How it works

Follow these 5 simple steps to send delivery confirmation emails to customers when Katana sales orders are fulfilled

katana logo icon

Sales Order Delivered
This monitors your Katana manufacturing and inventory system for completed deliveries, ensuring customers receive timely confirmation the moment their order arrives.
When you mark a sales order as "Delivered" in Katana, this trigger captures the order details and initiates the email notification process. The workflow is set to fire immediately upon status change.
Time to complete: 1 minute

Retrieve Sales Order
This gathers all the information needed to create a comprehensive delivery confirmation email with accurate customer and product details.
Pulls the complete sales order record including order number, delivery date, tracking number, and all line items.
Time to complete: Auto-configured (0 minutes)

Get List of Customers
This gathers all the information needed to create a comprehensive delivery confirmation email with accurate customer and product details.
Looks up the customer record using the customer ID from the sales order to get their name, email, and delivery address.
Time to complete: Auto-configured (0 minutes)

Filter
This gathers all the information needed to create a comprehensive delivery confirmation email with accurate customer and product details.
Examines each product line in the order, retrieving variant and product details for every item. This creates a complete product list with names, quantities, and prices.
Time to complete: Auto-configured (0 minutes)
gmail logo icon

Send Email
This determines which Gmail account sends the notifications and what customers see when they receive delivery confirmation, affecting brand perception and email deliverability.
You'll specify the Gmail address that appears as the sender and customize the email template to match your brand voice. The workflow includes a pre-built template that you can modify. What to configure: Sender address: Enter the Gmail address you want to use. This must be a Gmail account you've connected to MESA with proper OAuth authentication. Email template includes: Subject line: "Your order {{order_number}} has been delivered!" Personalized greeting with customer's first name Order number and formatted delivery date Complete delivery address (street, city, state, zip) List of all delivered products with quantities and prices Tracking number (conditionally shown if available) Reply-to option for delivery issues Customization options: Adjust greeting formality and brand tone Add return policy, care instructions, or loyalty program info Modify product display format or pricing presentation Include or remove tracking section based on your fulfillment process Add HTML formatting, logos, or brand colors Template uses Liquid syntax for dynamic content: {{katana_2.order_no}} - Order number {{katana.delivery_date | date: "%B %e, %Y"}} - Formatted delivery date {{katana_1.0.first_name}} - Customer first name {{loop_1.items}} - Collected product names from loop {{katana_2.tracking_number}} - Tracking info (if provided)
Time to complete: 5 minutes

Make it your own

Customize this workflow even further:

Add order review or feedback request
Include a section at the end of the email inviting customers to review their purchase or provide feedback. Add a link to your review platform (Trustpilot, Google Reviews, etc.) or a simple satisfaction survey. Timing the request right after delivery captures feedback while the experience is fresh.
Send notifications to internal team
Add a Slack notification or internal email after the customer email is sent, alerting your customer success team that a delivery confirmation was sent. Include the order number and customer name so they can proactively follow up with high-value customers or check in on time-sensitive deliveries.
Segment emails by product type or customer tier
Add a filter before the Gmail step to check product categories, order value, or customer tags in Katana, then route different customer segments to customized email templates. For example, wholesale customers could receive different messaging than retail customers, or orders containing fragile items could include special handling instructions.
Log delivery confirmations to a database
Store each delivery confirmation in a MESA Data Table with timestamp, customer email, order number, product list, and delivery date. This creates an audit trail of customer communications and provides data for analyzing delivery times, most popular products, or customer purchase frequency over time.

Frequently asked questions

How does MESA know when a Katana order is delivered?
MESA monitors your Katana account in real-time for sales order status changes. When you mark a sales order as "Delivered" in Katana (either manually or through Katana's delivery workflows), Katana sends a webhook notification to MESA that instantly triggers this workflow. No manual synchronization or polling is required.
Can I send delivery confirmation emails from my business domain instead of Gmail?
Yes, but this specific template uses Gmail's API for email delivery. If you want to send from your business domain, you can modify the workflow to use MESA's generic email action or integrate with email service providers like SendGrid, Mailgun, or Amazon SES that support custom domain sending. These require additional configuration for domain authentication (SPF, DKIM records).
What happens if a Katana order doesn't have tracking information?
The workflow handles missing tracking numbers gracefully. The email template includes conditional Liquid logic that checks if {{katana_2.tracking_number}} exists. If tracking information is present, it displays the tracking section. If not, it shows "Tracking information was not provided for this delivery" instead. No errors occur and the email still sends with all other order details intact.
What is a template?
Templates are pre-made workflows by our team of experts. Instead of building a workflow from scratch, these have all the steps needed to complete the task.
Can I personalize a template?
Yes! Every step can be customized to meet your exact requirements. Additionally, you can even add more steps and make it more sophisticated.
Are templates free?
Yes! Our entire library containing hundreds of templates are free to use and customize to your exact needs.

Ready to send delivery confirmation emails to customers when Katana sales orders are fulfilled?

Join thousands who've automated their work and saved an average of 3.5 hours every week.

Use this template — It's free
7-day free trial • 9 min setup • Cancel anytime