This is a guide for setting up the import of Sales orders from Pipedrive to Katana via Zapier.
You can trigger the import of Sales orders from Pipedrive to Katana based on various events or activities happening in Pipedrive, for example, when the deal in Pipedrive reaches a certain stage or status, or when a certain activity is completed in Pipedrive. In many cases, this requires setting up a relevant filter in Pipedrive. More details in the detailed workflow below.
If you want to learn more about Zapier, check our Zapier integration overview.
Importing Sales orders from Pipedrive to Katana
To start the process, create a new Zap and enter a name for the Zap in Zapier. Then follow the steps below.
1. Choose a trigger:
Find and select "Pipedrive".
Select a Trigger event: "Deal Matching Filter". This will start the Zap every time a deal matches the custom filter set up in Pipedrive. Alternatively, if you want to import deals that reach a certain stage, you can also choose “Updated Deal Stage” which also allows you to configure the import at a certain stage.
Open a separate tab and create a custom filter in Pipedrive. In this example, we are importing orders to Katana when the deal status is changed to “Won” in Pipedrive, but Pipedrive filters are flexible so you could also filter on stage or completed activities.
Switch back to your Zapier setup tab, choose your Pipedrive account and log in.
Choose the filter that you created in Pipedrive.
You can then test the trigger and continue.
2. Create an action to find or create a customer in Katana:
Find and select "Katana".
Select an Action Event: we recommend selecting "Find customer" as the first action. This will enable you to match customers in Pipedrive to your customers in Katana and avoid creating duplicates.
Choose your Katana account and log in.
Select a “Search By” field. This is a field in Katana that is used for matching to the customer from the order. This is typically a unique identifier for the customer and we are going to use the e-mail address in this case.
Select a Search Term. We are going to select "Person ID Email" from Pipedrive in this case.
If you wish to create new customers in Katana if a matching e-mail does not already exist, enable "Create Katana MRP Customer if it doesn't exist yet". Then map the fields from Pipedrive to respective fields in Katana.
You can now test the action and continue.
3. Create an action to create a sales order in Katana:
Click on the "+" button at the end of your workflow.
Find and select "Katana".
Select an Action Event: "Create Sales Order".
Choose your Katana account and log in.
To fill the “Customer ID”, go to "Custom", then “2. Find or Create Customer in Katana MRP” and select "ID" from the Katana section.
Important! Zapier expects Katana Customer ID to be inserted here. Katana ID was matched or created in the previous step “Find or Create Customer”.
As an Order Number, choose an appropriate identifier from Pipedrive fields. We recommend using “ID” paired with the keyword “PD-“. This will generate orders “PD-1”, ”PD-2”, etc., which will help you to easily identify Pipedrive orders in Katana.
Choose a Katana Location to which you wish to send all sales orders from Pipedrive with this Zap. Clicking on the Location field will display the list of all existing Locations on your chosen Katana account.
Choose a “Created Date”. Choose a field from Pipedrive which indicates the creation date of the sales order - "Won Time”, “State Change Time”, “Add Time” or other time that fits your workflow.
Choose a “Delivery Date”. There is no appropriate field available in Pipedrive. You can leave it empty and let Katana calculate it based on your default delivery settings or create your own calculation based on “Created Date”.
Choose the “Products Product Code”, “Products Quantity”, and “Products Item Price” columns from Pipedrive to respective fields in Zapier.
Important! The Variant SKU for an item on a Sales Order line must already exist in Katana. If the Variant SKU does not yet exist in Katana, then the sales order (line) will not be imported to Katana. New items cannot be created in Katana via Zapier.
Choose a Tax Rate ID. You cannot map a Tax Rate from Pipedrive to a Tax rate in Katana at a sales order or sales order line item level. All sales orders and line items will be assigned the same chosen tax rate (from the list that includes all existing tax rates in Katana).
Continue and test the action.
Your Zap for importing Sales orders from Pipedrive to Katana is now ready for turning on!