How Knowledge Gate Eliminated Manual Work and Gained Real-Time Financial Control

Project Overview

The Knowledge Gate Group stands at the forefront of innovative strides in the life sciences sector. Its business model, structured around creating vital connections between innovators and authoritative figures in the life sciences arena, is geared towards nurturing groundbreaking advancements. However, a roadblock that was impeding their progress was an inefficient and manual system for deal management and related financial processes. They required a streamlined method to seamlessly transition from deal closure to invoice generation and tracking.

The Challenge

What did Knowledge Gate needed help with?

Their primary obstacle was an arduous manual system for managing their business deals through HubSpot and accompanying financial documents via e-conomic. The system lacked efficiency, requiring a lot of time and effort to transition a deal from ‘won’ to creating the associated invoice, and finally, to monitor the invoice status. The manual nature of the process also left room for errors, leading to inaccuracies. Furthermore, synchronizing data between HubSpot and e-conomic proved to be a significant challenge, leading to inconsistencies and tracking issues.

The Solution

How did we approach it?

To eliminate these bottlenecks, we zeroed in on two pivotal workflows: ‘Draft Invoice’ and ‘Invoice Status’, and automated them:

Draft Invoice: We introduced a system where a change in deal status in HubSpot (to ‘closed/won’) automatically initiated a series of actions. These included extracting the deal’s information from HubSpot, locating or creating the customer and product data in e-conomic, and generating a draft invoice in e-conomic. The deal status was then updated to ‘draft’ in HubSpot, the invoice generated in e-conomic, and the invoice PDF uploaded back into HubSpot.

Invoice Status: An additional system was engineered to automatically fetch the invoice from e-conomic, verify its status, and reflect this status in the associated deal in HubSpot.

Automations delivered - SaaS apps that helped Knowledge Gate grow:

HubSpot - HubSpot was used to create deals and based on the deal stage further action was performed.

e-conomic - The accounting automation software was integrated to generate invoices and draft orders.

The Results

The repercussions of this automated strategy were game-changing for Knowledge Gate. The smooth interaction between HubSpot and e-conomic removed the need for manual data entry, drastically reduced errors, and expedited processes. The result was a notable enhancement in operational efficiency and accuracy in financial tracking.

Moreover, the Knowledge Gate team was able to redirect their energy towards their fundamental goal of facilitating beneficial connections in the life sciences sector. This strategic solution led to an upsurge in productivity, fiscal accuracy, and customer satisfaction, fostering Knowledge Gate’s growth and influence in their sector.