Grubtech provides restaurants with a full management platform that covers POS, online orders, and delivery. Their clients often run many restaurants across different locations, and each location can require a different mix of products. One restaurant may use the full suite while another only uses delivery. Even within delivery, one site may run on a single provider like Uber Eats while another uses several.

This complexity made changes hard to manage. Whenever a client wanted to add or remove products, they had to email the service team. That triggered a chain of back and forth messages to collect the right details. Once everything was confirmed, finance then had to be notified manually to adjust billing. Nothing could be activated until an invoice was issued, which meant any missed step created delays. Sometimes invoices slipped through entirely, and revenue was lost.

We built a custom application inside HubSpot that gives clients a self-service portal. From the portal, clients can choose the restaurant location they want to update and select the products they want to activate or deactivate. All details are captured at once and sent directly to the service team.The system also updates finance automatically. If a new invoice is required, it is created and sent immediately. That means every request is complete, accurate, and compliant with Grubtech’s billing rules.

• Overhead reduced for the service team as requests come in complete the first time
• Clients save time by submitting changes directly without long email chains
• Errors significantly reduced through structured forms
• Finance updated in real time so invoices are never missed
• Revenue is protected and activations happen without delays

The result is a faster, more reliable process that works for both clients and Grubtech’s internal teams.

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