Case Study for Enterprise Grade eCommerce Stack

Time had run out for a US-based HubSpot customer to create a complete Enterprise Grade e-Commerce solution for selling and distributing its' Water Purification Systems.

Competition was closing in on them.

To steel the market, they had to launch an automated CRM that keeps them profitable while delivering a frictionless and fresh Customer Experience.

Their customers are Homeowners, Businesses, and Schools.

Integrating a suite of softwares so they behave nicely across multiple levels and handle tax in multiple regions had already cost them a false start...

Here's the problem:

Customer Lifecycle Management

• The solution needs to remove friction throughout the Sales and Delivery process.
  
  
• Collect and return payments whilst navigating Tax regulations.
  
  
• Customer Success & Support - Manage the customer conversations in a way that minimizes cost whilst strengthening its brand.

The Software Stack to Integrate with HubSpot:

• Migration - Once-off data migration from NetSuite to HubSpot
  
  
• Netsuite - (Finance) Two-way sync with  HubSpot
  
  
• Shopify - (eCommerce) One-way sync with  HubSpot
  
  
• Avalara - (Tax) Two-way integration with HubSpot
  
  
• Shiphawk - (Logistics) Two-way integration with HubSpot
  
  
• Stripe - (Cash Collection) Two-way integration with HubSpot

• Update & Create Shopify Orders & sync to HubSpot Deals
• Update & Create Shopify Customers & sync to HubSpot Contacts
• Update & Create Shopify Products & sync to HubSpot Products
• Update & Create NetSuite Sales Orders & sync to HubSpot Deals
• Manage Shopify Subscriptions through HubSpot 
• Refund Stripe Payments through HubSpot
• Refund Shopify Orders through HubSpot
• Apply Region Based Tax through Avalara on HubSpot Quotes
• Update & Create NetSuite Products & sync to HubSpot Products
• Update & Create NetSuite Customers & sync to HubSpot Contacts
• Update & Create Netsuite Customer Deposits & sync to HubSpot 
• Update & Create Stripe Subscriptions & sync to HubSpot Subscriptions
• Update & Create Stripe Payments & sync to HubSpot Deals & Quotes

Do you want a solution like this?

Data Flow Overview

Shopify and HubSpot Integration:

• Shopify order updates or new orders should sync with HubSpot Deals, updating existing or creating new deals as needed.
• Shopify customer updates or new customers should sync with HubSpot Contacts, updating existing or creating new contacts as needed.
• Shopify product updates or new products should sync with HubSpot Products, updating existing or creating new products as needed.

Third-party Integrations and Data Utilization:

• Data from Shopify stored in HubSpot triggers a webhook to ShipHawk for delivery cost calculation, which is then stored on the associated HubSpot deal.
• Shopify data in HubSpot triggers a webhook to Avalara for tax calculation on deals, with the calculated tax stored on the associated HubSpot deal.
• A HubSpot quote is generated incorporating data from Shopify, ShipHawk, and Avalara, then sent to the customer with a Stripe payment link.
• After gathering data from Shopify, ShipHawk, Avalara, and Stripe, the HubSpot Deal is synced to NetSuite, converting into NetSuite sales orders, customer data, and customer deposits.
• Any updates in NetSuite (sales orders, products) sync back to HubSpot.

1. Evaluation and Planning:

   • Upon receiving an integration request, the HubSnacks integration team assesses the requirements, feasibility, and optimal implementation strategy.
   • The team researches potential integration paths and proposes a solution to the customer, including a detailed data flow overview.
     
     
2. Integration Kick-off:
   
   
   • A kickoff meeting with the customer is scheduled to understand their current software setup.
   • The HubSnacks team conducts a live demo/walkthrough of the customer's software, leading to the creation of a Scope of Work (SOW).
   • A Full Tech Stack Audit is conducted to streamline the integration process, involving consultation with HubSpot's elite support team and a review of best practices.

1. Integration Execution:

   • The SOW document, detailing the integration plan, is finalized and agreed upon.
   • Subsequent meetings are held to present data mappings and discuss any custom requirements for successful integration.
   • The final meeting involves a live demonstration of the completed integration to the customer.

This successful Integration was  completed on time and in Budget, enabling HubSpot's customer to achieve: 

• Real-time synchronization of sales orders, customer deposits, and inventory records from NetSuite to HubSpot.
• Create accurate HubSpot quotes with integrated product and shipping tax calculations.
• Calculate region-specific taxes for online orders, enhancing the customer payment process.
• Placement of product shipment orders through ShipHawk based on confirmed deals in HubSpot.
• Comprehensive data sync between Stripe, HubSpot, and NetSuite allows both HubSpot and NetSuite teams to maintain a holistic view of operations.

• Streamlined Data Flow: The integration efficiently connects Shopify, HubSpot, ShipHawk, Avalara, Stripe, and NetSuite, ensuring smooth updates and creation processes for deals, contacts, and products.
• Optimized Tax and Delivery Costs: Utilizes external webhooks for accurate calculation and application of taxes and delivery costs, enhancing transactional accuracy.
• Strategic Planning and Execution: From the assessment phase through to the final demonstration, the integration project was meticulously planned and executed by the HubSnacks team.
• Operational Efficiency and Accuracy: Provides Company XYZ with a robust integration solution that boosts operational efficiency and data accuracy.
• Enhanced Customer Satisfaction: The integration facilitates the creation of accurate HubSpot quotes and simplifies the tax and delivery process for customers.
• Real-time Data Access: Empowers the Company XYZ team with real-time access to vital data across different platforms, promoting a unified and informed operational approach.