Case study · Custom portal
Coin grading portal for a US company
Online booking, a customer wallet and a grading-results dashboard, all kept in step with HubSpot without anyone touching it.
Client
Details Withheld
Industry
Coin grading
Location
USA
Services
Web portal development · Custom WordPress plugin
100%
Automated, from booking to grading report
3
Custom plugins built from scratch
1
System of record, HubSpot
01 · The challenge
Every booking was re-entered by hand.
Customer records and transactions lived across several platforms. A booking meant someone creating the customer in HubSpot, adjusting the wallet balance by hand, and pulling the grading report out again when it was ready.
Customers had no way to book a grading service online, so every request started as a message
Wallet balances and HubSpot data were updated manually, which was slow and went wrong
Finished grading results had to be sent out individually rather than being there to look at
02 · What we built
A portal that keeps itself in step with HubSpot.
A custom WordPress site with three plugins written from scratch. A booking creates the customer and the transaction in HubSpot, the wallet debits itself from the HubSpot amount, and the grading report comes back to the customer's dashboard.
Online booking
Customers request a grading service themselves, and the customer and transaction appear in HubSpot automatically.
Customer wallet
Transaction amounts come from the HubSpot API and are debited from the customer's balance without anyone intervening.
Results dashboard
A secure area where customers follow grading status and read the finished report, pulled straight from HubSpot.
HubSpot as the record
The site and HubSpot hold the same data, so the team works in one place instead of reconciling two.
Works on any device
Fully responsive, so customers can book and check results from a phone as easily as a desktop.
03 · The result
A 100% automated workflow, booking to result.
A customer books, pays and collects their grading report without the team handling the record at any point, and HubSpot stays accurate on its own.
Manual data entry between the site and HubSpot was removed entirely, along with the errors it caused
Customers book, pay and read results themselves rather than going through the team
Wallet balances track the actual transactions, so billing disputes have a single source to check
RP IT Solutions delivered an elegant and robust solution that completely streamlined our coin grading process.
Details Withheld
Technology
Front end
WordPress
Back end
PHP
Database
MySQL
Integrations
HubSpot API
Services used
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