How to create a sales order workflow that syncs with CRM

Build a CRM-ready sales order workflow

In this guide, you’ll create a Sales Order Form that automatically feeds into a CRM or a CRM-style dashboard inside Formaloo. You’ll use logic, admin-only fields, and organized views to track each order from New → Processing → Fulfilled, all while keeping customer and order data synced in one place.

📘 Learn more: Create your first form, app, or portal in a flash

Why this helps

• Streamlines order intake for sales teams, no more spreadsheet uploads or manual data entry.
• Ensures every order enters your CRM automatically using built-in tables, dashboards, or API/webhook syncs.
• Adds instant clarity with statuses, internal notes, and assignment fields visible only to your team.
• Supports product catalogs, quote totals, and automated confirmation emails.
• Works for teams that manage sales pipelines, invoicing, product orders, or onboarding requests.

📘 Learn more: Build personalized and time-saving flows with logic and automation

Step 1 – Create your sales order form

You can start from scratch or use a template from our Template Gallery (e.g., Sales CRM template).
Or use Magic Create, try:
“Sales order form with customer info, product selection, quantity, price totals, and internal status fields.”

Add these core fields:

• Customer full name
• Email & phone number
• Product selection (single-choice or multi-choice)
• Quantity fields
• Shipping address
• Notes or custom requests
• Admin-only fields (for CRM sync):
  • Order status (New / Processing / Fulfilled)
  • Assigned sales rep
  • Internal notes

💡 Tip: Use multi-step pages (Customer info → Order details → Summary) to reduce drop-offs.
📘 Learn more: Form editor and field types

Step 2 – Add logic to automate order routing

Use On Submit logic to trigger CRM actions or internal notifications.

Examples:

• If product category = “Enterprise” → Assign to senior sales rep
• If order total > X → Send Slack alert
• Always send customer confirmation email
• Create different ending pages (e.g., "Thank you", "Your rep will contact you", etc.)

Automation checklist:

1. Go to Settings → Advanced Logic → On Submit
2. Add rules based on product, quantity, or customer type
3. Trigger email notifications for both customer and sales team
4. Optionally push data to external CRMs using webhooks

📘 Learn more: What is “On Submit” logic and how it works

💡 Tip: Assign orders automatically to sales reps using “Assign submission to…” in logic.

Step 3 – Create CRM-style internal fields & views

Use admin-only fields to manage order processing inside your CRM.

Add:

• Order status (dropdown)
• Internal notes
• Assigned team member
• Payment received? (yes/no)
• Expected delivery date

Then build internal views:

• Kanban: group by Order Status
• Table: filter by sales rep
• Charts: visualize revenue, product demand, or category volume
• Galleries: show product images connected to orders

📘 Learn more: Customize your form/app layout and design

💡 Tip: Duplicate tables and filter them for each stage (New Orders, Processing, Completed).

Step 4 – Sync with your external CRM (optional)

If you're using HubSpot, Salesforce, Pipedrive, or another CRM, you can:

• Send orders via webhooks (recommended for real-time syncing)
• Push updates using the On Update logic when status changes
• Pass customer info as parameters into CRM tracking URLs

📘 Learn more: How Formaloo webhook works

Step 5 – Add your workflow to a sales portal

Turn your workflow into a Sales Operations Portal where your team can:

• View all orders
• Update order status
• Assign to reps
• Access customer history
• Edit CRM entries with permissions applied

Steps:

1. Open your app
2. Enable Edit mode
3. Add pages for each pipeline stage
4. Add tables, kanban boards, and charts
5. Set user roles (Sales Rep, Sales Manager, Viewer)

📘 Learn more: How to create a portal and manage users' access

💡 Tip: For teams, create a dedicated “My Orders” page filtered by assigned user.

Pro tips

💡 Pro Tip 1: Add an AI Smart Content block to generate a personalized order summary for customers.

💡 Pro Tip 2: Use variables to calculate order totals automatically (quantity × price).
📘 Learn more: How to calculate an estimated quote price

Real-world example

A growing e-commerce brand used this workflow to replace email-based ordering.
By adding automated assignment, internal order statuses, and CRM-linked webhooks, they reduced order processing time from 48 hours to under 4 hours while giving sales managers a real-time dashboard of revenue and product performance.

📈 See more examples: Formaloo use cases

FAQ

1. Can I calculate totals or taxes inside the sales order form?

Yes, use variable fields and logic to calculate totals automatically.
❓ Learn more: How to calculate an estimated quote price

2. Can I restrict who can update order status?

Yes, manage this through portal user roles and permissions.
🔒 Learn more: How to add user roles on your portal

3. Can customers receive an order confirmation email automatically?

Yes, set up an On Submit email rule.
❓ Learn more: How to send and receive email notifications

5. Can I embed the order form inside a sales portal?

Yes, embed it directly on a page in Edit Mode.
❓ Learn more: Customize your form/app layout and design

Final summary

You’ve now built a complete sales order workflow that captures orders, routes them automatically, and syncs them into CRM-ready views. Continue expanding your workflow by adding dashboards, customer portals, or automated follow-ups to streamline the entire sales process.

Last updated November 2025

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