API Integration and Workflow Automation
Building custom integrations to connect a service business's CRM, scheduling, and invoicing systems.
Key Outcomes
- 20+ hours saved weekly
- 3 systems connected
- Same-day invoicing
At a Glance
Client
Professional Services Firm (25 employees)
Challenge
Hours spent weekly on manual data entry between HubSpot CRM, Calendly, and QuickBooks with frequent billing errors
Solution
Custom integration layer connecting all systems with automated workflows and error handling
Results
- •20+ hours saved weekly
- •3 systems connected seamlessly
- •Same-day invoicing
- •Fewer billing errors
The Problem
A professional services firm with 25 employees was spending too much time on manual data entry:
- Client information duplicated across HubSpot CRM, Calendly, and QuickBooks
- Staff spent hours each week copying data between systems
- Manual entry errors caused billing issues
- No single source of truth for client data
They needed automated integrations to connect their core systems.
What We Did
We built a custom integration layer over 4 weeks:
Mapped all data flows between systems, identified sync triggers and frequency, designed error handling and logging.
Built HubSpot ↔ Calendly sync, implemented QuickBooks invoice generation from HubSpot deals.
Automated follow-up sequences after meetings, built payment status sync back to HubSpot, added Slack notifications.
Tested with live data subset, migrated 3 years of historical records, trained staff on new workflows.
Key Automations Built
New Lead Flow: Website form → HubSpot contact → Calendly link sent → Meeting booked → HubSpot deal created → Follow-up sequence triggers
Invoicing Flow: Deal closed in HubSpot → Invoice generated in QuickBooks → Payment received → HubSpot updated → Team notified in Slack
The Outcome
Time Saved
20+ hrs/week
No more manual data entry
Systems Connected
3
HubSpot, Calendly, QuickBooks
Invoice Turnaround
Same day
Previously end of week
The system includes retry logic for API failures, audit logging, and an admin dashboard showing sync status. Fewer billing disputes from data entry errors means the team has more time for client work.
Client Feedback
"We didn't realize how much time we were wasting on data entry until it was automated. Now our team focuses on client work instead of copying information between systems."
— Operations Manager
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Tech Stack
Project Details
Timeline
4 weeks
Industry
Professional Services
Completed
August 2024