No More Copy-Paste
Quote details flow directly from HubSpot to the checkout page.
Real Shipping Rates
Customer picks their own carrier and rate at checkout.
Auto-Update Everything
After payment, HubSpot and Trello update automatically.
How It Works
From Quote to Payment in 7 Steps
Here's what happens from the moment you create a quote to the moment the customer pays.
1
You (Sales Rep)
Create a quote in HubSpot
Add products, quantities, pricing as usual. Pick which warehouse ships this order (Taiwan, Michigan, or California).
2
System (Automatic)
Checkout link is generated
When the quote is approved, a unique payment link is created and saved to the quote. You'll see it in the "Checkout Link" field.
You just send this link to the customer
3
Customer
Reviews the order
Customer opens the link and sees the products, quantities, and prices from your quote. Read-only, nothing to fill in yet.
4
Customer
Enters their shipping address
Company name, street, city, state, zip code, country. This is the "ship to" address for the order.
5
Customer
Picks a shipping option
The system calculates real shipping rates based on the order weight and destination. The customer chooses the option they want.
6
Customer
Pays with credit card
Redirected to Stripe's secure payment page. The total = product amount + chosen shipping rate. Standard credit card checkout.
7
System (Automatic)
Everything updates
Once payment is confirmed, the following happens instantly — no action needed from you:
HubSpot
Deal → Closed Won
Trello
Address + payment info written to the card
Order Record
Saved with full details
Shipping
Three Warehouses, Three Carriers
When you set the "Ship From" location on the quote, it determines which carrier the customer sees at checkout.
🇹🇼
Taiwan
FedEx (air freight)
GC (ocean freight)
Air
Sea
GC (ocean freight)
🇺🇸
Michigan
Shippo
(multiple carriers)
Ground
(multiple carriers)
🇺🇸
California
Shippo
(multiple carriers)
Ground
(multiple carriers)
How Shipping Weight Is Calculated
1
Product model is identified —
Example: K51M-450-B3-US19 → the system reads the model (K51M-450) and set size (3 hinges per set).
2
Best packing is calculated —
The system fills the largest cartons first, then uses smaller cartons for remaining sets. This minimizes the number of boxes.
3
Exact gross weight is looked up —
Each carton configuration has a known gross weight from our internal weight table. All carton weights are summed for the total shipment weight.
Example: 10 sets of K51M-450-X3 → largest carton holds 6 sets (18.18 kg) + next carton holds 4 sets (12.28 kg) = 2 cartons, 30.46 kg total
Shipping Rate + Handling Fee by Warehouse
TW
Taiwan → FedEx (Air) —
Discounted FedEx account rate + 15% handling fee. Customer sees the final price including handling fee.
TW
Taiwan → GC (Ocean) —
Formula: (weight kg × $0.55) + (weight kg × $1.20) + $100 insurance. No markup applied — this is the final price.
MI
Michigan → Shippo (UPS/FedEx/USPS) —
Shippo carrier rate + 25% handling fee. System compares multiple carriers and shows the 3 cheapest options.
CA
California → Shippo (UPS/FedEx/USPS) —
Same as Michigan: Shippo rate + 25% handling fee. Ships from Ontario, CA warehouse.
After Payment
What Happens After Payment
The moment the customer's payment goes through, three things happen automatically — no action needed from you.
HubSpot Deal
Moved to Closed Won automatically
Trello Card
Shipping address + payment info added to the card
Zoho Invoice
Created automatically (if not already created)
Zoho Invoice
Two Ways to Create an Invoice
Zoho Invoice can be created in two different situations. Either way, the system makes sure it's never duplicated.
Path A — Automatic
Customer pays online
- 1.Customer opens the checkout link and pays with credit card
- 2.System confirms payment via Stripe
- 3.Zoho Invoice is created automatically
No action needed from the sales rep.
Path B — Manual
Check or wire payment
- 1.Customer pays by check or wire transfer
- 2.Drag the Trello card to the "New Payment" list
- 3.Zoho Invoice is created automatically
If the customer later pays online, the system detects the invoice already exists and won't create a duplicate.
For Sales Reps
What You Need To Do
Your workflow stays almost the same. Here's what changes:
| Create quote in HubSpot | Same as today. Add products, set pricing. |
| ✨ Select "Ship From" warehouse | New field. Choose Taiwan, Michigan, or California. |
| ✨ Select "Payment Type" | New field. Choose Distributor (Zoho Invoice created directly) or Retail (W-Payment checkout link generated, invoice after payment). |
| Approve the quote | Checkout link generates automatically. |
| Send the link to customer | Copy it from the "Checkout Link" field on the quote. That's it. |
After the customer pays: You don't need to do anything. The HubSpot deal moves to "Closed Won" and the Trello card gets the shipping address and payment info automatically.
FAQ
Frequently Asked Questions
Common questions from the sales team about how this system works.
What if the customer pays by check instead of online?
Drag the Trello card to the "New Payment" list. The system will automatically create a Zoho Invoice for you — no need to do it manually.
Will the system create duplicate invoices?
No. Before creating a Zoho Invoice, the system always checks if one already exists for this order. Whether it was created automatically after online payment, or via the Trello drag, there will never be a duplicate.
What if I need to change the shipping address after the link is sent?
You don't need to set up the shipping address at all — the customer enters it themselves during checkout. If they need to use a different address, just send them the same link again and they can fill it in fresh.
Can the customer see the shipping cost before paying?
Yes. Step 3 of the checkout shows real-time shipping rates based on their address and the order weight. The customer chooses their preferred option before proceeding to payment — so there are no surprises.
System Status
Integration Status
Current connection status of all services used by w-payment.
HubSpot
Quote data & deal updates
Trello
Order tracking board
Weight Table
Product shipping weights
Stripe
Payment processing
FedEx
Taiwan air freight rates
Shippo
Michigan shipping rates
UPS
California shipping rates