COAX Software automates transport bookings to close a $35,000 revenue gap

COAX Software built a config-driven import engine for a ground transportation operator that replaced manual booking entry into HubSpot and recovered $35,000 in missed revenue. The system also cut monthly admin time, improved commission tracking, and is now being extended to forecast demand by city and day.

Why it matters: - The project turned a manual, error-prone booking workflow into an automated pipeline that recovered $35,000 in undercounted revenue. - The ground transportation operator also reduced monthly admin work and gained more reliable commission reporting. - The setup gives transportation and logistics operators a model for connecting file-based marketplace exports to modern CRM systems.

What happened: - COAX Software built a config-driven import engine for a ground transportation company that used a third-party marketplace and HubSpot. - The project replaced a manual process where staff entered monthly closed-trip data into HubSpot one record at a time. - The project was completed for a client in ground transportation after booking volume exposed gaps in the old workflow.

The details: - The marketplace did not offer an API or webhook connection to HubSpot. - The marketplace only produced a monthly file of closed trips. - Staff had to transcribe that file into HubSpot manually. - The same booker name could appear under three spellings in a year, which made commission tracking unreliable. - COAX built a matching registry that links incoming booker names to existing company records. - Fuzzy matching catches small spelling and formatting differences automatically. - Uncertain matches move into a review queue with context needed to resolve them quickly. - Confirmed matches are stored so the registry improves over time and needs less manual review. - COAX made commission rules adjustable settings instead of hardcoded application logic. - The client validated the configuration with its own staff before go-live. - COAX separated the import logic from the marketplace file structure. - A dedicated mapping layer shields the pipeline from export-format changes. - The design leaves room for a future direct API integration without rebuilding the tool. - The tool now handles about six hours of work per month that previously fell to a staff member. - Known bookers flow through automatically, while unfamiliar names require only a short review. - Configurable commission tiers now apply without developer involvement. - A task that once took most of a workday now takes a few minutes to check. - The client now has a more reliable view of commissions that had previously gone undercounted because of entry errors and inconsistent naming. - The automation closed the $35,000 gap and improved reporting going forward. - COAX Software and the client are now scoping a second phase using the same trip data. - The next phase aims to forecast demand by city and day before bookings arrive. - The forecasting work would help dispatch teams plan staffing ahead of demand instead of reacting to it. - COAX says the project reflects a broader issue across transportation and logistics operators that still rely on file-based exports from marketplaces and legacy systems. - COAX Software was founded more than 16 years ago and is based in Ukraine. - COAX Software builds custom digital products for travel, transportation, and logistics companies across Europe and North America.

Between the lines: - The bigger win is not just time savings. The workflow now converts messy external data into cleaner operational records. - The configurable rules matter because they let business staff update payouts without waiting for software changes. - The mapping layer reduces dependence on a single marketplace export format, which lowers operational risk if the source system changes.

What's next: - COAX Software and the client are planning demand forecasting based on trip data. - The second phase could help dispatch teams align staffing with expected demand by city and day. - The same architecture could support other operators with similar marketplace-to-CRM integration problems.

The bottom line: - COAX Software used automation, fuzzy matching, and configurable rules to turn a manual import process into a revenue-recovering pipeline.