A-integration-architecture

Hybrid Hub-and-Spoke Model for Business Process Organization

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Tags: #architecture #integration #hubspot #crm #complyai
Status: Draft for Review
Prepared by: SkaFld Studio Date: 2025-10-28

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Executive Summary

Based on the integration framework analysis and ComplyAI's current state, we recommend a Hybrid Hub-and-Spoke Architecture that positions HubSpot CRM as the central hub for customer-facing operations while maintaining ClickUp for delivery/operations workflows.

Architecture Model: Hub-and-Spoke (Centralized) with selective mesh connections for high-frequency data flows

Core Principle Applied: Single Source of Truth with Loose Coupling

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Recommended Architecture

Overall System Architecture

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Data Flow Categories & Single Source of Truth

1. Customer Journey Flow

Pattern Applied: Customer Data Synchronization

Single Source of Truth: HubSpot CRM

• Master customer identity data
• All other systems READ from HubSpot
• Activities sync back TO HubSpot (bi-directional)

Data Elements:

• Contact Information (name, email, company)
• Engagement History (emails, calls, meetings)
• Purchase History (MRR, plan type, lifetime value)
• Support Interactions (tickets, resolution time)
• Product Usage (from PostHog to HubSpot)
• Satisfaction Scores (NPS, CSAT)

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2. Meta Operations & Product Data Flow

Pattern Applied: Webhook Event-Based + Database as Source of Truth

Single Source of Truth: ComplyAI Postgres Database

• Raw webhook data immediately stored
• Email scraper data processed and merged
• Change history tracked with full audit log
• All visualization is READ ONLY from database
• Google Sheets equals VIEW ONLY never a data source

Critical Rules:

1. ❌ NEVER write data directly to Google Sheets
2. ❌ NEVER use Google Sheets as data source
3. ✅ ALWAYS write to Postgres first
4. ✅ ALWAYS read from Postgres for operations
5. ✅ Google Sheets is ONLY for human viewing

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3. Revenue & Financial Flow

Pattern Applied: Financial Close Automation

Single Source of Truth: Stripe for Billing, QuickBooks for Financial Records

• Stripe equals billing system of record
• QuickBooks equals accounting system of record
• HubSpot stores denormalized copies for sales visibility
• All systems sync FROM Stripe (one direction)

Critical Financial Data Flow:

1. Subscription event happens in Stripe
2. Stripe immediately notifies HubSpot (webhook)
3. Stripe daily batch to QuickBooks (end of day)
4. QuickBooks runs revenue recognition rules
5. Analytics pulls from all three sources

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4. Marketing Attribution Flow

Pattern Applied: Multi-Touch Attribution

UTM Parameter Structure:

https://gocomply.ai/?utm_source={source}&utm_medium={medium}&utm_campaign={campaign}&utm_content={content}&utm_term={keyword}

Examples:

• Google Ads: utm_source=google&utm_medium=cpc&utm_campaign=meta-compliance-q1
• Meta Ads: utm_source=facebook&utm_medium=paid_social&utm_campaign=ad-rejection-remarketing
• LinkedIn Ads: utm_source=linkedin&utm_medium=paid_social&utm_campaign=agency-targeting
• Organic Blog: utm_source=blog&utm_medium=organic&utm_campaign=content-marketing

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5. Support Operations Flow

Pattern Applied: Support Ticket Enrichment

Ticket Enrichment Data: When a support ticket is created, the system automatically fetches:

1. From HubSpot CRM: Company name, contact history, engagement score, lifecycle stage
2. From Stripe: Subscription status, MRR, payment method, billing history
3. From PostHog: Last login date, feature usage, active campaigns, errors encountered
4. From ComplyAI DB: Active case IDs, compliance status, Meta account health

Result: Support agents see full customer context before responding

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Integration Priority Matrix

Framework: Complexity vs Business Impact

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Implementation Timeline

Phase 1 Foundation Days 1 to 30

Phase 2 Automation Days 31 to 60

Phase 3 Optimization Days 61 to 90

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Technical Workflows

Webflow to HubSpot Data Flow

Calendly to HubSpot Data Flow

Stripe to HubSpot Data Flow

Stripe to QuickBooks Data Flow

Meta Webhook Reliability Architecture

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Data Governance Framework

Single Source of Truth Matrix

Data Type	Source of Truth	Read Only Copies	Update Frequency	Data Flow Direction
Customer Identity	HubSpot CRM	ClickUp, Slack	Real-time	HubSpot to Others
Subscription Billing	Stripe	HubSpot, QuickBooks	Real-time webhook	Stripe to Others
Financial Records	QuickBooks	HubSpot denormalized	Daily batch	Stripe to QB
Product Meta Data	ComplyAI Postgres	Google Sheets	Real-time read-only API	Postgres to GSheets
Product Analytics	PostHog	HubSpot usage summary	Hourly	PostHog to HubSpot
Support Tickets	HubSpot Service	ClickUp task copies	Real-time	HubSpot to ClickUp

Data Quality Rules

1. Customer Email Primary Key

• Must be valid email format
• Must be unique per contact
• Lowercase normalization applied
• No role-based emails (info, sales)

2. Company Name Required

• Must be present for all contacts
• Standardization rules applied (LLC, Inc)
• Duplicate company detection

3. Subscription Data Critical

• MRR must be positive number
• Plan type must be from enum: Starter Pro Enterprise
• Billing cycle must be monthly annual
• All subscription records must have Stripe ID

