This guide explains how to import sales orders (SOs) from Salesforce into Katana using Zapier.

Because Salesforce stores order data across multiple objects, the Zap must pull information from several places:

Order Product → line items
Order → order details
Product → product details
Account → customer details

Katana then groups line items into complete sales orders.

For more background, see our Zapier integration overview

Setting up the Zap

Tip: Save time by using the pre-made template.

Step 1: Create a new Zap

Log in to your Zapier account.
Click Create > Zap.

Step 2: Set up the trigger (Salesforce)

Select Salesforce as the app.
Choose the trigger event: New Record.
- Triggers whenever a new record is created.
Connect your Salesforce account (see Zapier’s Salesforce getting started guide if needed).
Select the object type: Order Product.
- Each line item is an Order Product.
- Zapier runs once per line item, and Katana groups them back into a single SO.
Press Continue and test the trigger.
(Optional) Rename the step to something clear, e.g., Trigger on new Order Product in Salesforce.

Step 3: Gather related Salesforce data

Because order information is spread across multiple objects, add three more Salesforce steps:

a) Find Order

Add an action and select Salesforce.
Choose the event: Find Record.
Press Continue and select object type: Order.
Search By: Order ID.
Map the Order ID from the trigger step.
Test and rename the step to Find Order in Salesforce.

b) Find Product

Add another action and select Salesforce.
Choose the event: Find Record.
Press Continue and select object type: Product.
Search By: Product ID.
Map the Product2 ID from the trigger step.
Test and rename the step to Find Product in Salesforce.

c) Find Account

Add another action and select Salesforce.
Choose the event: Find Record.
Select object type: Account.
Search By: Account ID.
Map the Account ID from the Find Order step.
Test and rename the step to Find Account in Salesforce.

Step 4: Add an action to find or create a customer (Katana)

Add a new action and select Katana.
Choose the event: Find Customer.
- Prevents duplicate customers by matching Salesforce accounts to Katana customers.
Connect your Katana account.
Configure the search:
- Search By: Name (or other unique field).
- Search Term: Select Name from the Salesforce Account (step 3c).
Enable Create Katana Customer if it doesn’t exist yet.
- Map Salesforce fields (name, email, address) to Katana.
Test the action before continuing.

Step 5: 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 4, select Find or Create Customer → ID (Katana’s internal ID).
Customer reference
- Optional text/data field
Order Number
- Use Salesforce Order Number (from step 3a).
- Recommended: prefix with SF- (e.g., SF-00000100).
Location
- Select the Katana location where Salesforce orders should be imported.
Created Date
- Map to a Salesforce field such as Created Date from the Order (step 3a).
Delivery Date
- Not available in Salesforce. Leave blank or calculate from 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 Salesforce; all imported SOs use one chosen Katana rate.

Test the action to confirm.

Step 6: Turn on the Zap

Once tested, turn on your Zap by pressing Publish in the top right. Salesforce orders (via Order Products) will now automatically import into Katana.

Important notes

SKUs: Variant SKUs must already exist in Katana. Missing SKUs prevent lines from importing.
Products: Zapier cannot create new products in Katana.
Tax rates: Cannot be mapped from Salesforce; all imported orders use one chosen Katana tax rate.
Delivery date: Not provided by Salesforce. Must be left blank or calculated.
Multiple steps: Salesforce requires breaking data across 4 objects (Order Product, Order, Product, Account).