HubSpot at BNI Poland – Case Study

BNI is an organization that needs no introduction in the business world. A huge consortium connecting businesses from all over the world only in Poland brings together over 1,600 companies sharing knowledge, experience and contacts. According to the ‘Givers Gain’ principle, each BNI member benefits from recommending proven subcontractors, co-workers or sharing business experiences to other businesses.

Our cooperation started in December 2021 - and it continues to this day. The client collaborated with another HubSpot partner during the original implementation, but after almost two years BNI decided to switch to Verseo. What does our cooperation look like and how did we help BNI achieve its mission? Read an extensive Case Study of Verseo's cooperation with BNI Polska and find out!

Due to the scale of its activities, BNI Poland uses the Marketing Hub Enterprise module supported by Sales and Service in the Professional version. 

HubSpot implementation by Verseo



Due to BNI's familiarity with the system, we did not have to carry out standard implementation or user training. Initially, we were asked to improve advanced reporting in HubSpot. When it turned out that our ideas and activities perfectly  fit the client's requirements, the time for a much more extensive task has come. The main goal was to connect HubSpot's mailing automation with the invoicing system, which would allow for automatically sending proforma invoices and then final invoices to BNI customers.

How does it work behind the scenes? Based on deals on sales pipelines in HubSpot, tickets are automatically created, which in turn send information via webhooks to the invoicing system. This mechanic generates a proforma with data downloaded directly from the associated deal in HubSpot. The invoicing solution provider prepared code that receives webhooks sent by our solution on the accounting system side.

The generated proforma invoice is sent as a link to the contact property associated with the ticket, along with the payment link to a separate field (due to the specificity of BNI settlements, a scenario may occur here in which 2 different links to 2 different proformas for different amounts are sent, and thus 2 payment links for different amounts - then the customer chooses which option is better for them).

At the same time, the customer can immediately pay for the order using the links in the message thanks to integration with payment systems. After paying the proforma invoice, the client receives a link to the final invoice, which is sent via another email template.

Arkusze na podstawie formularza – pobieranie danych bezpośrednio do PDF

We have created automation that generates PDF sheets with data regarding, among others, satisfaction with BNI services among individual community members. Our solution allowed the client to improve the spreadsheet generation process, which previously operated semi-automatically - now the entire process does not require any additional work so that the data filled in by the client is transferred directly to a PDF file.

The whole process goes as follows:

We have created a special form that is located on the one-page website. Filling out the form is also a trigger that causes the script to run. The script's goal is to retrieve values ​​from all form fields and insert them into an on-the-fly generated sheet in PDF format. The generated file is sent as an attachment to the contact who completed the sheet. Thanks to this, all data is located in one command center - HubSpot.

What does the client say?

“Cooperation of BNI Poland Sp. z o. o. and Verseo began in 2021 with an analysis of possibilities and the introduction of an individual reporting system and continues successfully to this day. For this reason, even though the implementation of the HubSpot system was originally carried out by another company, we decided to entrust the care of our system to specialists from Verseo. What draws attention above all is the individual approach to the client. The team performed tasks that would have been impossible to accomplish without expert know-how - including writing from scratch the integration of the HubSpot system with external services or tools, all the while also playing an advisory role and taking into account the "human factor".

As a brand that follows the highest standards, we consider cooperation with Verseo to be exemplary. Verseo specialists, with particular emphasis on Dawid, are characterized by professionalism, knowledge of tools and great flexibility, and communication is at a very high level.”

~Łukasz Pasikowski, CRM Manager, BNI Polska