This guide explains how to import sales orders (SOs) from Pipedrive into Katana using Zapier.
You can trigger imports based on various Pipedrive events, such as:
A deal reaching a certain stage (e.g., “Won”)
A deal status change
Completion of a specific activity
Often, this requires creating a custom filter in Pipedrive to ensure only relevant deals are imported.
For more about Zapier, see our Zapier integration overview.
Setting up the Zap
Tip: Save time by using pre-made templates:
Step 1: Create a new Zap
Log in to your Zapier account.
Click Create > Zap.
Step 2: Set up the trigger (Pipedrive)
Select Pipedrive as the app.
Choose a trigger event:
Deal Matching Filter → triggers when a deal matches a filter you define in Pipedrive.
If you want to import deals that reach a certain stage, you can choose Updated Deal Stage
In Pipedrive (open a separate tab/window), create a custom filter for this Zap (if you haven't already).
Example: import deals when the status changes to Won.
Filters can also be based on stage or completed activities.
Switch back to Zapier, connect your Pipedrive account, and log in.
Click Continue and select the filter you created in Pipedrive.
Click Continue again and test the trigger to confirm.
Step 3: Add an action to find or create a customer (Katana)
Add a new action and select Katana.
Choose the event: Find Customer.
Ensures customers are matched instead of duplicated.
Connect your Katana account.
Configure the search:
Search By: Email address.
Search Term: Select Person ID Email from Pipedrive.
(Optional) Enable Create Katana Customer if it doesn’t exist yet.
Map Pipedrive fields (name, email, phone, address) to Katana customer fields.
Test the action before continuing.
Step 4: Add an action to create a sales order (Katana)
Add another action and select Katana.
Choose the event: Create Sales Order.
Configure sales order fields:
Customer ID
From step 3, select Find or Create Customer → ID (Katana’s internal ID).
Customer reference
Optional text/data field
Order Number
Use Pipedrive’s Deal ID.
Recommended: prefix with PD- (e.g., PD-101, PD-102).
Location
Select the Katana location where Pipedrive orders should be imported.
Created Date
Choose a Pipedrive field such as Won Time, State Change Time, or Add Time.
Delivery Date
Not available in Pipedrive.
Leave blank to let Katana calculate, or create your own rule based on Created Date.
Line items (map from sheet columns):
Variant Sku → Variant SKU
Quantity → Quantity
Price Per Unit → Price per unit
Tax rate Id
Choose a Katana Tax Rate ID.
Tax rates cannot be mapped from Pipedrive; all imported orders will use the same selected rate.
Press Continue and Test the action to confirm.
Step 5: Turn on the Zap
Once tested, turn on your Zap. Pipedrive deals that meet your filter conditions will now automatically import as sales orders in Katana.
Important notes
SKUs: Variant SKUs must already exist in Katana. Missing SKUs prevent line items from importing.
Products: Zapier cannot create new products in Katana.
Tax rates: Cannot be mapped from Pipedrive. All imported SOs use one chosen Katana tax rate.
Delivery date: Not provided by Pipedrive; must be left blank or calculated.
Workflow summary
Deal reaches a filter condition in Pipedrive (e.g., status = Won).
Zapier finds or creates the customer in Katana.
Zapier creates a sales order in Katana with mapped details.
Katana manages stock, production, and fulfillment.
Your Pipedrive deals are now seamlessly imported into Katana as sales orders.
Your feedback is invaluable. Let us know your thoughts on this article or anything in Katana you'd like to see improved: [email protected]