Detect New HubSpot Deals
The flow checks HubSpot every three minutes for newly created deals.
About this template
What This Workflow Does
Closed won deals in HubSpot are often rekeyed into Epicor Kinetic by hand, which delays order entry and invites duplicate or mismatched orders. This template checks HubSpot every three minutes for new deals, passes only Closed Won deals with no open Epicor Kinetic order, matches the customer by contact email and products by SKU, then creates the sales order and its lines.
Key benefits
- Closed won only — Only deals marked Closed Won move forward, so orders start at the right sales stage.
- Duplicate check — Epicor Kinetic is searched for an open order tied to the deal before a new one is created.
- Email-based customer match — The email of the deal's associated contact finds the matching Epicor Kinetic customer.
- Lines with quantities — Each deal line item becomes a sales order line with its Epicor Kinetic product and ordered quantity.
Inside the flow
How the template works
Every three minutes the flow picks up new HubSpot deals, keeps the Closed Won ones and skips any deal that already has an open Epicor Kinetic order. It then finds the customer by contact email and the products by SKU, creates the sales order with the HubSpot deal reference, and adds one line per deal line item.
Keep Closed Won Deals
Only deals marked Closed Won continue. All other deals are skipped.
Check for an Existing Order
Epicor Kinetic is searched for an open sales order linked to the deal. If one exists, the deal stops here so no duplicate order is created.
Match the Customer
The flow gets the contacts associated with the deal from HubSpot. It searches Epicor Kinetic by the contact's email address to find the customer.
Match the Products
In parallel, the flow gets the deal's line items and product records from HubSpot. It finds each matching Epicor Kinetic product by SKU.
Create the Order and Lines
The flow creates the sales order for the matched customer and stores the HubSpot deal reference on it. It then adds one line per item with the order number, product, line sequence and ordered quantity.
Business Benefits
Move won deals into Epicor Kinetic as complete sales orders without rekeying.
01
Faster Deal-to-Order Handoff
Won deals are picked up on a three-minute check and turned into orders, which removes the manual handoff between sales and the ERP team.
02
Fewer Duplicate Orders
The open-order check on the deal reference stops the same deal from creating a second sales order.
03
Correct Customer on Every Order
Email-based matching ties each order to the Epicor Kinetic customer linked to the deal's contact.
04
Accurate Order Lines
SKU matching and carried quantities give each order the right products in the right amounts.
05
Less Repetitive Entry
Deal filtering, lookups and order creation run on their own, so teams spend their time on exceptions instead.
01
Faster Deal-to-Order Handoff
Won deals are picked up on a three-minute check and turned into orders, which removes the manual handoff between sales and the ERP team.
02
Fewer Duplicate Orders
The open-order check on the deal reference stops the same deal from creating a second sales order.
03
Correct Customer on Every Order
Email-based matching ties each order to the Epicor Kinetic customer linked to the deal's contact.
04
Accurate Order Lines
SKU matching and carried quantities give each order the right products in the right amounts.
05
Less Repetitive Entry
Deal filtering, lookups and order creation run on their own, so teams spend their time on exceptions instead.
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Questions & answers
Frequently asked questions
Everything you need to know about this template before you deploy it.
How does HubSpot deal to Epicor Kinetic sales order work?
Every three minutes the flow picks up new HubSpot deals and keeps those marked Closed Won. It checks Epicor Kinetic for an open order on the deal, matches the customer by contact email and products by SKU, then creates the sales order and its lines.
What stops the same deal from creating two orders?
How is the Epicor Kinetic customer found?
What happens to each deal line item?
What needs to be in place before it runs?
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Their quick updates and improvements have boosted our productivity, allowing us to focus on making better products. Highly recommend for any manufacturer seeking efficiency.
Hans Engstrom
Operations Manager, Christiana Bikes
appse ai enabled us to automate processes and achieve real-time efficiency with their ready-to-use solution. Their responsive support and customizations were exactly what we needed.
Peter Grueterich
President, Bernardo 1946
Rapidly growing companies, to get to that level of establishment, you need a solution like appse ai to bridge the connections between disparate systems.
Robert Donnelly
CEO and Co-Founder, Nine Line
The platform syncs data between our applications and it simply just works. This saved us a lot of time we used to spend manually synchronizing data from one system to another.
Sankar Thiagasamudram
Founder and CEO
appse ai helped us to manage our inventory and invoices in SAP and WooCommerce. With appse ai our job is much easy as everything is automated and we have better control on our inventory.
Kaywan Pour
Niagara Warenhandels GmbH
appse ai is making our operations easy! They make the customer experience much better. It costs us less human effort to proceed our orders.
Ramez Tacrity
Technical Sales Specialist, Digitech
I was impressed by how easy appse ai is to use and their ability to customize the platform to meet our clients specific requirements.
Vainick Oliveri
Golden Toys
appse ai transformed our business by automating the sync between SAP Business One and WooCommerce. What used to be a time-consuming, manual process is now seamless. We add products in SAP, and everything syncs automatically to the website.
Maher Ataya
Founder, Italparts SRL & Italparts LLC
appse ai helped us to manage our inventory and invoices in SAP and WooCommerce. With appse ai our job is much easy as everything is automated and we have better control on our inventory.
Kaywan Pour
Niagara Warenhandels GmbH
appse ai is making our operations easy! They make the customer experience much better. It costs us less human effort to proceed our orders.
Ramez Tacrity
Technical Sales Specialist, Digitech
I was impressed by how easy appse ai is to use and their ability to customize the platform to meet our clients specific requirements.
Vainick Oliveri
Golden Toys
appse ai transformed our business by automating the sync between SAP Business One and WooCommerce. What used to be a time-consuming, manual process is now seamless. We add products in SAP, and everything syncs automatically to the website.
Maher Ataya
Founder, Italparts SRL & Italparts LLC
appse ai truly helped us transform our business processes. Now with the integration, it has become really smooth, everything just flows better. It really helped our team save time, streamline processes and honestly boost productivity more than we expected.
Jason Mitchell
MD, All Marine Spares
Since we started using appse ai as our middleware, everything has been way smoother. It saved us about 10-20 hours a week, which is huge. The team is super responsive and easy to work with.
Dan Gerber
CEO, Designer Boys
appse ai truly understood our needs and delivered a seamless integration between SAP and Shopify. Their team is highly knowledgeable and capable, ensuring the solution perfectly aligned with our requirements.
Columb McCluskey
Sales Director, Trimwel
appse ai is fantastic, it works really well and is easy to use! Its visual interface makes it simple to see what is happening, and I especially liked the visual mapping of process flows. The teams professionalism also really impressed me.
Richard Grew
Renegade Brewery
appse ai truly helped us transform our business processes. Now with the integration, it has become really smooth, everything just flows better. It really helped our team save time, streamline processes and honestly boost productivity more than we expected.
Jason Mitchell
MD, All Marine Spares
Since we started using appse ai as our middleware, everything has been way smoother. It saved us about 10-20 hours a week, which is huge. The team is super responsive and easy to work with.
Dan Gerber
CEO, Designer Boys
appse ai truly understood our needs and delivered a seamless integration between SAP and Shopify. Their team is highly knowledgeable and capable, ensuring the solution perfectly aligned with our requirements.
Columb McCluskey
Sales Director, Trimwel
appse ai is fantastic, it works really well and is easy to use! Its visual interface makes it simple to see what is happening, and I especially liked the visual mapping of process flows. The teams professionalism also really impressed me.
Richard Grew
Renegade Brewery
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