Working reference for the HubSpot proposal, built from the discovery call with Matt and the reverse demo screens. Everything here is drawn from what was shown or said. Items still to confirm are flagged in their own section.
Intraffic runs on Salesforce Sales Cloud. The customer portal is a Salesforce Experience Cloud site at intraffic.my.site.com, sitting directly on top of the opportunity object. The quoting engine, the Redbook vehicle lookup, the saved address book and the coupon logic all live inside that community.
Everything operates through the opportunity. One opportunity per car. No leads in active use. Around 700 to 800 cars a month.
The portal quote sits at /s/generate-free-quote. Six steps:
Disclaimer text, an "I agree" tick, and a Stratton Finance partner referral checkbox. Three booking variants are chosen here: Transport Only, Registration Only, and Transport and Registration. Registration Only is a bring your own transport option.
The Stratton Finance partner referral checkbox is the finance option Matt said he wants taken out.
Registration Type (Private or Business) and Plate Type. The vehicle entry then captures Service Type (Standard), Pickup Location and Suburb, Delivery Location and Suburb, whether the vehicle is driveable, and whether it has modifications.
Vehicle make and model are a dependent Redbook cascade: Make → Model → Year → Badge → Body Type → Fuel Type → No. Doors → Seat Capacity. Selecting these auto fills a Vehicle Description, for example "UB 2026.00MY Ambiente Wagon 5dr Spts Auto 10sp FullTime 4WD DR 731kg 2.0DTT". Vehicle Condition and Vehicle Value are entered manually. The pickup and delivery suburb fields use a saved address picker tied to the portal user (Appin, Moorebank, Minto, Wattle Grove, Picton, Edmondson Park, plus a Manage addresses option).
If the vehicle is not driveable or is modified, the flow blocks the quote and asks the customer to email, because the calculation would not be accurate.
A Vehicle Wash Service toggle at $93, then three paint protection cards:
| Package | Price | Warranty |
|---|---|---|
| Post Transport Detailing + 6 Month Paint Protection | $650 | 6 months |
| Detail Pro 5 | $850 | 5 year |
| Detail Guard 7 | $1,000 | 7 year |
In the worked example only the wash was on, so added services totalled $93.
"Need extra cover" with the standard coverage explanation, the force majeure and stone chip exclusions, and an Enhanced Vehicle Transport Coverage upsell. Extra cover was $525 in the example. Defaulted on for new vehicles, off for used.
A booking summary that restates vehicle, transport and registration costs, plus a coupon code field with a Check Validity and Apply button. Coupons are validated against Salesforce. The CBA partnership discount is an example of a coupon.
First name, last name, phone, email, an option to send the quote to additional recipients, a free text "is there anything else we need to know", and Save or Save and Book.
A branded quote email goes out immediately from Salesforce (noreply@salesforce.com on behalf of info@intraffic.com.au) with a "Click here to confirm booking" button. Most dealers reply to that email to proceed rather than booking through the portal.
| Field group | Fields (as seen on the record) |
|---|---|
| Core | Account Name (inTraffic Website), Quote Number, Registration Type, Booking Type, Delivery State, Stage, Probability, Close Date, Requested By, Coupon Code, Quote Email Sent, Quote Expiry Date, Tracking Status, Priority, Priority Email Sent Time, Xero Invoice Number, Payment Received, Finalised, Registered for EOM, Time Taken to Complete |
| Financials | Admin Fee, Transport Profit, Hold Booking Profit, Wash Profit, Total PDI Profit, Total Profit, Extra Cover Expenses, Expenses, GST, Grand Total. In the example: Total Profit $1,298, GST $129.80, Grand Total $6,607.29 |
| Vehicle Specifications | Stock No, Build Date, Comp Date, Vehicle Colour, Fuel Type, Transmission, Odometer, Seating Capacity, Doors, Wheel Base, VIN, Engine Number, Tare or Kerb Weight, GVM, GCM, No. of Cylinders, Engine Size, CO2 Emissions, TAN, Modification Certificate Number. Most populate from Redbook on save |
| Transport Information | Quote Number, CEVA Quote No, Service Type, Transport Cost, Transport Charge, Hold Booking Fee Cost and Charge, Futile Fee, Extra Cover Cost, Pickup Type, Collection From, Delivery Type, Delivery To, Business Name, address lines, Tracking URL |
| Transport Specifications | Booking Number, Final Booking Number, Collection ETA, Delivery ETA, First Leg Cost, Vehicle Movement Status, Tracking Location Status, Collection and Delivery contact name, number and email |
| Registration Information | Registration Fee, CTP Insurance, CTP GST Component, Stamp Duty, Plate Fee, EV Tag Fee, Weighbridge Ticket Fee, Inspection Fee, Other Fees, ORC Total, Registration Period, Common Expiry and date, State Coordinator, State Roads Authority, CTP Provider, CTP Policy No |
| Plate Details | Plate Postage or Collection, Plate Tracking No, Plate Postage Type, Personalised Plates, Postage Address, Plate Style or Type, Previous Rego Number, Attention |
| Appointment, Broker & Dealer | Appointment Details; Broker Details (three broker email fields); Dealer Details (dealership name and three dealer contact emails) |
On the opportunity: Notes, Files, Opportunity Field History, Conga Sign Transactions, Vehicle Movements, Invoices. Record tabs include a dedicated SMS Conversations tab.
