Streamlining Deal Updates in HubSpot for Gemini using Automation

Project Overview

Gemini, a branding support company, was struggling to keep track of their deals in HubSpot as they were manually updating the deals with data from invoices created in e-conomic. This process was time-consuming and prone to errors, leading to delays in deal updates and ultimately affecting their sales and marketing activities. Cloudify stepped in to help Gemini with their challenge by setting up automation to streamline the deal update process.

The Challenge

What did Gemini needed help with?

It needed help automating deal updates in HubSpot from the created invoices in e-conomic, which they were doing manually.

The Solution

How did we approach it?

Cloudify analysed the client's tech stack and processes and suggested integrating e-conomic account with HubSpot. The solution involved setting up a trigger in e-conomic that would automatically update the HubSpot deal with line items and pricing information whenever a new invoice was booked in e-conomic. This process eliminated the need for manual copying and pasting of data between the two systems, saving time and reducing errors. This workflow was triggered as soon as an invoice was booked in e-conomic.

Here are the workflows:

Cloudify implemented the following workflows to streamline the deal update process:

• Get booked info from e-conomic: Retrieve booking information from the e-conomic system using its API, which provides methods to fetch booking details such as dates, amounts, and customer information.
• Search deals in HubSpot: Use the HubSpot API to search and filter the HubSpot deals, which has the booked invoice number as project number from the fetched booked invoice.
• Get deal information from HubSpot: Retrieve detailed deal information using the Hubspot API, including deal properties such as name, amount, stage, owner, and custom properties associated with the deal.
• Add amount to existing deal amount: We add the amount to the existing amount in the HubSpot deal, if it exists. Orelse we just set our amount ad the deal amount.
• Updating details in e-conomic: We also updated the invoice date in e-conomic. If it was updated for the first time, we updated the field “previously_updated_by_e_conomic” to true.
• Update deal in HubSpot: Use the HubSpot API to update the deal properties, including the updated deal amount, to ensure accurate and up-to-date deal information in HubSpot.

Automations delivered - SaaS apps that helped Gemini grow:

• HubSpot - HubSpot CRM helped Gemini manage the deals and update the status.

• e-conomic - The accounting app was integrated to generate invoices and automate invoicing.

The Results

Cloudify successfully integrated Gemini's e-conomic accounting system with HubSpot, streamlining the deal update process and improving efficiency. By analyzing Gemini's tech stack, Cloudify recommended integrating the two systems, eliminating manual data entry and reducing errors. The solution involved setting up a trigger in e-conomic to automatically update HubSpot deals with invoice details. Cloudify implemented workflows to fetch booking information from e-conomic and retrieve deal data from HubSpot. They added the booked amount to existing deal amounts and ensured accurate deal information in HubSpot. The integration saved time, reduced errors, and improved overall business efficiency for Gemini.