Industry
Beverage distribution
Scale
5 entities across multiple markets
HQ
California, USA
Stack
HubSpot · PandaDoc · QuickBooks · Glide · AI matching layer
The problem
Three systems. One job. And someone reconciling them by hand every single day.
Vertosa's invoicing process ran across HubSpot (CRM), PandaDoc (proposals & contracts) and QuickBooks (accounting). The tools weren't the problem, the gaps between them were.
- Naming conventions varied across systems
- Invoice amounts didn't always match
- A record created in HubSpot might have different details than its corresponding entry in QuickBooks
Someone had to manually cross-reference all three every day. Invoices went missing. Billing wasn’t timely. A task that should have been straightforward consumed hours of skilled labour daily.
The solution
An AI-powered system that watches three databases and keeps them honest.
We built an automated layer using AI to do the daily reconciliation work a human used to do, and to do it without missing anything.
What it does
- 1Monitors incoming invoices
- 2Matches them against previous records
- 3Reconciles new sales with entries across HubSpot, QuickBooks and PandaDoc
- 4Automatically creates proposals and invoices in QuickBooks
- 5Keeps everything synchronised
Integrations
HubSpot
PandaDoc
QuickBooks
Glide
The impact
Finance stopped firefighting.
Revenue stopped slipping through the cracks.
KEY METRIC
15+ hours / week
Freed Vertosa's team from reconciliation work.
Same-day billing
Cycles dropped from over a week to same-day processing.
No more lost invoices
The system captures revenue that would have been missed entirely.
Finance went strategic
Abby's team moved from chasing discrepancies to supporting Vertosa's multi-market expansion.