How WoodUpp Revolutionised Invoicing and order creation with Cloudify

Project Overview

WoodUpp, a Danish company known for crafting excellent spaces through authentic designs, faced the challenge of streamlining their operational processes. The heart of their issue lay in the inefficient synchronisation between their HubSpot and Microsoft Business Central (MSBC) applications.

The strategic objective was clear: optimise their operational processes and in doing so, enhance customer service, drive business growth, and secure a competitive edge in their industry. To attain this, they sought the assistance of Cloudify, renowned for our expertise in MSBC and as a gold partner of HubSpot. This project aimed to exploit these capabilities to deliver a robust, efficient, and future-ready solution for WoodUpp.

The Challenge

What did WoodUpp needed help with?

WoodUpp, an authentic Danish design firm, had its operations spread across multiple applications - HubSpot for managing customer relationships and Microsoft Business Central (MSBC) for financial management. Although these two systems were essential for their operations, the lack of integration between them created significant bottlenecks. The primary challenge was the manual transfer of data between Hubspot and MSBC, which led to inefficiencies, errors, and delays in creating invoices and orders.

Two separate workflows were especially affected – the France Flow, which was responsible for creating invoices, and the Holland Flow, responsible for creating orders. The process involved moving a deal from Hubspot to MSBC and generating an invoice or an order, depending on the workflow. WoodUpp needed a way to automate these workflows to increase efficiency and reduce errors.

The Solution

How did we approach it?

To address this challenge, we at Cloudify, implemented a comprehensive automation strategy by developing connectors that interfaced HubSpot and MSBC. We leveraged our expertise as a gold partner of Hubspot and an expert in Microsoft Business Central to bring about a seamless integration between the two platforms.

We began by mapping out the "Create Invoice" and "Create Order" workflows. For each workflow, triggers were defined in HubSpot that would initiate the process in MSBC. The workflows involved steps like getting deal information from Hubspot, creating or updating customers in MSBC, creating customer dimensions, retrieving products, and finally, creating the sales invoice or order.

To ensure accuracy and cater to WoodUpp's specific business rules, we included condition checks for variables like VAT zone and reminder terms code, and defined mapping rules for customer dimensions. Optional fields were accounted for without disrupting the automation flow.

The integration also included provisions for retrigger scenarios, where no new customer was created and sales invoice or order was simply updated with line items. To keep the Hubspot deal updated, we also built in a step to reflect the sales order status in the corresponding Hubspot deal.

Furthermore, we facilitated the auto-refresh of the webhook subscription every two days via Zapier to ensure continuous data syncing between the two systems.

Automations delivered - SaaS apps that helped WoodUpp grow:

• HubSpot - HubSpot empowered WoodUpp with a dynamic platform to manage their customer relations and sales pipeline effectively.

• Microsoft Business Central - The accounting app was integrated to generate invoices and automate invoicing.

The Results

The result was an automated, streamlined workflow that eliminated manual data entry, reduced errors, and accelerated the invoice and order creation process. The real-time sync between Hubspot and MSBC kept customer data up-to-date across both systems, leading to improved accuracy and productivity. Moreover, the robust automation flow ensured that even if optional fields were not present, the process continued uninterrupted. Retrigger scenarios were handled gracefully with updates rather than creating duplicate entries, maintaining data integrity.