This is a guide for setting up the import of Sales orders from HubSpot to Katana via Integromat. The workflow will also import customers and products in case they are missing from Katana. You can use a similar approach for importing sales orders to Katana from other apps available on Integromat. Contact us if you need any help.

If you want to learn more about Integromat, check our Integromat integration overview.

Note: Setting up the workflow based on the Integromat template takes less than 15 minutes. Most of the configurations are already prefilled, you just need to connect your accounts. The walkthrough in this article is lengthy because it is meant to give you further context in case you want to adjust it or troubleshoot problems.

To start importing Sales orders from HubSpot to Katana:

1. Open the Integromat template. Of course, you can always expand and customize the scenario to meet your own individual needs.

2. Create a new scenario from the template. You will be walked through all the necessary steps.

3. The first step will automatically pop up after creating the scenario. Set up the trigger for the workflow:

- Add a new connection and follow these instructions to connect your HubSpot account.

- Select the maximum number of orders that will be imported with every 15-minute iteration. The default limit is 10.

- Select Deals as the object to search when triggering the workflow.

- Select the properties that you want to pull from HubSpot for deals. All of the selected properties cannot be imported to Katana, but they can be used for configuring the import. Properties that are needed for the import are selected by default:

  • Date entered 'Closed Won (Sales Pipeline).'

  • Deal ID

  • Deal Name

  • Deal Stage

  • Deal Type

  • Is closed Won

  • Is Deal Closed?

- Select Updated (Modified) to start the import when a deal has been updated. In this example, we are importing the deals that have been updated to Closed Won status. You can also import the deals as soon as they are created, but such deals are at the beginning of the sales process and are likely to change.

- Select Properties to filter the workflow to trigger when a particular property has been updated.

- Limit the import to deals that have been updated to Closed Won status. The default filter is already filled for you (Is Closed Won equals true). You can customize the import here to a different sales pipeline stage, depending on your workflow.

- Click Continue, and the next step will pop up.

4. Configure the start of the integration. Select Choose manually and pick a recent HubSpot order to test the workflow with one order first and automate it for every new order. You can also use other options to import historic orders.

5. Get the contact information for the deal. First, search for the contact ID related to the deal:

- Select your HubSpot account.

- Select ID from HubSpot CRM - Watch CRM Objects module to search by Deal ID.

- Select Deal to Contact to search for contacts that are related to the deal.

6. Next, we're going to use that contact ID to get extra properties of the contact:

- Select your HubSpot account.

- Select Contact as Record Type for which we're getting extra properties.

- Select By ID as Search Type to search by contact ID that we got from the previous step.

- Map Associated Object ID from Hubspot CRM - List Associations for a CRM Object module. This is the contact ID that is associated with the deal.

7. Find a matching customer in Katana. Select or add your Katana account and map Properties: Email from HubSpot CRM - Get a Record module (this is the step where we got extra properties of contact) to search by email.

8. If a matching customer is not found in Katana, a new one will be created. For that, we're going to add a filter that makes sure a new customer is only added when a match was not found. Map Customer ID from Katana - List Customers module and Does not exist as the condition.

9. Configure how new customers will be created in Katana:

- Select your Katana account.

- Map Properties: First Name and Properties: Last Name (with a space between them) from HubSpot CRM - Get a Record module (this is the step where we got extra contact properties) as a customer Name.

- Map Properties: Email from HubSpot CRM - Get a Record module as customer Email.

- Map Properties: Phone Number from HubSpot CRM - Get a Record module as customer Phone.

- You can map other additional fields into the comment section in Katana.

10. Save the customer info to a variable. Set New Katana Customer ID as Variable name and Customer ID from Katana - Create a Customer module as Variable value.

11. Back to the main path. Get the default sales tax rate from Katana that will be used when creating sales orders. This means that all orders will be imported with the same tax rate. If you want to customize the tax rate, you can edit the workflow after completing the initial set-up of the template:

- Select your Katana account.

