How Active Mobility Saved 2 Days Per Month with a HubSpot-Xero Integration

This is the build as we wrote it up at the time. The finished case study, with the figures and the working shown, is on our case studies page.

The Problem: Time-Consuming Manual Processes

Active Mobility use HubSpot for their CRM and Xero for accounts and invoicing, but the two systems weren't sharing their sales data. This meant:

• Manual Data Entry: Every time a sale was confirmed in HubSpot, the team had to manually create an invoice in Xero, a process that took around 5 minutes per invoice.
• Inconsistent Data Tracking: Many sales never made it into HubSpot because staff didn’t want to duplicate effort by entering data into both systems.
• Lost Efficiency: In 2024 alone, Active Mobility processed over 2,000 confirmed sales, equating to approximately 166 hours spent on repetitive, manual invoicing tasks.

They needed a way to save time, ensure all sales were tracked in HubSpot, and eliminate the risk of errors or omissions from manual processes.

The Solution: An Integration Using Make.com

We used Make.com to build a seamless integration between HubSpot and Xero. This platform allowed us to connect the two systems quickly and affordably and create a streamlined workflow that eliminated manual data entry. The Make.com subscription that powers this integration costs just £9 per month.

Here’s how the process now works:

1. Create a Quote in HubSpot: The team generates and sends quotes directly from HubSpot to their customers.
2. Customer Approval: Once a customer approves the quote, the deal is moved into HubSpot's "Order Confirmed" stage (their "Closed Won" stage).
3. Draft Invoice Creation: A draft invoice is automatically created in Xero, complete with all relevant customer information and invoice line items.
4. Review and Send: The team simply reviews the draft invoice for accuracy before sending it out.

This integration saves Active Mobility an enormous amount of time while ensuring that every sale is properly logged in HubSpot and seamlessly invoiced in Xero.

The Results: Time Savings and Improved Accuracy

The new process has had an immediate and measurable impact:

• Significant Time Savings: With over 2,000 invoices processed annually, the integration has saved the team around 166 hours per year (that’s over 20 working days!).
• Improved Sales Tracking: All sales are now consistently logged in HubSpot, providing more accurate reporting and better visibility into business performance.
• Cost-Effectiveness: The Make.com subscription powering this integration costs just £9 per month, a fraction of the cost of manual labour to achieve the same outcome.

Active Mobility now has a smoother, faster workflow, which frees up its team to focus on more valuable tasks, such as serving customers and growing the business.

What’s Next? Automating Purchase Orders

Building on this success, the next step is to automate the creation of purchase orders with Active Mobility’s suppliers. For every sale, Active Mobility needs to order products and parts from suppliers via purchase orders, we plan to. Add an additional automation to create purchase orders for each line item when an invoice is created.

Another step is to streamline their operations and ensure timely procurement, keeping the entire process as efficient as possible.

Want to Save Time and Simplify Your Processes?

If your business uses HubSpot, Xero, or other tools and you’d like to automate your workflows, we can help. An integration like this could save your team hours of manual work and improve data accuracy and business reporting.

Get in touch with us at hello@saassuccess.co.uk