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January 4, 2026
50,000
Records Synchronized
620
Hours Saved per Year
< 1%
Error Rate
Project
Objective
Synchronize Product Users to HubSpot for Marketing Outreach
Background
Green Check Verified is the leading provider of cannabis banking solutions for financial institutions. Their platform connects cannabis businesses with compliant financial services, helping banks and credit unions safely navigate a complex and heavily regulated industry.
As Green Check's platform grew, so did their user base. With over 100,000 users creating accounts through the product, the marketing team needed a reliable way to engage those users with relevant communications through HubSpot. The challenge was getting those users into HubSpot in the first place.
The Challenge
Green Check's product team had their hands full. In a highly regulated industry like cannabis banking, staying compliant and secure isn't optional — it's the top priority. Integrating directly with HubSpot would require engineering time that the product team simply couldn't spare.
Meanwhile, the marketing team was stuck. Product users weren't making it into HubSpot, which meant they had no reliable way to reach them with marketing emails. Without a bridge between the product and the CRM, Green Check was leaving engagement — and revenue — on the table.
The company needed a solution that could sync product users to HubSpot automatically, without pulling the product team away from their core priorities.
The Solution
XRAY used Zapier to connect Green Check's account creation flow directly to HubSpot, building create-and-update logic that ensures a 1:1 parity between product users and HubSpot contacts.
Whenever a new user creates an account in Green Check's product, the automation pushes that user's information into HubSpot as a new contact. If the user already exists, the automation updates the existing record instead of creating a duplicate. This create-or-update logic keeps the two systems perfectly in sync without any manual intervention.
Because Green Check operates in a highly regulated environment, XRAY was careful to work within the company's existing tool and compliance constraints. The automation was designed to be lightweight, transparent, and easy for Green Check's team to understand and manage on their own — which they've done successfully for over five years.
The Results
With the Zapier automation in place, Green Check has synchronized over 50,000 records to HubSpot, giving their marketing team a complete and accurate contact database to work with.
Over the past five years, the automation has saved thousands of hours that would have otherwise been spent on manual data entry or engineering workarounds. The system runs with an error rate of less than 1%, meaning the vast majority of user records sync correctly without any human involvement.
Most importantly, the impact on engagement has been significant. With product users now receiving marketing emails through HubSpot, Green Check has seen a 3x increase in user engagement compared to their previous outreach efforts.
The XRAY team was extremely thoughtful and conscious of our tool and compliance restrictions. They taught us how the system worked, and we've been able to manage the system ourselves for over five years. At this point, it's rare you find a service provider that actually teaches you how to fish.
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