Automatically Convert Shopify Draft Orders to HubSpot Deals

When a draft order is created in Shopify (manually by staff or via apps), this trigger activates the workflow and captures draft order details including {{shopify.id}}, {{shopify.name}}, {{shopify.email}}, {{shopify.total_price}}, {{shopify.customer.first_name}}, and {{shopify.customer.last_name}}. The workflow runs for every new draft order created in your store.

This step creates a HubSpot deal with properties mapped from the draft order. The deal name is formatted as "{{shopify.customer.first_name}} {{shopify.customer.last_name}} {{shopify.name}} Deal {{shopify.email}} {{shopify.id}}" which creates a unique, descriptive name like "John Smith #D1001 Deal [email protected] 12345". The amount is set to {{shopify.total_price}} (the draft order total). You must configure two fields during setup: (1) Pipeline—select which HubSpot sales pipeline this deal should appear in (find your pipeline names in HubSpot Settings > Objects > Deals > Pipelines), and (2) Deal Stage—select which stage within that pipeline the deal should start in (like "Quote Sent" or "Negotiation"). The created deal ID is stored as {{hubspot.id}} for use in later association steps.

This step searches HubSpot's contacts using the email address from {{shopify.email}}, limiting results to 1 contact. The search uses HubSpot's filter syntax with propertyName "email", operator "EQ" (equals), and the draft order's email as the value. Results are returned as {{hubspot_1.results[]}}. If a contact with this email exists, {{hubspot_1.results[0].id}} will contain their contact ID. If no match is found, the results array will be empty.

This conditional path executes when {{hubspot_1.results[]}} is not empty, meaning a matching contact was found in the search. The workflow evaluates this condition and proceeds to associate the deal with the existing contact using their contact ID. If this condition is true, the workflow skips contact creation and uses the found contact.

This step creates an association between the existing contact ({{hubspot_1.results[0].id}}) and the new deal ({{hubspot.id}}) using HubSpot's association API. The toObjectType is "deals", toObjectId is the deal ID, and associationType is "4" which represents the standard contact-to-deal relationship in HubSpot. After this step, the deal appears in the contact's record and the contact appears as associated with the deal.

This conditional path executes when {{hubspot_1.results[]}} is empty, meaning no matching contact was found in the search. The workflow evaluates this condition and proceeds to create a new contact with the draft order's customer information. If this condition is true, the workflow creates rather than associates.

This step creates a new HubSpot contact using {{shopify.email}} as the email, {{shopify.customer.first_name}} as firstname, and {{shopify.customer.last_name}} as lastname. The newly created contact ID is stored as {{hubspot_3.id}} for use in the association step. HubSpot uses email as the unique identifier for contacts, so future searches will find this contact.

This step creates an association between the newly created contact ({{hubspot_3.id}}) and the deal ({{hubspot.id}}) using the same association structure as Path 1. After this step, the new contact and deal are properly linked in HubSpot's CRM.