What problem did the client face?

A specialty manufacturer fielding a high volume of quote requests and orders had adopted HubSpot CRM, but staff still had to manually enter the same data into multiple systems including CRM, LIMS, and ERP to process quotes and customer orders.

How did Techlancer solve it?

Using HubSpot's open API and webhooks, Techlancer built a custom integration hub that moves prospects, contacts, deals, and other data between HubSpot and the client's custom LIMS, so both systems stay accurate and staff no longer transpose data by hand.

What were the results?

The integration delivered increased efficiency, a reduction in errors, and improved accuracy in reporting, giving the client a single starting point and single source of truth for the quoting process.

Could this work for my business?

If your business runs on systems that do not talk to each other, a custom integration can connect them. Contact us about linking your mission-critical software.

Integration of HubSpot CRM with mission-critical business software to improve sales process efficiency and accuracy - Techlancer

A specialty manufacturer needed its HubSpot CRM to work hand in hand with the mission-critical software that runs its quoting and order processes. Techlancer built a custom integration connecting the two, and the results were clear:

Increased efficiency
Reduction in errors
Improved accuracy in reporting

Client: Specialty manufacturer

Problem

Every day, our client fields a high volume of quote requests and orders from a large, global customer base — arriving by email, phone, and web forms. Because their products are highly specialized, accurate pricing depends on a quoting solution built into their custom LIMS (Laboratory Information Management System). To better manage the workflow and fulfillment of quotes and orders, they had recently implemented HubSpot CRM.

HubSpot did streamline their processes and performance reporting — but the staff still had to manually enter data, often the same data twice, into multiple systems (CRM, LIMS, ERP) to process quote requests, quotes, and customer orders.

Solution

Leveraging HubSpot’s open API, our team developed a custom CRM integration that moves data — new prospects, contacts, deals, and more — back and forth between HubSpot and the client’s LIMS. The integration ensures that:

Both systems carry accurate, up-to-date information throughout the quote request process
The team can complete their work without manually transposing data between systems

Outcomes

Increased efficiency
Reduction in errors
Improved accuracy in reporting

Capabilities Demonstrated

Overview

The application delivers:

A single starting point for the quoting process
A single source of truth for the status of each quote
Seamless integration between two mission-critical business software applications

Software Needs Assessment

We met with the teams responsible for the quote request and quoting processes to understand their workflow from end to end.

We mapped how their companies, contacts, and deals relate to one another in HubSpot, and how quotes move through their pipeline.

We identified exactly which key information staff were manually transferring between systems, then laid out a plan for the integration.

Development

Our team designed and built a service-oriented integration “Hub” that uses HubSpot’s open API and webhooks to move data quickly between the client’s custom LIMS application and their HubSpot CRM instance. We worked with their IT team to secure access to a HubSpot sandbox for development and testing, and demonstrated progress along the way.

To make it faster to jump between deal and quote data across the CRM and LIMS, we planned to stamp HubSpot Deal records with URLs pointing to the corresponding quotes in the LIMS — and vice versa. The original plan used HubSpot Workflows to add the URL link when a Deal was created. That approach proved problematic: the workflows weren’t populating the data fast enough, sometimes taking upwards of ten minutes. We brainstormed alternatives and tested HubSpot’s webhooks to notify the Integration Hub, which then used HubSpot’s API to update the field values in HubSpot. This approach worked well, eliminating the wait entirely.

Testing

Techlancer provided the client with a UAT script covering every quote request scenario identified during the needs assessment. As the client’s UAT team reported feedback from their tests, the Techlancer team developed and deployed fixes to the test environment until the client confirmed the integration was performing exactly as desired.

Launch

We scheduled an on-site “Go-Live.” The Techlancer team shadowed members of the client’s team to verify that every process was functioning as expected. When issues surfaced, the team addressed them right away and deployed patches as needed.

Need Custom Integration?

If your business runs on systems that don’t talk to each other, we can help. Yes, let’s talk about connecting your mission-critical software.

Integration of HubSpot CRM with mission-critical business software to improve sales process efficiency and accuracy