How Applicaa Streamlined Client Management with HubSpot–Xero Automation
Project Overview
Applicaa, a leading education technology company specialising in admissions and enrolment solutions, partnered with Cloudify to streamline and automate their internal administrative processes. Their daily operations relied heavily on HubSpot for CRM and Xero for financial management.
As the company scaled and onboarded more institutions, manual quote creation, multi-platform data entry, and repetitive communication tasks became major bottlenecks. To maintain efficiency and ensure operational consistency, Applicaa recognised the need to modernise their workflow with automation. Cloudify stepped in to build a fully integrated HubSpot–Xero workflow that transformed how Applicaa handled quotes, documentation, and client interactions.
The Challenge
What did Applicaa need help with?
Applicaa was struggling with time-consuming, error-prone administrative work. Their team manually created hundreds of quotes each month, requiring repeated data entry across multiple systems. This not only slowed down operations but also introduced inconsistencies, delays in client communication, and difficulty in tracking interactions.
As the business grew, the manual process became unsustainable. Applicaa needed a way to automate quote creation, eliminate double data entry, and ensure all documents were accurately generated and stored—without burdening their team with repetitive tasks.
Customer Success Director
Amanda Grainger
"We initially moved to Cloudify to automate our quote creation. The team was very responsive and eager to understand our company's needs, so we had a lot of confidence in making the switch.
As with any software migration there were some small teething issues but the team dealt with these quickly with minimal stress to us or disruption to our processes.
Being so happy with the quote creation, we have recently moved our invoice creation across to Cloudify as well. There were a few additional things we required before we moved but again the Cloudify team were happy to help and kept us informed of progress and due dates.
As a fast-growing company moving at a quick pace to automate our internal operations, we would highly recommend Cloudify, the customer service has been outstanding and Sandeep is an asset to their team. "
Why Cloudify Becomes the Perfect Choice for Applicaa
Strong Partnerships: Cloudify’s strong relationships with platforms like HubSpot and Xero enabled a seamless, high-quality integration tailored for Applicaa’s growth.
Automation Experts: Our team goes beyond simple app connections—we build orchestrated workflows that remove bottlenecks and optimise operations end-to-end.
Process Consultants: We guide businesses toward smarter, cleaner processes that elevate productivity, improve sales operations, and support long-term scalability.
Diverse Offerings: From digital analysis to SaaS implementation and automation solutions, Cloudify delivers a holistic suite of services aligned with evolving business needs.
Marketplace by Cloudify: Applicaa benefits from Cloudify’s curated marketplace of ready-made app workflows that accelerate automation without starting from scratch.
Customisation Capabilities: Every business is unique—Cloudify tailored the HubSpot–Xero solution specifically to Applicaa’s complex, multi-stage workflow needs, ensuring accuracy, speed, and operational harmony.
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