The System That Centralized Orders, Payments, and Client Workflows
Challenge
BlackWood GmbH supports future entrepreneurs working cross-border in the EU. They handle contracts, payments, tax compliance, and legal documentation for clients and companies operating internationally — with a strong focus on Austria and Germany.
Their process depended on a combination of HubSpot for contacts and deals, manual document creation, Elopage for digital products, and EasyBill for invoicing. There were no clear permission levels across users, which posed data privacy and security issues. Order management was time-consuming and prone to errors, especially with complex cases involving taxes.
BlackWood GmbH supports future entrepreneurs working cross-border in the EU. They handle contracts, payments, tax compliance, and legal documentation for clients and companies operating internationally — with a strong focus on Austria and Germany.
Their process depended on a combination of HubSpot for contacts and deals, manual document creation, Elopage for digital products, and EasyBill for invoicing. There were no clear permission levels across users, which posed data privacy and security issues. Order management was time-consuming and prone to errors, especially with complex cases involving taxes.
Solution
We implemented a custom CRM and payment system that connects order creation, client onboarding, payment processing, and invoicing into one streamlined platform.
The system includes automated HubSpot sync, Stripe checkout, automated invoicing via EasyBill, and user roles with permission control, and logic for handling tax scenarios. Agents now use a guided form to create client orders, send checkout links, and trigger legally-compliant PDF confirmations and invoices with minimal manual input.
We implemented a custom CRM and payment system that connects order creation, client onboarding, payment processing, and invoicing into one streamlined platform.
The system includes automated HubSpot sync, Stripe checkout, automated invoicing via EasyBill, and user roles with permission control, and logic for handling tax scenarios. Agents now use a guided form to create client orders, send checkout links, and trigger legally-compliant PDF confirmations and invoices with minimal manual input.
Results
The new system radically improved how BlackWood handles its client orders, compliance workflows, and agent operations.
Legal consistency, automation, and user experience were all improved.
Critical KPIs saw measurable improvement, and the system is now fully scalable for additional markets or roles.
Key metrics:
- - 40% operational cost
- +15% sales conversion rate
- +20% customer happiness rate
The new system radically improved how BlackWood handles its client orders, compliance workflows, and agent operations.
Legal consistency, automation, and user experience were all improved.
Critical KPIs saw measurable improvement, and the system is now fully scalable for additional markets or roles.
Key metrics:
- - 40% operational cost
- +15% sales conversion rate
- +20% customer happiness rate