Make.com HubSpot CRM Katana ERP Sales Automation Order Fulfillment

Create Katana Sales Orders from Deals in HubSpot CRM

Automatically convert won deals into production-ready sales orders. Sync customer and product data between your CRM and ERP in real-time.

Get This Workflow → Make.com · HubSpot & Katana · Free Template
Diagram showing automation flow from HubSpot deal to Katana sales order creation

What This Workflow Does

For businesses using HubSpot for sales and Katana for manufacturing or inventory management, a critical gap often exists between closing a deal and starting production. Sales teams celebrate a win in HubSpot, but then must manually re-enter all the order details—customer information, products, quantities, and notes—into Katana. This process is slow, prone to errors, and delays fulfillment, leading to frustrated customers and operational bottlenecks.

This automation template solves that problem entirely. It acts as a intelligent bridge between your CRM and your ERP. The moment a deal is marked as "Won" in HubSpot, the workflow springs into action. It fetches all relevant deal data, checks for existing customers and products in Katana, and then creates a precise, ready-to-process sales order. If a customer or product isn't found, it can create them on the fly, ensuring the process is seamless and never gets stuck. This transforms a multi-step, error-prone manual task into a flawless, instantaneous digital handoff.

How It Works

Step 1: Trigger on a Won Deal

The workflow is activated by a webhook or scheduled check from Make.com that monitors your HubSpot pipeline for any deal whose stage changes to "Closed Won." It captures the entire deal record, including associated company/contact details and all line items.

Step 2: Validate and Prepare Customer Data

The automation takes the company or contact from the HubSpot deal and searches for a matching customer in Katana using identifiers like email or company name. If a match is found, it retrieves the Katana customer ID. If not, it uses the HubSpot data to create a new customer record in Katana first, ensuring the sales order has a valid recipient.

Step 3: Process Product Line Items

For each product or service listed on the HubSpot deal, the workflow searches the Katana product catalog. Matching products are added to the order with their correct SKUs and quantities. For new products not yet in Katana, the workflow can be configured to create a placeholder product entry or use a default item, keeping the order moving forward.

Step 4: Create the Sales Order in Katana

With the customer and product data prepared, the workflow assembles and sends a complete sales order to Katana. This includes the customer reference, order date, all line items, prices, and any special notes from the HubSpot deal. Katana receives this as a native sales order, ready for scheduling, picking, or production.

Step 5: Confirm and Log (Optional)

After successful creation, the workflow can log the new Katana sales order number back to the HubSpot deal as a custom property, creating a perfect audit trail. It can also send a notification to your operations team or to a Slack/Teams channel, confirming that a new order has entered the system.

Pro tip: Use HubSpot deal custom properties to pass critical production instructions (e.g., "Rush Order," "Special Packaging") to Katana. Map these properties to the Katana sales order's "notes" or a custom field to give your ops team full context automatically.

Who This Is For

This automation is ideal for product-based businesses, manufacturers, and wholesalers who use HubSpot to manage sales pipelines and Katana to manage production, inventory, and shop floor operations. It's perfect for sales managers tired of manual order handoffs, operations directors seeking to reduce lead times, and business owners wanting to eliminate errors between sales and fulfillment. If your team wastes time copying data from CRM to ERP or if order inaccuracies are causing production delays, this workflow is your solution.

What You'll Need

  1. A Make.com account (free or paid plan).
  2. An active HubSpot CRM account with deals and products set up.
  3. A Katana subscription with API access enabled.
  4. API keys or OAuth connections for both HubSpot and Katana, ready to connect in Make.com.
  5. Basic understanding of your deal stages in HubSpot (specifically which stage means "Won").
  6. Your product SKUs or names should be consistent between HubSpot and Katana for smooth matching.

Quick Setup Guide

  1. Get the Template: Click "Get This Workflow" to copy the template into your Make.com account.
  2. Connect Your Apps: In the Make.com scenario, authorize the HubSpot and Katana modules by logging into your accounts and granting API permissions.
  3. Configure the Trigger: Set the HubSpot module to watch for deals changing to your specific "Closed Won" stage. You may specify a particular pipeline.
  4. Map Data Fields: Review the data mapping between HubSpot deal properties and Katana sales order fields. Adjust as needed for your custom fields (e.g., map HubSpot's "Shipping Notes" to Katana's order comments).
  5. Set Up Error Handling: Decide what should happen if a product isn't found. You can choose to create a new product, use a default, or send an alert.
  6. Test with a Live Deal: Turn on the scenario and change a test deal in HubSpot to "Won." Verify that a sales order appears correctly in Katana.
  7. Go Live: Once testing is successful, activate the scenario. Your automation is now live, processing won deals automatically.

