Find Closed Won deals
Every 3 minutes, the flow checks HubSpot for updated deals, up to 10 per run, and keeps only those marked Closed Won.
About this template
What This Workflow Does
Production teams often start work without the special instructions buried in the sales rep's emails and notes. This template checks HubSpot every 3 minutes for updated deals (up to 10 per run), and for each Closed Won deal it summarizes the deal's emails and notes with AI, adds the summary to the Epicor Kinetic sales order comments and emails it to the production team through Gmail.
Key benefits
- Handover on Closed Won — Only deals marked Closed Won start the handover.
- Emails and notes condensed — AI pulls out instructions, customizations, agreed dates, delivery needs and risks.
- Instructions on the ERP order — The summary is saved in the Epicor Kinetic sales order comments.
- Production alerted by email — Gmail sends the summary with the key order details.
Inside the flow
How the template works
Every 3 minutes, the flow pulls up to 10 updated HubSpot deals and keeps only Closed Won ones. It aggregates each deal's emails and notes, has AI write a production summary, adds it to the matching Epicor Kinetic sales order comments and emails the production team through Gmail.
Collect deal emails
Emails linked to the deal are retrieved with subject, content, direction and timestamp, and combined into one history.
Collect deal notes
Notes linked to the deal are retrieved with their content and timestamps and added to the same history.
Write the production summary
An AI step summarizes special instructions, customizations, agreed dates, packaging or delivery requirements and open risks. It avoids assumptions and leaves out commercial and personal details.
Update the Epicor Kinetic order
The flow finds the sales order by the HubSpot deal reference and adds the summary to the order comments.
Email the production team
Gmail sends the configured recipient the deal name, Epicor Kinetic order number, customer, order total, currency, shipping method and summary.
Business Benefits
What changes when Closed Won deals reach production with a summary attached
01
Production starts with the full picture
Customizations, agreed dates and delivery requests from the deal reach production before scheduling, not after a mistake.
02
Instructions stay with the order
The summary sits in the Epicor Kinetic order comments, so anyone opening the order sees the customer's requirements.
03
Fewer assumptions on the shop floor
The summary draws only on documented emails and notes and calls out open risks, reducing guesswork during order preparation.
04
Sales and production work from the same record
HubSpot deal history, the Epicor Kinetic order and the handover email all carry the same information.
05
Less handover admin for sales
Collecting emails and notes, writing the summary, updating the order and notifying production all run without manual work.
01
Production starts with the full picture
Customizations, agreed dates and delivery requests from the deal reach production before scheduling, not after a mistake.
02
Instructions stay with the order
The summary sits in the Epicor Kinetic order comments, so anyone opening the order sees the customer's requirements.
03
Fewer assumptions on the shop floor
The summary draws only on documented emails and notes and calls out open risks, reducing guesswork during order preparation.
04
Sales and production work from the same record
HubSpot deal history, the Epicor Kinetic order and the handover email all carry the same information.
05
Less handover admin for sales
Collecting emails and notes, writing the summary, updating the order and notifying production all run without manual work.
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Customize the flow
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Questions & answers
Frequently asked questions
Everything you need to know about this template before you deploy it.
How does HubSpot to Epicor Kinetic production handover work?
Every 3 minutes, appse ai checks HubSpot for updated deals and keeps the Closed Won ones. AI summarizes each deal's emails and notes, the summary is added to the Epicor Kinetic sales order comments, and Gmail emails it to the production team.
How often does it check HubSpot?
What does the AI summary include?
How is the Epicor Kinetic order found?
What needs to be in place before it runs?
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Sankar Thiagasamudram
Founder and CEO
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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