Integration
HubSpot is where the relationship, the pipeline and the quote live. It is not where an order gets fulfilled. LevelOps PDF to Order reads the purchase order your buyer emails after the deal is agreed, matches it to your Shopify catalogue and price list, and hands your team a validated draft order to approve.
In most B2B Shopify businesses that run HubSpot, the split is clean. HubSpot owns the relationship: companies, contacts, the pipeline, deal stages, quotes built from a product library, sequences and the reporting your sales leader reviews on Monday. Shopify owns the commerce: the catalogue, company accounts, B2B price lists, orders and fulfilment. An ERP or accounting system owns the money and the stock.
The HubSpot Shopify integration ties the first two together, syncing customers, products and orders so a rep can see what an account actually bought without leaving the CRM. That is genuinely useful, and it is why the combination is popular with wholesalers who sell through people rather than through search.
But notice where the deal ends. A rep negotiates, sends a quote from HubSpot, the buyer agrees, and then the buyer's purchasing system generates a purchase order and emails it as a PDF. That document is the actual order, and nothing in the stack reads it. So the rep or an order desk retypes it, often while checking it against the quote line by line, which is the least valuable use of a salesperson's day. LevelOps PDF to Order removes exactly that step.
These are the symptoms of a strong CRM sitting in front of a manual order desk.
The deal is marked closed won, and the reward is forty minutes of typing. It is the fastest way to make a good salesperson resent the CRM, and it happens in the exact window when they should be selling the next account.
The HubSpot quote said one thing. The buyer's PO says something slightly different: a substituted item, an old price, a quantity change. Somebody has to notice that, under time pressure, without a side by side view.
When an order is entered fast, the customer gets created rather than found. Now there are two company records, revenue splits across both, and the pipeline reporting your leadership trusts stops being true.
The order arrived Tuesday and was entered Friday. For three days HubSpot said one thing and the warehouse said another, and every forecast built on that period was wrong.
The PDF is buried in a rep's inbox or attached to a note. When a dispute comes up months later, nobody can find the document that authorised the order.
Marketing does its job, the pipeline grows, and the person who now has to type more orders is the same person who has to close more deals. The bottleneck moves to the least scalable part of the process.
HubSpot keeps the relationship. Shopify gets a correct order. Your ERP or accounting system gets it from Shopify, exactly as today.
The buyer emails their PO, often referencing your quote number. Forward it to your dedicated LevelOps address, or upload it in the Shopify admin.
Products, quantities, units, requested dates and the PO number come off the document, and each line is matched to your Shopify catalogue with the account's contracted pricing applied.
A validated Shopify draft order appears with the source document attached. Your rep compares it to the HubSpot quote, resolves the flagged lines, and approves. That review is a minute, not an hour.
Once approved it is an ordinary Shopify order. Your HubSpot Shopify integration reflects it on the company and deal, and your ERP or accounting sync picks it up for fulfilment and invoicing.
To be explicit: LevelOps is not a HubSpot integration. We write to Shopify natively, and HubSpot sees these orders through the HubSpot Shopify integration you already run.
Three systems, one order, and a boundary that keeps each one doing what it is good at.
Extraction happens before anything is created, so a misread PO never becomes a wrong order.
A validated draft order built from your Shopify data rather than the PDF.
Whatever your HubSpot Shopify integration already syncs.
The parts that are deliberately not ours.
HubSpot merchants have a specific version of the catalogue problem. There are effectively two product lists: the HubSpot product library used to build quotes, and the Shopify catalogue used to sell and fulfil. When those agree, everything downstream is easy. When they drift, your quote promises something your order cannot deliver at that price.
PDF to Order matches against the Shopify catalogue, deliberately, because that is where SKUs, variants, inventory and B2B price lists actually live. Lines resolve on SKU, on part number and on loose description, including the buyer's own codes, each with a confidence score. Anything ambiguous is flagged with a reason rather than mapped to the nearest guess. The practical benefit for a rep is that the draft is priced from the account's Shopify price list, so the comparison against the HubSpot quote becomes a check rather than a reconstruction.
Customer matching is where CRM discipline pays off. The account is identified from the sending email domain, which is the same signal HubSpot uses to associate contacts with companies, so orders land against the company your pipeline already knows. A buyer emailing from a personal address, or a genuinely new account, produces a draft held for review rather than a new record created in haste. That is how you stop the duplicate company problem at its source, which matters more for reporting accuracy than most dashboard work.
Automation earns trust by making the human check fast, not by removing it. Here is what a review actually covers.
Start with intake, which is the fastest fix. Take the system alignment work separately, once you can see where the errors actually come from.
We sample the purchase orders that arrived after won deals last month, group them by account and format, and estimate how much of that volume the app covers today.
Where your HubSpot product library and Shopify catalogue disagree, quotes and orders will too. Listing and fixing the gaps is short work with a long payoff on pricing disputes.
