How we helped Glycospot create professional invoices automatically

Project Overview

Glycospot is a biotechnology company that specialises in developing enzyme testing methods for the sustainability of foods and beverages. As a product-based company, Glycospot was handling all its orders manually, which included creating invoices and updating data. However, the manual process was time-consuming and prone to errors. This is where Cloudify, a company that specialises in digital analysis, SaaS implementation, and process automation, came in to help.

The Challenge

What did Glycospot needed help with?

Glycospot needed help with automating their invoice process, which they were previously creating manually.

The Solution

How did we approach it?

Cloudify approached Glycospot's invoicing problem by integrating two SaaS applications: HubSpot and e-conomic. The team used HubSpot to create custom automation that met Glycospot's business requirements, and e-conomic was integrated to generate invoices and automate the invoicing process.

Here are the workflow details:

Automatic Draft Order:

• Get Deal Info from HubSpot: We retrieved the deal information from HubSpot to determine the products and customer details.
• Find or create customer in e-conomic: We used the e-conomic app to find or create the customer based on the retrieved information from HubSpot.
• Find or create products in e-conomic: We used the e-conomic info to find or create the products based on the retrieved information from HubSpot.
• Create draft order: We created a draft order using the information from HubSpot and e-conomic.
• Order sent: We sent the draft order to the customer for review and approval. Then we retrieved a PDF copy of the draft order. We uploaded the PDF copy of the draft order to the HubSpot.
• Create Engagements: We created an engagement in HubSpot to track the status of the order.
• Update Order Id in HubSpot deal: We updated the HubSpot deal with the order ID to track the progress of the order.

Automatic Draft Invoice:

• Get deal info from HubSpot: We retrieved the deal information from HubSpot to determine the products and customer details.
• Convert e-conomic order to draft invoice: We used the e-conomic app to convert the order to a draft invoice.
• Create e-conomic invoice draft: We created a draft invoice using the information from HubSpot and e-conomic.
• Update e-conomic invoice in HubSpot Deal: We updated the HubSpot deal with the invoice information to track the progress of the invoice.

Automatic Invoicing: To convert a draft invoice to a booked invoice and upload it automatically, we followed the below steps:

• Get HubSpot deal information: We retrieved the deal information from HubSpot.
• e-conomic draft invoice to booked invoice: We used the e-conomic system to convert the draft invoice to a booked invoice.
• Fetch PDF of booked invoice: We retrieved a PDF copy of the booked invoice and uploaded the PDF copy of the booked invoice to the HubSpot.
• Update booked invoice Id in HubSpot Deal: We updated the HubSpot deal with the booked invoice ID to track the progress of the invoice.

By integrating HubSpot and e-conomic, we were able to automate the invoicing process, reducing manual errors and saving time for Glycospot. The automated process ensured that invoices were always accurate, reducing the risk of errors and improving customer satisfaction.

The integration between the two SaaS apps allowed Glycospot to streamline its invoicing process, reducing manual errors and saving time.

Automations delivered - SaaS apps that helped Glycospot grow:

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

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

The Results

By automating their invoicing process, Glycospot saw several benefits.

• Firstly, the time-consuming task of manual invoicing was eliminated, allowing the team to focus on more critical business activities.
• Secondly, the integration between HubSpot and e-conomic provided a seamless experience for Glycospot's customers, making the invoicing process smoother and more efficient.
• Finally, the automated process ensured that invoices were always accurate, reducing the risk of errors and improving customer satisfaction.