LoopfourSet up a new customer across your systems
Build a workflow that creates matching customer records in your ledger and billing system when a new company is added to your CRM.
The job
A new customer signs. Someone creates them in the CRM, again in the ledger, and again in the billing system. Each copy is typed by hand, so names, emails and terms drift apart.
By hand
With Loopfour
How the workflow runs
- TriggerA company is created in HubSpot
- StepRead the company and contactLoopfour gets the name, billing email and address from HubSpot.
- DecisionAlready in the ledger?Loopfour looks the customer up by email. If found, it stops and tells you.
- ApprovalFinance checks the detailsOptional. A rejection stops the run before any record is created.
- OutputCustomer created in your ledger and billing systemFor example, QuickBooks and Stripe.
What you need
- Template: there is no ready-made template for this job. You build it by describing it in chat.
- Systems to connect: your CRM (HubSpot can start the workflow), your ledger (QuickBooks, Xero, NetSuite or Sage Intacct), and your billing system if separate (Stripe).
- Who approves: optional. For example, an AR lead who checks billing details before records are created.
Set it up
Connect your systems
Go to Integrations and connect HubSpot, your ledger and your billing system. See Connect a system.
Describe the workflow in chat
On Home, describe the job. For example: "When a company is created in HubSpot, get its primary contact. Look the customer up in QuickBooks by email. If there is no match, create the customer in QuickBooks and in Stripe with the same name and email." See Build a workflow by describing it.
Check the trigger and the lookup
The trigger's Event should be Company: Creation. Check that a Condition step follows the lookup, so an existing customer is not created twice.
Add a check if you want one
To review details first, add an Approval step before the create steps. See Add an approval step.
Deploy, then test
Use test accounts or a test company record. Select Deploy, then Run with the starting details the workflow needs. Check the records in your ledger and billing system before using real customers.
Run works only when the workflow is Active. Deploying also switches on its trigger; choose a safe schedule or test source before deploying. Runs make real changes in connected systems.
What you review
- Each run: under Runs, each run shows the company that started it, whether a match was found, and the records created.
- Approvals: if you added one, requests wait under Approvals.
- Who did what: the Audit trail tab under Runs records workflow changes and decisions made in Studio. Decisions from email or Slack are kept on the run. See Export the audit trail.
Adapt it
- Use a schedule instead: if your CRM is Salesforce or Attio, ask chat to run the workflow each morning and pick up accounts created since the last run. See Choose when a workflow runs.
- Add a third system: add a create step for another connected system, such as a second ledger for another entity.
- Tell AR: add a Slack message with the new customer's name and the records created.
Send a contract when a deal closes
Build a workflow that creates a contract from your PandaDoc template and sends it for signature when a HubSpot deal reaches the stage you choose.
Match payments to invoices
Set up cash application: match incoming payments to open invoices, post the matches to your ledger, and send unmatched payments to a person.