A Seamless Workflow from Quote to Shipment: Arne Aksel’s Automation Breakthrough
The Root Cause
As Arne Aksel’s operations grew more complex, routine processes started consuming disproportionate time and resources. Key sales and fulfillment steps were handled manually—creating quotes and invoices, accepting payments, creating orders, and coordinating shipments—making the workflow slow and vulnerable to mistakes. They also needed a webshop and an offer generator tailored to their unique design and production requirements.
Challenges included:
Manual invoice/quote creation and follow-ups, increasing workload and risk of errors
Disconnected tools across the value chain (CRM, accounting, inventory/production)
No standardized, automated flow from “deal won” to production order and shipment
A need for a custom webshop and custom offer generator to match their business model
At its core, the root issue was a fragmented, manual process—without a unified automation layer connecting Pipedrive, Katana, and e-conomic into one cohesive quote-to-shipment workflow.
What We’ve Done to Fix It
To digitize and streamline the entire value chain, Cloudify implemented a set of custom solutions and integrations that automated key steps and ensured reliable data flow across systems.
1) Digital analysis and process mapping
We started by meeting with Arne Aksel to analyze their tech stack, business goals, and the specific processes they wanted to automate.
2) Custom build: webshop + offer generator
We developed a custom-made webshop and a custom-made “offer generator” designed around their operational needs, then connected both to the core systems in their workflow.
3) Pipedrive ↔ e-conomic automation (webhook-driven)
We implemented a Pipedrive update webhook workflow to automate accounting documents in e-conomic, including:
Draft invoice creation (triggered when the “Create Invoice” field is updated to “Yes”)
Draft quotes and draft credit notes (triggered by relevant Pipedrive field updates)
Booked invoices (triggered when a Pipedrive deal is marked WON)
Quote-to-invoice conversion (triggered by a “Convert Quote to Invoice” toggle)
After creating documents in e-conomic, we automatically updated Pipedrive with references like Draft Invoice Number and Booked Invoice Number.
4) Pipedrive ↔ Katana automation (sales order creation)
When a deal is marked WON in Pipedrive:
We find or create the customer and products/variants in Katana
Create a sales order in Katana
Update Pipedrive fields, including populating a Katana Order Link and related order fields
5) Standardized workflows delivered
Arne Aksel’s automation suite included:
Deal fetch/update/create from their internal system into Pipedrive
Automatic invoicing in e-conomic based on Pipedrive triggers
Quote creation + conversion to invoice, controlled from Pipedrive
Customer data synchronization into Pipedrive
Katana order creation + shipment support via the webshop flow
Where Things Stand Now
The solution is live and has successfully digitized Arne Aksel’s quote-to-shipment process.
Key outcomes include:
Automated invoicing and quoting flows that reduce manual accounting tasks
Clear, traceable references back into Pipedrive (invoice/quote numbers and order links)
Streamlined handoff from sales to production by automatically creating Katana sales orders on won deals
A unified workflow supported by a custom webshop and offer generator built for their needs
Improved visibility and smoother customer interactions through consistent system updates
Head of Operations
Head of Operations
“Cloudify helped us connect Pipedrive, Katana, and e-conomic into one seamless workflow. We’ve reduced manual work across quoting, invoicing, and order creation and our team can now focus more on customers and delivery instead of administration.”
Technical Appendix
1) What the Issue Was
Arne Aksel’s team spent significant time manually handling steps that should have been system-driven: invoices, quotes, orders, payments, and shipping coordination. The lack of an integrated flow across CRM, inventory/production, and accounting created avoidable delays and inconsistencies.
2) Root Cause Identified
The main root cause was the absence of automation and integration logic across their tools—meaning critical steps depended on manual updates and repeated data entry. They needed a custom ecosystem (webshop + offer generator) plus a reliable way to synchronize actions between Pipedrive, Katana, and e-conomic.
3) What We Changed
Cloudify introduced:
A custom webshop and offer generator aligned with Arne Aksel’s workflow needs
Webhook-based automation triggered by Pipedrive updates
Automated creation of draft and booked invoices, draft quotes, draft credit notes in e-conomic
Automated Katana sales order creation and linking back into Pipedrive
4) How the System Supports the Workflow
Trigger-led execution from Pipedrive:
Field updates (e.g., “Create Invoice” = Yes) trigger creation of draft documents in e-conomic
Deal marked WON triggers booked invoice creation in e-conomic and sales order creation in Katana
System writes critical references (invoice numbers, Katana order link) back into Pipedrive for visibility and follow-through
Conclusion
By combining custom development (webshop + offer generator) with webhook-based automation and tight integrations between Pipedrive, Katana, and e-conomic, Arne Aksel achieved a cohesive, digitized value chain—from quote creation to invoicing, order creation, and shipment readiness. The result is a smoother workflow, fewer manual touchpoints, and a scalable operational foundation for continued growth.
Arne Aksel
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