Start with the accounts that generate the most post deal typing. Reps review every draft, corrections train the matching, and you measure the time saved against your own baseline.
If orders still stall between Shopify and your ERP or accounting system, that is an implementation and integration engagement rather than a CRM problem. Our ERP and MRP implementation page covers how those run.
Implementation and integration work is delivered fixed fee with defined milestones by a bilingual team based in Montreal. Detail at /en/erp-implementation.
The comparison is between ways of handling the document that arrives after the deal is agreed.
| Rep types it in | HubSpot workflow and task | Buyer uses your portal | LevelOps PDF to Order | |
|---|---|---|---|---|
| Reads the PDF the buyer sent | The rep does | No | Not applicable | Yes |
| Buyer changes how they order | No | No | Yes, they must log in | No |
| Matches loose descriptions and buyer codes | From memory | No | Exact codes only | Yes |
| Applies the account's contracted price | If the rep remembers | No | Yes | Yes |
| Keeps the source document with the order | Sometimes, as a note | As an attachment | Not applicable | Yes |
| Prevents duplicate company records | No | No | Yes | Yes |
| Sales time consumed per order | 20 to 60 min | Still manual | None, if adopted | A minute of review |
| Where the order is created | Shopify by hand | Nowhere, it routes | Shopify checkout | Shopify draft, then your syncs |
Rated 5.0 on the Shopify App Store.
Really big potential for a B2B store. We are using it to streamline our quotation process for multi-line requests and custom discounts with great success. Extremely responsive team.
It is literally reading my PDF and uploading a 100+ item order in under 4 minutes. This just made us 10x more efficient.
Manually processing B2B orders is something you simply have to deal with if you want to keep specific customers. LevelOps reads orders in various formats and converts them to draft orders for final review.
Amazing team and product. Will save countless hours manually entering emailed B2B orders. Highly recommend to anybody selling wholesale.
No, and we would not claim to. LevelOps PDF to Order writes a validated draft order into Shopify. HubSpot sees the result through your existing HubSpot Shopify integration, which syncs customers, products and orders and can associate them with the right company. We are the step that turns an emailed document into a correct order, not a CRM connector.
That depends entirely on your HubSpot setup, not on us. If your HubSpot Shopify integration is configured to create or update deals from Shopify orders, these orders behave like any other Shopify order because that is exactly what they are once approved. If your team prefers reps to move deals manually, nothing changes.
Not automatically, and be sceptical of anyone who says they can without integrating your quote data. What PDF to Order does is remove the guesswork from the comparison: it produces a draft order with every line matched to your catalogue and priced from the account's Shopify price list, with the source PDF attached. Your rep compares that against the HubSpot quote in one screen instead of reading a PDF and typing at the same time.
Intake identifies the account from the sending email domain and creates the draft against the matching Shopify company with its own price list. Because HubSpot also associates records by email domain, the resulting order lands on the right company timeline through your sync. Contacts who email from a personal address are flagged for a person rather than guessed.
Matching runs against your Shopify catalogue, because that is where SKUs, variants, inventory and B2B price lists live. The HubSpot product library is for building quotes, and it works best when it mirrors Shopify. If the two have drifted, your quotes and your orders will disagree, and we flag that in the audit because it is a pricing dispute waiting to happen.
They stay in HubSpot and we do not touch them. If you invoice through Commerce Hub, the approved Shopify order gives you a clean, checked basis for it. If you invoice from QuickBooks or an ERP instead, the same order flows there through your existing sync. Either way, intake is upstream of the money.
Yes, on the same terms as your other Shopify orders. Once the order is synced into HubSpot, workflows can fire on it: notify the rep, update a property, create a task, start a post purchase sequence. Nothing about the intake path prevents that, because the order object is ordinary.
Indirectly, but meaningfully. Attribution breaks when orders are typed under the wrong customer, split across duplicate records, or entered days late. Consistent account matching and same day entry make your HubSpot revenue reporting reflect what actually happened, which is usually a bigger reporting win than any dashboard change.
A person approves every draft, always. That is a deliberate design choice, not a limitation: nothing is created or sent automatically. What changes is the nature of the work. Instead of reading a PDF and typing forty lines, your rep reviews a matched draft, checks the flagged exceptions, and approves.
No, and it does not try to be. HubSpot manages the relationship, the pipeline and the quote. Fulfilment, inventory, tax and invoicing belong to Shopify plus your ERP or accounting system. The reason emailed POs get retyped is that no tool in that chain reads documents, which is the gap we fill.
Read, match, price, approve, in detail.
The wider case for automating intake before anything else.
For orders that start as a signed sheet in front of the customer.
Where the order goes once the relationship side is handled.
For teams whose real bottleneck is the operational stack, not the CRM.
Why a portal and an intake app cover different accounts.
Send us three purchase orders that arrived after a closed won deal. We run them live and show you the draft orders your team would have approved instead of typed.
your first 5 orders free, free allowance of 5 orders, bilingual support in English and French.
