Custom items create a new inventory item in Katana for each deal line. These are not matched to existing products.
Inventory line items are always matched by SKU → Variant code to avoid duplicates.
Step 3: Sync sales order status back to HubSpot
If enabled, Katana sends SO status updates to HubSpot.
Two new HubSpot deal properties are created:
Katana order statusKatana order link
In HubSpot, add these properties manually to the Deal card view.
Once set up:
When a deal is imported as an SO, its initial status and a link to the SO in Katana are sent back to HubSpot.
As the SO progresses in Katana (e.g., Packed → Delivered), the status automatically updates in HubSpot.
Note: Only SOs that originate from HubSpot deals send status updates back.
Step 4: Sync stock levels from Katana to HubSpot
If enabled, Katana pushes available stock information to HubSpot.
A HubSpot product property called
Available stockis created.Add this property manually inside HubSpot’s Products setup.
When stock levels change in Katana (e.g., purchase order received, manufacturing order completed, stock adjustment), the new values are synced to HubSpot.
Important details:
Katana sends In stock – Committed quantity (not the full in-stock number).
Stock updates apply only to items found on SOs originating from HubSpot deals.
Result
With workflows configured, HubSpot and Katana work together to:
Import deals and line items into Katana as sales orders.
Keep order statuses in sync across platforms.
Push stock availability from Katana back to HubSpot.
This ensures smooth collaboration between your CRM and inventory/production management.
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