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Today we’re taking a look at how Hive customer i2Vision uses Hive Automate and an integration with QuickBooks to power their workflows, save time on manual data submissions, and limit reporting errors that naturally come from manual data tracking.
This integration was built by our partners at Connex Digital. Please reach out to them by booking a call here if you want to automate your workspace.
The Client: i2Vision
i2Vision is a Marketing agency that specializes in promoting ophthalmic brands. They manage various projects and have significant financial tracking needs to ensure that each project remains profitable. The company uses Hive as their project management system and QuickBooks for their financial data.
The i2Vision team has launched over 40 brands in the space, and is comprised of seasoned marketing experts with decades of experience in both marketing and ophthalmology.
One of i2Vision’s noted differentiators is their “unique access to the nation’s top doctors in ophthalmology—the i2Visionaries—who provide feedback, insight, and recommendations that will pave the way to pivotal products and procedures in ophthalmic care.”
Learn more about i2vision here!
The Challenge: Visibility & up-to-date data
As an agency, i2Vision needs to track time spent on projects, understand client deliverables, and ensure that timelines are met within budget. That’s where Hive and the custom QuickBooks integration comes into play.
Before developing a solution, i2Vision struggled with maintaining up-to-date financial visibility on their projects – project managers couldn’t easily see how much budget had been used and how much had been invoiced. Because of that lack of visibility, employees had to spend a significant amount of time pulling financial reports from QuickBooks and manually updating them in Hive.
That process was not ideal for a few reasons:
- Relying on outdated data led to miscommunications and potential project budget overruns.
- The manual process of syncing data was tedious and prone to errors
- Unnecessary workload was added onto the plate of project managers
The Solution: Hive Automate
It was clear that we needed to find a way to bring all of the data and metrics they were grabbing from QuickBooks into Hive. To meet those needs, we developed an automation solution using Hive Automate, integrating QuickBooks with Hive. This solution provided both a manual trigger and an automatic trigger, which would power a data sync between the two tools.
The triggers were as follows:
- Automatic Weekly Sync: An automated trigger runs weekly for all projects, updating financial data in Hive.
- Manual Real-Time Sync: A manual trigger can be initiated per project, allowing project managers to update financial data in real-time by changing a field in Hive.
Both of these triggers allowed team members to stay up-to-date on the most important financial information without leaving their Hive workspace.
The Results
When we work on integrations and automations within Hive, our main goal is to always ensure ease-of-use, time savings, greater connectivity, and an overall more streamlined approach to project management.
Here’s what we noticed after the integrations were complete:
- Project managers now had immediate access to key financial KPIs, such as expenses versus budget and invoices to date, directly within Hive.
- The automation saved the company significant time, reducing the need for manual report generation and data syncing.
- With up-to-date financial data, project managers can make better-informed decisions, preventing budget overruns and addressing issues proactively.
- The ability to update financial data in real-time gives project managers more control and confidence in managing their projects.
As we look forward to 2025 and beyond, we’re confident that the ability to streamline data and enhance visibility will be a critical part of project management implementation and success. If you’d like to learn about setting up an automation in your Hive workspace, book a call with Connex here.
