Automating Custom ID Generation between HubSpot and Xero for Raymax Lasers

Most business software systems have been developed with a ‘one-size-fits-all’ approach. However, at best this means one-size-fits-most. With unique business operations and requirements, Raymax Lasers found they needed a custom automation created using an integrated app to connect HubSpot and Xero in order to keep their business running smoothly and reduce manual admin.

Raymax Lasers

Since 1992,Raymax Lasers has connected those working in science, manufacturing, and industry with precise and sophisticated lasers to achieve their goals. They provide custom laser solutions for businesses across a wide range of sectors including the Reserve Bank of Australia, Coca-Cola, CarltonUnited Breweries, Hardy’s,Masterfoods, Fisher & Paykel,Telstra and Pfizer Health Care.

The Challenge

For a long time, Raymax Lasers had used their own manual system to log and quote new jobs and manage them through to completion. Knowing this manual process limited their business, they made the decision to automate it using HubSpot and Xero.

Like most business software systems, HubSpot is an out-of-the-box solution. While it offers a wide range of functionality, it isn’t designed to accommodate every unique business process.

One of Raymax’s requirements was to maintain their own custom job IDs within HubSpot deals. Although HubSpot allows custom fields to be created, there is no way to automatically generate a sequential ID using its standard functionality. Even though the ID was simply an integer that increased by one for every new deal, it wasn’t something HubSpot could do on its own.

The Solution

Using HubSpot’s API, Sydney ICT developed a custom integration that runs as a background process in the cloud.

The integration regularly monitors Raymax’s HubSpot account for newly created deals. When a new deal is detected, it automatically generates the next custom job ID and inserts it into the relevant deal field, supporting Raymax’s workflow across both HubSpot and Xero.

Because the process is fully automated, staff don’t need to manually create or manage job IDs. They simply continue working in HubSpot while the integration handles the process in the background.

The Outcome

The automation removed a manual step from Raymax’s workflow while allowing the business to retain the custom job numbering system it relied on.

The integration has continued to run reliably for years, generating custom job IDs automatically whenever new deals are created and requiring no ongoing intervention from staff.

“The Raymax /HubSpot integration app has been running for over 2 years now – without intervention or fault. It simply runs… and runs.”

– Gregg Wright, Head of Development at Sydney ICT

If your business relies on systems thatdon’t quite fit the way you work, automation can help bridge the gap. Whetheryou’re looking to connect platforms likeHubSpot and Xero or automate repetitive business processes, Sydney ICT can deliver solutions tailored to yourunique business requirements.

Learn more about ourbusiness automation & AI solutions, and how we help businesses streamline workflows, reduce manualtasks and connect their existing systems.