Key Benefits

Eliminate manual data entry and reduce errors by 100%. The workflow transfers data digitally, removing typos, missed items, and misinterpretations that happen when humans re-key information between systems.

Cut order processing time from hours to seconds. What used to be a task for the end of the day or week now happens the moment a deal is won, accelerating your entire fulfillment cycle and improving customer satisfaction.

Ensure perfect synchronization between sales and operations. Your production team in Katana works from the exact, latest information the sales team closed in HubSpot, eliminating confusion and misaligned priorities.

Automatically maintain clean master data. The workflow's ability to create missing customers and products in Katana ensures your databases stay in sync and grow together, improving long-term data integrity.

Gain full visibility and audit trails. By logging the Katana order ID back to HubSpot, you create a closed-loop system where anyone can trace the journey from sales opportunity to production order instantly.

Frequently Asked Questions

Common questions about CRM to ERP automation and integration

Connecting HubSpot to Katana automates the entire order-to-fulfillment process, eliminating manual data entry. When a sales deal is marked as won in HubSpot, the workflow instantly creates a corresponding sales order in Katana, ensuring your manufacturing or inventory team has immediate, accurate information to begin production or shipping.

This reduces errors, speeds up fulfillment cycles, and keeps both sales and operations perfectly aligned without any spreadsheets or double-handling. It turns a sales victory into an actionable production task automatically.

This workflow is designed to handle missing data intelligently. If the customer from the HubSpot deal isn't found in Katana, the automation will create a new customer record using the contact details from HubSpot. Similarly, if a product line item isn't found, it can create a new product entry in Katana.

This ensures the sales order process is never blocked by missing master data, allowing for seamless order creation while maintaining clean, synchronized records across both platforms. You maintain control over the data creation rules.

Automating sales orders from HubSpot to Katana saves significant time and reduces costly errors. It cuts down the order processing time from hours or days to minutes, allowing your team to focus on sales and customer service instead of manual data entry.

It also improves accuracy by eliminating typos or missed information during transfer. This leads to faster fulfillment, happier customers, and a more streamlined operation where sales victories instantly translate into actionable production tasks.

  • Frees up sales ops/admin time for higher-value work.
  • Reduces order fulfillment lead time dramatically.
  • Improves data accuracy and reporting consistency.

Yes, this automation template is highly customizable. You can map specific HubSpot deal properties—like deal name, amount, close date, and custom fields—to corresponding fields in the Katana sales order. You can also control which line items are included, set default values, and add conditional logic.

For example, you might only create orders for deals over a certain value or route different product categories to specific warehouses in Katana, tailoring the workflow to your exact business rules and operational needs.

Managing sales (HubSpot) and operations (Katana) separately creates data silos, leading to delays, errors, and miscommunication. Common challenges include sales teams promising delivery dates based on outdated inventory, production teams working from incorrect order specifications, and finance struggling with inconsistent revenue reporting.

Manual transfer of won deals to production orders is slow and error-prone, causing fulfillment bottlenecks and customer dissatisfaction. Automation bridges this gap, creating a single source of truth and a smooth handoff from sale to shipment.

This integration provides a strong foundation for businesses with complex products. While the core template handles standard sales orders, Make.com's powerful modules allow you to build in logic for configurations. You can design workflows that parse detailed product specifications from HubSpot deal notes or custom fields.

For instance, you could break down a configured product into individual components or sub-assemblies in Katana, and even check for material availability before order creation. This ensures even highly customized orders flow accurately from sales quote to production plan.

Absolutely. GrowwStacks specializes in building custom automation solutions that connect HubSpot, Katana, and other tools to fit your unique operational workflow. Our experts can design a system that handles your specific product catalog, pricing rules, approval processes, and reporting needs.

We go beyond basic order creation to automate inventory updates, shipment tracking back to CRM, and customized notifications for your team, creating a fully tailored engine for your sales and operations. Book a free consultation to discuss your requirements.

  • Tailored workflows for your unique business rules.
  • Integration with other apps like shipping or accounting.
  • Ongoing support and optimization.

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