Streamlining Inventory Management: How Cloudify Integrated HubSpot for Forlaget Andersen

Project Overview

Forlaget Andersen is a company specialising in providing knowledge packages and courses on diverse business topics, available in both digital and physical formats. However, the existing management of customer and order details across multiple platforms was labour-intensive and resulted in operational inefficiencies. To address these challenges, the company sought assistance in streamlining their processes and reducing manual work to enhance overall efficiency. The primary objective of this project is to optimise the management of customer information and order processing under a unified platform. By implementing an automated workflow, the company aims to minimise manual interventions and streamline the entire order lifecycle.

The Challenge

What did Forlaget Andersen needed help with?

Forlaget Andersen has its own platform for managing its inventory, which is capable of managing a small number of inventories. They needed help with managing their customer and order details under one platform. The process was time-consuming and required a lot of manual work, leading to inefficiencies in their operations. They needed help with streamlining this process and reduce manual work to improve their overall efficiency.

The Solution

How did we approach it?

Forlaget Andersen turned to Cloudify for assistance, a company specialising in digital analysis, SaaS implementation, and process automation. Cloudify quickly got to work on analysing Forlaget Andersen's existing processes and tech stack to identify a solution that aligned with their business needs.

After careful analysis, Cloudify recommended the integration of HubSpot and Forlaget’s internal app to streamline the order creation process. A custom workflow was built that involved setting a trigger in HubSpot to create an order in their internal app when a contact custom property was set to "Yes".

This integration allowed for automatic updates of the HubSpot properties, such as Name, Price, and SKU, in the orders, after the order was created in their internal app or the subscription was extended.

To further streamline the process, Cloudify also automated the updating of certain properties in HubSpot, including the Username, Order name, and OTPs, further reducing manual work and increasing operational efficiency.

Here are the workflow details:

To create an order and extend a subscription, the following workflows were implemented:

Create Order

• This workflow starts when the "Create Trial Access" field is set to "Yes". We have a special application in HubSpot that sends us updates about contacts through webhooks, and that's where this workflow begins.
• The create order function exported an asynchronous function that created an order in the internal app based on a HubSpot contact's properties. The function also updated the contact's properties with the information received from the internal app.
• The function first extracted the necessary information from the event body, such as the Hubspot contact ID, and the internal app information if available.
• Once the information was collected, the "Create Order" function started a process that updated the person's information and created an order in the app. If the app was not able to find the person's information, an error message was thrown.
• If the order was successfully created, the "Create Order" function would let you know. But if there's a problem with creating the order, the function would give you an error message.

CreateOrUpdateOrder Function

• The CreateOrUpdateOrder function created the order subscription, along with the order (if they're not preexisting) in the case of Create Flow and extends order subscription in the case of Extend Subscription Flow.
• It checks whether the Hubspot contact has "abonnent id" property set. It uses it if it exists. It then, fetches the abonnent details from internal app via their API, with their email found in the Hubspot contact
• Orderlines are prepared for the subscriptions that did not exist and existing subscriptions were extended, while the orderlines along with the order, were created in the internal app with the OrderHubspot method in internal app API.

Extend Subscription

• Cloudify also developed an automation to extend Forlaget Andersen's subscriptions. This automation involved creating a workflow that called a function to extend the subscription for a given contact. The create trial access field was set to Extend trial period.
• First, the automation found the contact by their subscription ID. If the subscription ID was invalid or the contact could not be found, the workflow would stop and showed an error message.
• Before updating the subscription, we checked whether the difference between the start date and the end date (which is fetched from the Hubspot contact) was greater than 90 days since the length of duration of a subscription under an order cannot exceed 90 days in the internal app.
• If it exceeded 90 days, we did throw an error and the workflow was halted.
• The workflow would also update the contact's information in HubSpot with the new subscription details.

The automation resulted in significant time savings and improved efficiency for Forlaget Andersen by automating the subscription extension process and reducing manual work.

Automations delivered - SaaS apps that helped Forlaget Andersen grow:

• HubSpot - We used HubSpot for custom automation as per their business requirements.

The Results

The integration and automation implemented by Cloudify resulted in significant improvements for Forlaget Andersen's order creation process. They were able to streamline their operations, reduce manual work, and improve their overall efficiency. By automating key processes and integrating HubSpot and Forlaget's internal app, Forlaget Andersen was able to achieve:

• A significant reduction in manual work required for order creation
• Increased operational efficiency
• Streamlined processes that saved time and effort

Overall, the solution provided by Cloudify helped Forlaget Andersen achieve their goal of streamlining their order creation process and improving operational efficiency. This case study highlights the importance of digital analysis and process automation in achieving business outcomes and delivering value to clients.