In the following short video, we will give you an overview of how to use the CoffeeCup Hubspot App.
As a sales manager, you may have an appointment with a client. To prepare for this, you can use Hubspot to view all the important information about the company and its properties, communication, notes, emails, and calls. On the right side of the interface, you can find the contact data, documents, tickets, and a new area called Coffeecup Integration.
Here you can see directly with a live access to CoffeeCup which projects are related to this client and their current state.
If we take a deeper look, we see here 2 projects that are in progress, which means they are currently running: one with a budget of €25,000 and another time & material project without a set budget. At a glance you can see the used and remaining budget of each project, as well as the planned hours. The sales manager can also go into the actions and change the state of a project with a single click. Maybe the project shouldn’t have started yet and only be in the planning state. If you change the state back to "in planning" in Hubspot, the update will be immediately reflected in CoffeeCup.
Automated workflows
Note: The project manager is typically responsible for setting up all of these workflow steps. The sales manager can simply use these workflows.
Create project from deal
When a new project comes up, the sales manager creates a deal in Hubspot. The deal is given a name, assigned a stage, and a budget is added. Additionally, the deal owner and other information such as the deal type and priority are specified. With a workflow, a trigger can be set to create a new project in CoffeeCup when a new deal is created in Hubspot. This trigger can be customized to your individual needs. If you change the stage to your trigger stage, a new project will be automatically created in CoffeeCup.
For example, if the trigger stage is set to "Closed Won," a new project will be created in CoffeeCup when the deal is moved to that stage.
Fetch CoffeeCup project KPIs
The next question is how to retrieve all the important project KPIs from the Project Board in CoffeeCup and fetch them into Hubspot. It is possible to trigger automations based on these numbers.
For example, if you update the "project state" in CoffeeCup, the project state of the deal is automatically updated in Hubspot as well.
This integration enables employees, such as those in sales, to work within their familiar environment and tools while having current project KPIs at a glance.
The widget allows the sales manager to view the current state of the project without logging in to the CoffeeCup account. This enables immediate action to be taken if a project runs over budget. Additionally, it opens the possibility for creating new workflows.
The following KPIs can be fetched:
Hours:
Total: Total work time
Spent: Billable work time
Planned: The total scheduled worktime on the project from tomorrow on
OutOfBudget: Tracked hours after the budget used up
NonBillable: Tracked hours on tasks that are not billable
Budget: Total budget divided hourly rate
Billed: Hours that are already invoiced
Amount:
Spent: Tracked effort
Billed: The sum of all billings/billing items of a project; CoffeeCup KPI: Invoiced
Budget: Total Budget of the project
OutOfBudget: Out of budget effort
Synch KPIs
Send in-app notifications
To create a new action in Hubspot workflows, follow these steps:
Go to the workflows section and select "create new workflow."
When prompted to choose a type of workflow, select "Action."
In the workflow editor, set the trigger to "hours out of budget greater than 5."
Add a "send in-app notification" action to the workflow.
Set the title of the notification to "Attention: Project is out of budget."
In the notification text, add the message "Please contact the project manager or project owner immediately."
This will ensure that the relevant team members (project manager/project owner) are notified promptly when a project goes over budget and can react immediately.
Creating individual reports in Hubspot
The following short video will show you how to configure your Hubspot Dashboard as a sales manager. This will allow you to easily view all important KPIs from CoffeeCup.
As a sales manager, you are responsible for specific clients and projects. To create a report, go to Reports and select Custom Report Builder. Choose deals for both the main dataset and report, then click next. You can then select from a variety of charts.
Example Use Case:
To create a report in Hubspot that displays important KPIs from CoffeeCup, follow these steps:
Select the "table" chart and add different columns, such as billed hours, hours budget, non-billable hours, hours planned, and deal name.
Save the report and name it "Project-Status of my deals" in the window that opens.
Add the report to an existing dashboard or create a new one.
Click "save and add" to finish.
Now, when you go back to your dashboard in Hubspot, you will find the newly created report. It displays all the important KPIs from CoffeeCup at a glance in a table format.
Any questions?
If you still have questions about the CoffeeCup Hubspot App, contact our support directly here in the chat or via E-Mail. We are happy to help you at any time.