In the worked example the margin lines up cleanly:
| Transport line | Amount |
|---|---|
| Transport Cost | $684.44 |
| Transport Charge | $924.44 |
| Transport Profit | $240.00 |
The pricing inputs come from three datasets:
Vehicle data, refreshed automatically as new models appear.
From CEVA, with possibly a second carrier. Advance Car Carriers appeared in the inbox as a booking source.
Intraffic's own dataset, updated manually from state road authority changes. This feeds the ORC Total and the state specific registration fields. Matt did not know exactly where this dataset sits; it was handed to the Salesforce partner.
The proposed home in HubSpot is HubDB, so Matt's team can maintain it directly and it can drive calculations in both the portal and the CRM.
| Source | Role | Status |
|---|---|---|
| Redbook | Vehicle data lookup and specs | Live |
| CEVA (+ likely Advance Car Carriers) | Transport costs and bookings. The automated booking API exists but is switched off: Redbook's accurate data kept mismatching the carrier's outdated spreadsheet. The fix is carrier side, better data on their end | Booking API off |
| On road costs | Intraffic's own dataset, maintained manually | Live (manual) |
| MuleSoft → Xero | Invoicing on completion | Live |
| Stripe via Xero | Payment, mainly for COD customers. No direct portal payment today | Live |
| Conga | Document generation and Conga Sign signature (see next section) | Live |
| SMS | Updates through the conversation feature | Live |
| Uber | Pickup integration, built and ready for production | In sandbox |
Conga does two jobs here. It generates the state government registration document, maps the opportunity fields onto the correct state form, and then handles the signature via Conga Sign.
The document generation and per state field mapping is the harder part to replace, not the e-signature. Confirm the replacement needs both, not just signing.
The home dashboard shows:
Vehicle Type segments are New, Used and Demo. Delivery State is a key reporting dimension.
The opportunity shows a Vehicle Movements related list (currently zero records). On the call Matt said one record per car and no custom objects beyond fields. Is this object live, vestigial, or intended for the multi vehicle change?
The portal only handles one car at a time. Matt wants multiple, especially for B2B and the future B2C push.
Confirm the replacement needs document generation and state form field mapping, not just e-signature.
Where it physically lives today, and how often it changes, before we size a HubDB build.
Not implemented in Salesforce, but Matt sees the need (a car damaged in transit raising a case against the opportunity). One for the service session with James.
Matt wants upfront payment for COD customers at the start. Confirm whether that should be a portal payment step.
In the example the paint protection packages did not roll into the quote total. Confirm whether they are meant to.
Maps directly to the seven stages above. One deal per car.
Vehicle, transport, registration, plate and margin fields become custom deal properties, grouped much as they are in Salesforce.
It combines the Redbook cascade, the carrier cost and the on road costs dataset, then calculates margin. In HubSpot this points to HubDB for the on road dataset, calculated properties where they fit, and likely a custom quoting service for the parts that calculated properties cannot handle.
That custom quoting service could run on Kongo's CloudFormation/SST platform with DynamoDB for runtime data (computed quotes, sessions, a CEVA cost cache), reading HubDB as the team-editable source of truth. Flagged as an option, not a decision.
Rebuilds as a HubSpot customer portal or membership site with a custom quoting tool, carrying the same six step flow but cleaner. The current portal has visible polish issues (a literal closing div tag on the contact form, on road data mapping into the wrong field) that give us clear "we can do better" points.
Needs the full opportunity history, at 700 to 800 cars a month over several years. Adrian to share Kongo's Salesforce migration approach with Matt.
SMS and email quote flows, plus the Uber pickup integration, all need a home. Warranty claims point to HubSpot service and tickets rather than the current notes on an opportunity.