How RBP Saves 8,000+ Clicks a Month With QuickBooks & HubSpot Automation: Real Workflow Demo

Every month RBP saves just one customer from one automation, over 8,000 clicks a month. So what do I mean by that? Well, this is a tool called make. And so every time something happens in here, it's extracting, transforming and loading and it's creating, reading, updating or deleting something. Right? So this client, Hoffman Weber, right, has a trigger that comes from QuickBooks, right? And now this router is essentially saying okay, well what is happening? So for example, if a payment is created, so that's the only time this creates. Or if it's a, I'm going to zoom out a bit here, then I'll scroll up and zoom in. Or this one here is like getting an invoice. And so it only continues if the dock number starts with INV dash. So it's essentially saying search for an invoice matching that number. So then it goes and can update an invoice. So it can update an existing invoice. So this would be an option where there's other options where it's like updating things in HubSpot for job costing. So it'll say okay, if the title has a deal id. So if the title of the invoice, right. So first what it does is it says okay, get the payment. Because it's trying to log a payment in HubSpot. So you can say okay, what are the outstanding payments? So it goes to get a customer. Now from there it continues if the title has a deal ID so it lists any associations in HubSpot that have that deal ID. Then if the invoice already exists then it can create a custom object record which is a custom object record is a payment, right, or sorry, deposit which is like a payment and then it fills out basically what is the payment amount? Who is this? Like what is the date that it happened? What is the QBO payment id? So it kind of links back to it, it puts the whatever's in the private note in here. It gets the creates the QBO deposit account. So this is like what chart of accounts it came from. What is the payment method? So then what is that? The QBO invoice id. So it kind of pairs this up and there's an associated invoice number and a reference number. So it gets all that information back in HubSpot. It creates an association. So basically associates it back to the deal id. Right? So basically says hey, this payment is associated this deal and also associates it to the custom object contact. So basically this is this person on this deal paid us this payment and so then now we can, you know, future automations can basically say hey you know this is what happened. The cool thing that's coming for us is saying okay well where can we start introducing agentic workflows into this? So agents like how do we start using model context protocol and agents for this? Because this is handling everything. Like in this case this is happening. If it's a payment created, let's talk about a deposit. So okay, so like this is an expense, right? So it's a bill created. So basically says hey go get this bill from QuickBooks and then iterates through to find the customer, right? And get the customer from it. And then it says okay, go create a custom object that is a bill so it's an expense and says okay this is the bill amount, this is the description, this is the class right from QBO the memo but then also pulls the vendor and the vendor name and then what account it comes from so that in the future like in the next steps what it does is it basically says okay well let's create a custom object which is a bill, right? So this is the bill and basically now says this is what this bill was and pulls that to say okay well now let's associate that to the deal saying that hey we had a expense incurred on this deal. And also then you can kind of use in HubSpot it then can calculate the job costing. So this makes it so that the source of truth is your accounting, which is what it should be. The source of truth should be your accounting. But HubSpot can live as a source of truth based on this action. But it also works if there's payments. So we've got deposits, bills, payments on accounts. Scrolling is kind of awkward but all of this stuff allows us to do this. So in this case it's a journal entry. So this is a common problem. The accountants might do journal entries, they adjust things. So if the change in QuickBooks was a journal entry then it can go through and say okay well let's go get the customer and then let's go create or update these objects, right? Like such as the bill name so that if this is edited it doesn't mean that like now QuickBooks and HubSpot are out of sync. This here, this workflow automation, if I go back here, this Automation has run 8,600 times this month, right? So this things are happening every single day. This is happening. So that's 8,600 times that somebody in the, in the company didn't have to click go read something, copy paste edit, change, calculate, find out the percentage of line up. Correct. This just happens every single month automatically, making it so that this is just an autopilot for so much of the syncing that needs to happen. Just some of the cool stuff that we build at our repeat. I kind of want to share it because really proud of some of the stuff that we've made. Like this has been running for well over a year without any support having being given to the customer. Like they haven't made any requests for changes or updates or anything like that. And it just runs. It just runs. And it saves the bookkeeping accounting side of the business 8,600 clicks a month. Over 1 million clicks per month are saved by all the different scenarios that we have running because we have a lot of them. This is just one folder. So yeah, pretty cool, right?