Skip to content

Biotech Company: Years of Data Exported and 15+ Hours Saved With HubSpot Quickbooks Integration

Software Development

11-50 Employees

Sales Hub | Marketing Hub | Service Hub
Biotech Company: Years of Data Exported and 15+ Hours Saved With HubSpot Quickbooks Integration
Background-icon

Background

This case study is about a B2C biotechnology company based in the United States that specializes in cell culture products and services for research institutions and laboratories.

Problem-icon

Problems

Frame 1529 Frame 1530

  • Data Security Crisis: The company was planning to transition away from HubSpot, which put years of valuable customer data, relationship history, and business intelligence at risk. Without proper data export procedures, they faced the potential loss of contact associations, deal history, task records, and sequence enrollment data that couldn't be easily recreated.

  • Manual Invoice Management: Their QuickBooks and HubSpot systems weren't properly integrated, forcing their team to manually handle all invoice-related communications. This meant no automated follow-ups for purchase orders, tracking numbers, or payment confirmations - creating delays and potential revenue loss.
  • Broken Contact Associations: During previous data cleanup efforts, essential contacts had been accidentally deleted, breaking critical business relationships and losing important association data between contacts, companies, and deals.
  • Inefficient Workflows: Without proper automation between QuickBooks and HubSpot, the sales team was spending hours on administrative tasks instead of focusing on building relationships and closing deals.

Research shows that businesses that integrate their CRM with online accounting software experience a 30% increase in productivity and a 25% reduction in administrative costs. Additionally, data accessibility for salespeople shortens their sales cycles by 8-14%, highlighting the critical importance of proper system integration for operational efficiency.

Light-Bulb

Solution

After going through consulting sessions with OTF, they chose to establish a three-part data security and workflow optimization strategy:

Frame 1535 Frame 1535
HubSpot contact information dashboard showing CRM contact database with columns for first name, last name, email, contact owner, and phone number with data export options HubSpot contact information dashboard showing CRM contact database with columns for first name, last name, email, contact owner, and phone number with data export options
×

Part 1: Critical Data Export and Backup System 

  • Created detailed reports covering all essential business objects, including contacts with open tasks, active sequence enrollments, deal pipeline data with associated contacts and metrics, and company information with billing details and linked contacts.
  • Our team developed step-by-step instructions enabling the client to repeat exports independently, ensuring they maintained control over their valuable business data even during platform transitions.

Part 2: Finance Software Integration Optimization

  • Reviewed and corrected the field mapping between QuickBooks and HubSpot, ensuring critical data like POC emails, tracking numbers, and PO status properly synced between systems.
  • Three automated workflows were built to handle purchase order confirmations, tracking number notifications, and payment follow-ups, eliminating manual invoice management tasks.
HubSpot QuickBooks Online integration setup showing invoice sync field mapping configuration between QuickBooks and HubSpot CRM HubSpot QuickBooks Online integration setup showing invoice sync field mapping configuration between QuickBooks and HubSpot CRM
×
HubSpot CRM contact migration data table with email addresses and associated company IDs for bulk import HubSpot CRM contact migration data table with email addresses and associated company IDs for bulk import
×

Part 3: Contact Recovery and Association Repair

  • Our team successfully restored 16 accidentally deleted contacts along with their complete association history, ensuring no critical business relationships were permanently lost.
  • We verified all contact associations were properly maintained and eliminated duplicate records that could confuse future communications.
Vector (3)

Results

  • Data Security Achieved: Cell Culture Collective now has complete backup access to all their HubSpot data through detailed export reports, protecting years of customer relationship history, deal progression data, and communication records worth thousands of dollars in business intelligence.
  • Workflow Automation Success: The QuickBooks integration eliminated 15+ hours of weekly manual invoice management, allowing the sales team to focus on relationship building and revenue generation instead of administrative tasks.
  • Contact Recovery Victory: All 16 deleted contacts were successfully restored with their complete association history intact, preserving critical business relationships that represented significant revenue potential.
  • Future-Proof Operations: The company now has documented processes for data export and workflow management, ensuring they can maintain operational efficiency regardless of platform changes.
  • Process Efficiency Gains: Automated invoice workflows now handle purchase order confirmations, tracking updates, and payment follow-ups without human intervention, reducing response times from hours to minutes.

Make HubSpot Your #1 Growth Tool

In just three steps, you can get these results too. It all starts with one call.

Component 17 Component 17

Others Case studies