4. Meta Compliance Data Critical

• Case ID must be unique in database
• Status must be from Meta enum
• Timestamp must be within 48 hours of current time
• All changes must be in audit log

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Integration Complexity Assessment

Integration Scoring Using Framework Tool

Webflow to HubSpot:

• Data Volume: Low (1 point)
• Data Objects: Simple 2 objects (1 point)
• Transformation: Direct mapping (1 point)
• Frequency: Real-time (8 points)
• Total: 11 out of 32 Moderate 2 weeks

Stripe to HubSpot:

• Data Volume: Low (1 point)
• Data Objects: Moderate 4 objects (3 points)
• Transformation: Basic calculations (3 points)
• Frequency: Real-time (8 points)
• Total: 15 out of 32 Moderate 2 to 4 weeks

Meta Webhook to Database:

• Data Volume: Medium (3 points)
• Data Objects: Complex 8 objects (5 points)
• Transformation: Complex logic (5 points)
• Frequency: Real-time (8 points)
• Total: 21 out of 32 Complex 1 to 2 months

HubSpot to ClickUp:

• Data Volume: Low (1 point)
• Data Objects: Moderate 5 objects (3 points)
• Transformation: Basic (3 points)
• Frequency: Daily (3 points)
• Total: 10 out of 32 Moderate 2 weeks

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ROI Calculation

Monthly Benefit Calculation

Time Savings:

• Manual lead entry eliminated: 10 hours per month times 70 dollars per hour equals 700 dollars
• Manual demo follow-up eliminated: 5 hours per month times 70 dollars per hour equals 350 dollars
• Manual subscription tracking eliminated: 15 hours per month times 70 dollars per hour equals 1050 dollars
• Manual financial close reduced: 21 hours per month times 70 dollars per hour equals 1470 dollars
• Manual reconciliation reduced: 35 hours per month times 70 dollars per hour equals 2450 dollars
• Manual project creation eliminated: 8 hours per month times 70 dollars per hour equals 560 dollars
• Manual bug triage reduced: 15 hours per month times 70 dollars per hour equals 1050 dollars

Total Time Savings: 109 hours per month equals 7630 dollars per month

Error Reduction:

• Data entry errors reduced by 90 percent: approximately 500 dollars per month
• Financial errors eliminated: approximately 1000 dollars per month

Revenue Impact:

• Faster lead response: plus 10 percent conversion equals approximately 1000 dollars per month additional MRR
• Better demo follow-up: plus 15 percent close rate equals approximately 1500 dollars per month additional MRR

Total Monthly Benefit: 11630 dollars

Monthly Cost

Platform Costs:

• HubSpot CRM Marketing Service: 700 dollars per month
• QuickBooks Online: 75 dollars per month
• Zapier Make: 100 dollars per month
• PostHog: 0 dollars free tier
• Monitoring tools: 50 dollars per month

Total Monthly Cost: 925 dollars

Monthly ROI: 11630 minus 925 divided by 925 equals 1157 percent Payback Period: less than 1 month

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Critical Success Factors

Do's Framework Aligned ✅

1. Start small scale gradually

   • Begin with Quick Wins (Webflow, Calendly, Stripe)
   • Validate each integration before moving to next
   • Build confidence through early successes

2. Document everything

   • Data flow diagrams for each integration
   • Field mapping specifications
   • Error handling procedures
   • Runbooks for operations team

3. Test thoroughly

   • Unit tests for custom code
   • Integration tests for data flow
   • Business process validation
   • User acceptance testing

4. Monitor continuously

   • Real-time health dashboards
   • Alert thresholds configured
   • Daily reconciliation reports
   • Weekly metric reviews

5. Iterate based on feedback

   • Weekly sprint reviews
   • User feedback incorporation
   • Process refinement
   • Continuous improvement

Don'ts Framework Anti-Patterns ❌

1. Do not integrate everything at once

   • Phased approach prevents overwhelm
   • Allows learning from each integration
   • Reduces risk of cascading failures

2. Do not ignore error handling

   • Every integration must have retry logic
   • Failed syncs must be logged and alerted
   • Reconciliation jobs catch edge cases
   • No silent failures

3. Do not skip documentation

   • Future you will thank present you
   • Team onboarding requires it
   • Troubleshooting depends on it
   • Compliance may require it

4. Do not forget about security

   • API keys in secure vault never hardcoded
   • Encrypt all data in transit
   • Least privilege access
   • Regular security audits

5. Do not assume it will just work

   • Test in staging first
   • Monitor closely after launch
   • Have rollback plans
   • Expect the unexpected

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Conclusion

This architecture recommendation provides ComplyAI with:

1. Clear Single Source of Truth for each data type
2. Hybrid Hub-and-Spoke Model that balances centralization (customer data in HubSpot) with specialized systems (product data in ComplyAI DB)
3. Phased Implementation starting with Quick Wins
4. Measurable ROI with 1157 percent monthly return
5. Scalable Foundation that can grow with the business

The architecture follows all 5 Laws of Integration from the framework:

• ✅ Single Source of Truth clearly defined for each data type
• ✅ Purpose Driven Integration each integration has clear business value
• ✅ Loose Coupling systems can function independently
• ✅ Data Quality First validation reconciliation monitoring
• ✅ Security by Design encryption access control audit logging

Next Steps:

1. Review and approve this architecture
2. Prioritize Week 1 to 2 Quick Wins for immediate implementation
3. Allocate budget for HubSpot and QuickBooks 925 dollars per month
4. Assign internal team resources
5. Begin Phase 1 implementation

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