The System That Centralized Orders, Payments, and Client Workflows

We built a custom CRM and payment system for BlackWood GmbH to help their team handle orders and invoicing more efficiently. The system brings together tools they were already using (like HubSpot, Stripe, and EasyBill) into one place.

It helps sales agents create orders faster, lets clients confirm and pay directly through a checkout link, automates invoice generation and automatically calculates commissions for sales agents.

The system also handles legal and tax rules, and gives each team member access only to what they need, based on their role.

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.

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.

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CRM user interface and features

All modules have an individual dashboard displaying entry-level data, with enabled features for filtering, editing, deleting and record creation.

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We added a dedicated screen in the CRM where admins can manage integrations with third-party platforms like HubSpot, Elopage, Easybill etc. From this interface, they can enter API credentials and enable or disable each integration with a simple toggle. This makes setup and control of external services quick, secure, and user-friendly — without needing developer support.

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Key Solution Component

We added a dedicated screen in the CRM where admins can manage integrations with third-party platforms like HubSpot, Elopage, Easybill etc. From this interface, they can enter API credentials and enable or disable each integration with a simple toggle. This makes setup and control of external services quick, secure, and user-friendly — without needing developer support.

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Key Solution Components

CRM has a complete order and payment system that connects HubSpot, Stripe, and EasyBill into one smooth flow from creating an order to sending a checkout link, confirming legal agreements, and generating invoices.

Most fields are auto-filled from HubSpot, tax rules are applied based on client type and country, and the system handles both individual and company cases with clear logic and legal
compliance.

Admins can manage integrations directly in the CRM, assign roles with specific permissions, and keep the interface clean by hiding unused features when integrations are turned off.

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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.

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