Process integration and automation
More than 15,000 invoices a month, with each contract's rules.
Cloudfianz built a workflow automating ConsorcioAbierto's monthly billing.
- Cloudfianz's work
- Billing integration and automation
- Connected platforms
- HubSpot, AWS and Odoo
- Scope
- Argentina, Uruguay, Paraguay and Colombia
The challenge
Different contracts, manual calculations every month
The company already used Odoo for billing but needed a CRM to manage the sales lifecycle of administrators paying a platform membership.
Each client could have different terms: time-based discounts, periods with different amounts and country-specific details. Applying these rules manually caused billing errors and recurring monthly work.
The HubSpot implementation with Digifianz started with a specific goal: connect membership management with Odoo billing.
The technical decision
An architecture adapted to contract complexity
What we evaluated
The initial approach considered HubSpot's subscriptions module. During implementation, it proved unable to represent all terms in enough detail.
How we solved it
Cloudfianz designed an alternative: represent memberships as deals in HubSpot pipelines and process their rules with AWS Step Functions and Lambda functions. This kept sales information in the CRM while handling custom billing logic beyond its native limits.
The solution
From membership to invoice
The solution takes memberships from HubSpot and generates invoices in Odoo, applying each contract's discounts, periods and terms in Argentina, Uruguay, Paraguay and Colombia.
Memberships and productsAgreements and commercial terms
Each contract's rulesStep Functions and Lambda
Generated invoicesAmounts by period and country
Memberships inside HubSpot
Each deal records the commercial agreement and its status.
Terms by period
Line items represent duration and applicable discount, separating the price from the contract's specific terms.
Updated prices
The process uses HubSpot products to account for monthly updates, including existing agreements.
Billing in Odoo
The AWS workflow takes this information, applies contract and country rules and generates the corresponding billing.
Organizing the rules was also part of the project.
The project took a year and a half end to end. Beyond development, it required organizing and documenting discount and billing criteria previously applied manually. Standardizing these rules was central to the solution.
The results
More than 15,000monthly invoices
In just hours
Billing at scale with consistent rules
With memberships entered and updated in HubSpot, the process generates more than 15,000 monthly invoices in Odoo in hours, without the team calculating and entering each invoice separately.
The operational change delivers three concrete capabilities:
One workflow for four countries
The automation accounts for the specifics of Argentina, Uruguay, Paraguay and Colombia.
Contracts with variable terms
Discounts and periods are processed according to each membership's defined rules.
Less manual calculation and entry
The team maintains agreements in the CRM and the workflow handles invoice generation.
Standardization reduces reliance on individual judgment when applying agreements.
Does your billing depend on agreements that are hard to manage manually?
Tell us how contracts are recorded and which rules your team must apply each month. Let's assess how to connect sales information with billing.
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