How to create a sales order workflow that syncs with CRM

Streamline your sales process from quote to close

In this guide, you’ll build a Sales Order Workflow that lets your sales reps submit orders, automatically routes them for approval, and syncs key data with your CRM.
You’ll use logic, linked forms, and integrations to centralize customer details, pricing, and fulfillment, ensuring your team never misses a step.

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

Step 1: Create your sales order form

Start from your workspace and click + New → Form, or select Sales pipeline template from the gallery.
You can also use Magic Create, try this prompt:

“Sales order form that captures customer info, product details, quantities, and pricing, with CRM sync.”

Add these core fields:

• Sales rep name (prefilled from login)
  
  
• Customer name (Dropdown or Lookup from CRM table)
  
  
• Customer email or ID
  
  
• Product or service ordered
  
  
• Quantity
  
  
• Unit price
  
  
• Total (calculated variable)
  
  
• Order date (auto-filled as today)
  
  
• Status (Pending / Approved / Fulfilled)
  
  

💡 Tip: Use dropdowns or lookups for customer and product lists to maintain CRM consistency.

📘 Learn more: How to create a form
📘 Learn more: Form editor and field types

Step 2: Calculate totals automatically

Add a Variable field to calculate total order value:

@quantity * @unit_price

Then display the total in the form or use it in automated logic for approvals.

📘 Learn more: How to use a variable with a formula

Step 3: Apply logic for automated approvals

Go to Settings → Logic → On submit, and define rules based on total order amount or customer type.

Examples:

• If @total > 10000 → notify sales.manager@company.com for approval
  
  
• If @customer_type = “New” → send to finance@company.com for verification
  
  
• If @total ≤ 10000 → auto-approve order
  
  

📘 Learn more: How to add advanced logic to your form

Step 4: Send notifications to sales and operations teams

Under Settings → Notifications, set up Conditional Email Notifications:

Examples:

• To sales manager: New order submitted over $10,000
  
  
• To operations: Order approved and ready for fulfillment
  
  
• To sales rep: Confirmation of order submission
  
  

💡 Include key details in each email:

Customer: @customer_name
Total: @total
Status: @status

📘 Learn more: How to send and receive conditional email notifications

Step 5: Add order approval fields

Add fields for:

• Reviewer name (auto-filled from login)
  
  
• Approval decision (Approve / Reject / Needs revision)
  
  
• Comments or notes
  
  
• Approved amount (optional)
  
  
• Date of decision
  
  

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Step 6: Sync sales data with your CRM

Integrate your workflow with your CRM (HubSpot, Salesforce, Zoho, or custom CRM) using:

• Google Sheets 2-way sync, then connect Sheets to your CRM
  
  
• Zapier or Make to push order data directly into your CRM database
  
  
• Webhooks or API for custom CRM pipelines
  
  

📘 Learn more: How to set up two-way sync between Formaloo and Google Sheets
📘 Learn more: How to add integrations on Formaloo

Step 7: Automate status updates

Use On update logic to trigger actions when an order is approved or fulfilled.

Examples:

• If @decision = “Approved” → set @status = “Approved” and send confirmation email to customer.
  
  
• If @decision = “Rejected” → set @status = “Rejected” and notify the sales rep.
  
  
• If @status = “Fulfilled” → push update to CRM automatically.
  
  

📘 Learn more: What is on update logic and how it works

Step 8: Visualize orders and pipeline performance

Go to Results → Dashboard and create visual blocks that summarize order activity.
Add:

• Table view: All sales orders with customer, amount, and status
  
  
• Kanban board: Orders grouped by stage (Pending / Approved / Fulfilled)
  
  
• Pie chart: Orders by sales rep
  
  
• Bar chart: Monthly revenue totals
  
  

📘 Learn more: How to create a Kanban board
📘 Learn more: How to showcase charts based on form responses

Step 9: Build a sales operations portal

Turn your setup into a Sales Operations Portal App for centralized visibility.
Add pages such as:

• Submit new order — main form
  
  
• Order approvals — linked manager form
  
  
• Sales pipeline dashboard — for performance tracking
  
  
• CRM sync log — embedded or linked from Google Sheets
  
  

Enable Login/Sign-up and assign roles (Sales Rep, Manager, Admin) to control access to forms and data.

📘 Learn more: How to create and assign user roles in your portal
📘 Learn more: How to let users view and edit their own data in your portal

Step 10: Generate order receipts automatically

Use PDF templates to generate custom sales order confirmations or invoices.
Include:

• Customer details
  
  
• Order summary and total
  
  
• Approval date
  
  
• Signature field
  
  
• Company branding
  
  

Attach the generated PDF to your email notifications for customers or internal teams.

📘 Learn more: How to create PDF templates to turn responses into documents

Pro tips

• Add AI Smart Content: Generate summary notes for large orders or follow-up suggestions for reps.
  📘 Learn more: Create dynamic ending pages with AI Smart Content
  
  
• Use memory forms: Prefill customer and pricing data from CRM for faster submissions.
  📘 Learn more: What are memory forms
  
  
• Integrate Slack: Notify your team instantly when new deals close or approvals come in.
  📘 Learn more: How to add integrations on Formaloo
  
  

Example scenario

A sales rep submits an order for a returning customer.
Logic routes the request to the Sales Manager for approval.
Once approved, the CRM updates automatically through your Google Sheets sync, and the customer receives a branded confirmation email with the order PDF attached.
The Sales Dashboard updates in real time, showing total revenue and pending approvals.

📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

FAQ

1. Can I sync orders with multiple CRMs?
Yes, use Zapier or Make to connect multiple systems and route data conditionally.

2. Can I calculate discounts or tax automatically?
Absolutely, add variables like @subtotal * 0.2 for tax or discount formulas.

Your sales workflow is ready

You’ve built a complete sales order system that connects your sales reps, managers, and CRM seamlessly, reducing manual entry and keeping your pipeline up to date.
Next, expand it into a Sales Portal with automated quotes, invoice tracking, and customer feedback collection.

📘 Learn more: How to customize your portal with your brand identity

Last updated November 2025

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