-2.png)
-2.png)
-1.webp)
.webp)
-1.webp)
%20(1).webp)
-1-1.webp)
.png)
-1.webp)
-1.webp)
.webp)
-1-1.webp)
-2.webp)
-2-1.png)
-1-1.webp)
-1-1.webp)
-1-1.png)
Discovery
Mapped every system, what data each held, and every point where a person was moving information between two of them.
Inside the WhiteVillas guest data integration
Bookings arrived from Booking.com, Airbnb, Agoda and direct calls, then scattered across five systems that did not talk to each other. Upsells were invisible, guest emails went nowhere, and the accounts were reconciled by hand. HubXpert built one integration layer that keeps bookings, upsells, guest data and finance in constant sync.
5
Systems unified
0
Record types kept in sync
2
Dashboards to run the operation
FIVE SYSTEMS, NONE OF THEM TALKING
The Challenges
The operation worked because people held it together. Every gap between two systems was filled by someone re-entering data, and every piece of information that never made it across was revenue or insight that quietly disappeared.
-
1
Bookings arrived from everywhere and were entered by hand.
Reservations came in through Booking.com, Airbnb, Agoda and direct calls, then had to be listed into Guesty manually. Every channel was a separate entry point with a person in the middle of it.
-
2
Upsell revenue never reached the reservation.
Duve handled upsells during the stay, but nothing synced back. The reservation record showed what a guest booked and not what they actually spent, so the real value of a stay was never visible in one place.
-
3
Guest emails collected at WiFi login went nowhere.
Stayfy captured email addresses when guests joined the network, which is the single best moment to capture a guest. That data stayed in Stayfy, so no upsell campaign and no retargeting was possible against it.
-
4
Accounting was disconnected from operations.
QuickBooks had no link to Guesty, so bookings and transactions were reconciled manually and financial reporting always lagged behind what had actually happened.
-
5
There was no single guest record.
A returning guest looked like a new booking. Without one record holding reservations, upsells and contact details together, there was no segmentation, no lifecycle and no basis for marketing to past guests.
"Before HubSpot, we were living kind of in chaos with Post-it notes. Every lead, every patient type, and every renewal had to be tracked manually, and our front desk was spending more time managing spreadsheets than focusing on patients."
ONE INTEGRATION LAYER, EVERYTHING IN SYNC
What We Built
Rather than replace any of the five systems, HubXpert built an automation and sync engine between them. Guesty stays the property management system, QuickBooks stays the accounting system, and HubSpot becomes the single source of truth for the guest.
-
1
Every booking channel lands in Guesty automatically.
Reservations from Booking.com, Airbnb, Agoda and direct enquiry are ingested and managed in Guesty without manual entry, so every channel arrives in one place in the same shape.
-
2
Duve upsells sync back to the reservation.
Purchases made during the stay are attached to the booking and the guest they belong to, which makes the true value of a stay visible on the record rather than sitting in a separate tool.
-
3
Stayfy WiFi logins push into the guest record.
Email addresses captured at network login flow into the guest record, turning a moment that produced nothing into the start of a marketing relationship.
-
4
Every object mirrored into HubSpot.
Guest contacts and companies, bookings as deals with stages, and upsell and transaction history all sit in HubSpot, which gives the operation lifecycle stages, segmentation and retargeting against real booking behavior.
-
5
Guesty connected to QuickBooks.
Bookings and transactions post straight into the books, so financial reporting is built on live data and nobody reconciles two systems by hand.
-
6
Two dashboards instead of five logins.
Bookings, transactions, upsells and guests are visible from Guesty, and the financial picture from QuickBooks. The operation is readable from two places rather than assembled from five.
"The team's dedication and technical skills have made what once seemed impossible a reality."
THE LAYER THAT MADE THEM TALK
Whitevilla Integration Flow Chart
Whitevilla Integration Flow Chart
ONE OPERATION, READABLE FROM TWO SCREENS
The Outcomes
WhiteVillas now runs on connected data. Bookings arrive and manage themselves in Guesty, upsells and guest details attach to the reservation they belong to, HubSpot holds the guest relationship, and the accounts build from live transactions.
5
Systems unified
0
Manual re-entry between systems
2
Dashboards to run the operation
All bookings in one place. Every channel reservation is visible in Guesty with no manual entry, so the operation stops depending on someone transcribing bookings.
Upsell revenue is tracked. Duve purchases are attached to the reservation and the guest, so what a stay is worth includes what was sold during it.
Guest data is finally usable. WiFi emails feed segmentation, upsell and retargeting instead of sitting in a system nobody markets from.
Finance without friction. QuickBooks reports are built on live booking and transaction data rather than on a manual reconciliation.
HubSpot holds the guest relationship. Contacts, companies, bookings as deals and transaction history sit together, which makes lifecycle and repeat-guest marketing possible for the first time.
Before
MANUAL- Bookings entered into Guesty by hand from four channels
- Duve upsells isolated from the reservation
- Stayfy WiFi emails captured and never used
- QuickBooks reconciled manually, off-system
- No single guest record across the stack
After
AUTOMATIC- Channel reservations auto-captured into Guesty
- Upsells attached to the booking and the guest
- WiFi emails feeding the guest record and marketing
- Bookings and transactions posting into the books
- HubSpot holding contacts, bookings and upsell history
HubXpert built a seamless integration ecosystem connecting five platforms, including Guesty, Duve, HubSpot, StayFi, and QuickBooks. They automated our daily operations, streamlined financial tracking, and gave us a complete view of our customers. Their technical expertise and strategic approach transformed how we operate and reduced our costs by two-thirds.
.png)
BOOK A CONSULTATION
Ready to Build the Engine Behind Your Growth?
We build the systems underneath growth. CRM, website, search, outbound, and automation, connected so your team stops doing the work software should do.
Takes 30 minutes
Delivered by certified HubSpot expert
