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Recovering $35,000 in a year in revenue leakage for a transportation company
Logistics & Transportation
The team
3
Project Manager
Software Developer
QA Engineer
Integrations
HubSpot CRM
GroundWidgets (CSV layer)
Timeline:
6 weeks
Share:
Customer profile
SunsetLimo Logistics ran a profitable ground transportation business. Hundreds of completed rides a month, a growing roster of booking partners, a team that knew how to operate. What they didn't have was a system that automatically moved their data.
The company sold its services through GroundWidgets, a third-party booking marketplace for ground transportation operators. Every month, GroundWidgets sent a closed-trip report: every completed ride, every booker, and every commission segment. None of it connected to HubSpot automatically. Someone on the ops team opened the report, matched the records by hand, and entered them one by one.
Six hours a month, every month. The business was growing. The process wasn't.
GroundWidgets had no public API. It has no webhook, native CRM integration, or direct data path. The only output was a structured report delivered monthly.
That constraint shaped everything. The solution had to work from the file itself: read each completed trip, validate the data, apply commission rules to the right records, and write clean Deals into HubSpot without duplicates or gaps.
The harder problem was entity matching. The same booker appeared differently across months. "Agent 1" in the GroundWidgets report mapped to "John Smith" in HubSpot. Sometimes the same company appeared as three slightly different strings. A human could figure it out by context. An automated system needs a rule, a registry, and a way to handle the cases it can't resolve alone.
Six hours a month doesn't sound urgent. However, at an average rate across 12 months, it's $35,000 in burdened labor costs. And it’s even before accounting for commission errors that slipped through when someone was tired or moving fast. SunsetLimo ran their calculation and reached out to COAX Software to create a solution to this problem.
The point of this scheme: show a simple left-to-right line. One box per step. Nothing fancy — just "this comes in, this happens, this comes out."
We built a standalone import application that reads the monthly GroundWidgets report, validates every record, and creates HubSpot Deals automatically.
The core of it is a Booker-to-Company mapping registry. When a new booker name arrives, the system checks it against known mappings. High-confidence matches are processed automatically. Ambiguous ones surface in a review queue with full context for the reviewer. Once resolved, that mapping saves permanently; the same name never needs a second look.
The commission engine runs on configuration. Rules are defined in settings. When tiers change, or new segments get added, an admin updates the config. No deployment is needed. Everything is intuitive and tested with real employees.
The architecture is deliberately decoupled from the vendor. If GroundWidgets updates their report schema, a flexible mapping layer adapts without touching core logic. If a direct API becomes available later, the switch requires minimal rework. We built it to survive vendor changes, not depend on them.
Phase 2 is already scoped: a BI and analytics module. This layer will analyze completed trip patterns and surface demand forecasts by location and day of the week. It will define how many vehicles to have available on a Saturday in a specific city. The automation layer was the foundation. The intelligence layer is what’s planned on top to keep driving value.
Key features
Business outcomes
Reconciliation time drops from six hours a month to roughly one hour. That's the review queue - manual entry is gone entirely.
Commission accuracy reaches 100% within the first import cycle. The mapping registry eliminates attribution errors that had been compounding quietly across months.
The system pays for itself in under six months. Year 2 ROI, based on the same labor cost assumptions SunsetLimo validated independently, runs above 2,000%.
A second phase was already in scope before the project closed: demand forecasting by location and time of week, built on top of the same data pipeline. The ops automation was never just about saving hours. It was the foundation for a system that could tell you how many vehicles to have ready on a Saturday in San Diego before the bookings came in.
Why partner with COAX?
Flexibility & adaptability
Our team understands the importance of flexibility in the construction industry, which is why we work around your schedule to provide services at a time that's convenient for you.
Skilled and dedicated team
The COAX team consists of pioneering industry experts and experienced professionals who meet high proficiency standards. We stick to our ethos and are dedicated to delivering high-quality solutions that can lead the future of digital solutions.
Ongoing support
We're committed to providing excellent support throughout the entire project lifecycle. That's why we don't just focus on our technical specialists but also pay close attention to the professional skills of our project managers to ensure seamless cooperation.
Security and confidentiality
At COAX Software, we take data privacy and security very seriously. We sign a non-disclosure agreement (NDA) and guarantee to keep all project information safe and establish trust.
Growth-focused approach
In the construction industry, businesses need to constantly adapt and grow. That's why we don't just develop custom software solutions, we implement cutting-edge tools that help your business and technology scale for long-term success.
Agile methodology
At COAX Software, we value transparency and efficiency. That's why we follow a truly agile approach when providing IT services for construction companies. We aim to remain flexible and responsive to your needs at all times to ensure project success.
What we’ll do next?
1
Contact you within 24 hours
2
Clarify your expectations, business objectives, and project requirements
3
Develop and accept a proposal
4
After that, we can start our partnership