- Select Yes for Is default Sales to get the default rate that is used for sales. If you select No or Not defined, a random non-default tax rate will be used.

12. After finding a matching customer from Katana (or creating a new one), we need extra information about the deal line items. First, search for the Line Item IDs related to the deal:

- Select your HubSpot account.

- Select ID from HubSpot CRM - Watch CRM Objects module to search by Deal ID.

- Select Deal to Line Item to search for line items that are related to the deal.

13. Next, we're going to use each Line Item ID to get extra properties of the line item:

- Select your HubSpot account.

- Select Line Items as Object Type to Search for which we're getting extra properties.

- Select Properties as the Filter By to search for line items by their properties.

- The default filter is already filled for you (Object ID equals Associated Object ID).

14. Find a matching product variant in Katana by SKU. Select your Katana account and map Properties: SKU from HubSpot CRM - Search for CRM Objects module (this is the previous step where we searched for properties of the line item).

15. If a matching product variant is not found in Katana, a new product with a single variant will be created. For that, we're going to add a filter that makes sure a new product is added only when a match was not found:

- Select Variant ID from Katana - List Variants module and Does not exist as the first condition.

- Select Type from Katana - List Variants module, Not equal to and product as the second condition. This is needed because only product variants (not material variants) can be added to a sales order.

16. Configure how new products will be created in Katana:

- Select your Katana account.

- Map Properties: Name from HubSpot CRM - Search for CRM Objects module (this is the step where we searched for properties of the line item) as Name of the product.

- Map Properties: SKU and Properties: Unit price from HubSpot CRM - Search for CRM Objects module as SKU and default Sales Price of the Variant.

17. Save the product variant info to a variable. Set New Katana Product Variant ID as Variable name and Variants[1]: Variant ID from Katana - Create a Product module as Variable value.

18. Back to the main path again. Get the product variant info from the variable that was saved in the previous step. This is needed because product creation might not happen at every import and is done in a separate path from the main one. Set New Katana Product Variant ID as the searchable Variable name.

19. Combine the line items back together into sales order rows that fit Katana sales order:

- Select HubSpot CRM - List Associations for a CRM Object as Source Module.

- Select Sales Order Rows as Target structure type. This means that the workflow is going to analyze which fields are necessary for Katana and create a mapping for them.

- Map Properties: Quantity from HubSpot CRM - Search for CRM Objects module as Sales Order Row Quantity.

- Use a formula to determine if the matched or newly created product variant is used to map the Variant ID.

- Map Properties: Unit price from the HubSpot CRM - Search for CRM Objects module as Sales Order Row Price per Unit.

- Map Tax Rate ID from Katana - List Tax Rates module as the Tax Rate ID used for Sales Order Rows.

20. Get the customer info from the variable that was saved earlier. This is needed because customer creation might not happen at every import and is done in a separate path from the main one. Set New Katana Customer ID as the searchable Variable name.

21. Configure how the Sales Orders are imported into Katana:

- Select your Katana account.

- Map ID from HubSpot CRM - Watch CRM Objects module as Order Number. It's recommended to add the prefix "HS-.." to all HubSpot orders so that it would be easier to identify them in Katana.

- Use a formula to determine if the matched or newly created customer is used to map the Customer ID.

- Map Array[] from Array Aggregator module as Sales Order Rows.

- Map Properties: Date entered 'Closed Won (Sales Pipeline)' from HubSpot CRM - Watch CRM Objects module as Order Created Date. You can also choose to map Delivery Date from HubSpot if you don't want to use Katana default.

- Select the Katana location where to import orders to. You can select to import all orders to the same location or create a formula that maps each order into a separate location.

- If you want to import any other custom information, map that to the Additional Info field.

22. Your workflow is ready! Run once to make sure that everything works.

23. Schedule the workflow to run at an interval of your choosing. HubSpot does not support real-time data flow.

Your scenario for importing Sales orders from HubSpot to Katana is now ready!

It's possible to customize the workflow to your needs. Contact us for more details if you need help.

Did this answer your question?