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Health & WellnessSystems Integration

Health & Wellness: Zenoti Invoicing Automation & CRM Integration

Automated PDF invoice processing from Zenoti using machine learning to extract, validate, and enrich invoice data before routing to suppliers — and synchronized appointment activity with HubSpot CRM to power automated client follow-up sequences.

!The Challenge

The client managed a high volume of supplier invoices generated by Zenoti, each arriving as unstructured PDF documents with inconsistent layouts. Staff were manually re-keying invoice data before forwarding to suppliers, creating delays, entry errors, and a bottleneck that scaled poorly with business growth. In parallel, their HubSpot CRM had no visibility into real booking activity, so follow-up sequences were running on stale data and missing reactivation windows.

Our Approach

  • 1Audited the invoice PDF formats across all supplier types to identify variation patterns
  • 2Built a document ingestion pipeline that extracted raw text and layout data from incoming Zenoti PDFs
  • 3Applied machine learning classification to normalize extracted fields across inconsistent invoice formats
  • 4Implemented a validation layer to flag anomalies and route edge cases for human review
  • 5Automated the enriched invoice delivery to the appropriate supplier contacts via structured output
  • 6Built a Zenoti webhook receiver to capture appointment events and sync contact records into HubSpot
  • 7Created HubSpot workflows triggered by booking lifecycle events for post-visit follow-up and reactivation

Results

  • Eliminated manual invoice re-keying, reducing processing time from hours to minutes per batch
  • ML classification handled the majority of invoice formats with high accuracy, minimizing exceptions
  • Suppliers received cleaner, consistently structured invoices with faster turnaround
  • HubSpot CRM records updated automatically within minutes of booking activity
  • Post-visit and reactivation sequences became timely and data-driven rather than manually triggered

Technologies Used

Zenoti APIPDF ExtractionMachine LearningHubSpot APINode.jsWebhooks

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