Automating Invoicing and Order Creation with Cloudify: A Case Study of Amalie

Project Overview

Amalie, a Denmark-based recruitment agency catering to the construction and property sectors, recognised the need to modernise and simplify their order creation and invoicing procedures. The task at hand involved bridging their HubSpot account with the e-conomic accounting software platform.

Our team of SaaS professionals delved deep into understanding Amalie's specific business needs prior to initiating the integration process. The primary objective was to build a scalable solution for their accounting department involving the synchronisation of HubSpot with the e-conomic accounting system.

The Challenge

Prior to the automation Amalie was involved in:

• manually handling all its draft orders
• updating and creating invoices manually in e-conomic
• manually updating orders in HubSpot
• manually updating contact details in e-conomic

The Solution

How did we approach it?

Cloudify provided a customised integration solution for Amalie, which involved automating the invoice and order creation process. The integration was done by linking the HubSpot account with e-conomic accounting software.

Our SaaS experts deeply analysed their business requirements before making the integration. The goal was to create something scalable for the accounting team. This involved linking HubSpot with e-conomic accounting software.

• The automation was triggered when the deal status changed in HubSpot.
• The workflow then retrieved the details of the deal in HubSpot using the HubSpot deal id. It fetched the associated Contact Id and Associated Companies and then proceeded to fetch the Contact and Company information.
• The automation checked if the deal had a company and threw an error if the company details were missing. The record was then updated with the retrieved deal information.
• The automation then searched for customer details in the e-conomic account using CVR number from the HubSpot deal. If it was not found, we created a new one.
• We checked for the contact in HubSpot. If the contact existed, then we found it in e-conomic through email. If we didn't find it, we added a new one with the contact details from HubSpot. And if there was no contact in HubSpot, we threw the error ‘Contact couldn't be found or created’.
• It also found an employee in e-conomic using the owner field of the deal data.
• Depending on the clientEntity variable, it either created a draft invoice or a draft order in e-conomic and uploaded the resulting PDF to HubSpot.
• Next, we created an engagement in HubSpot as well.

Automations delivered - SaaS apps that helped Amalie 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 integration and automation project yielded significant outcomes, transforming the order creation and invoicing procedures of Amalie. The project successfully established a seamless bridge between HubSpot and the e-conomic accounting software, allowing the agency to streamline their financial processes. The solution offered ensured scalability, catering to the growing needs of the accounting department.

A key outcome was the automation of the entire workflow, beginning from deal status alteration in HubSpot to extracting deal, contact, and company details, leading to a more efficient and error-free system. Crucially, this eliminated the risk of missing company details in any deal, and facilitated the creation of new customer and contact records when necessary.

Furthermore, the system effectively identified employee details and created either a draft invoice or order in e-conomic based on the clientEntity variable. The subsequent upload of the resulting PDF to HubSpot marked a significant improvement in Amalie's record-keeping process.

Finally, the project enabled the initiation of engagement in HubSpot, thus offering a comprehensive end-to-end automated solution. As a result, Amalie experienced improved operational efficiency, and the ability to focus more resources on their core business—recruitment within the construction and property sectors.