New Breed+ Drives 99%+ Invoice Success Rate with Workato Automation

The Client Profile

New Breed+ is a revenue performance management and RevOps firm that helps growing B2B and subscription-based companies align their marketing, sales, customer success, processes, and technology.

The company provides services spanning HubSpot implementation, demand generation, revenue operations, CRM strategy, technology integrations, and website optimization.

Headquartered in Burlington, Vermont, New Breed+ operates within the B2B professional services and marketing technology sector. As part of its own technology ecosystem, New Breed+ relied on Workato to automate the flow of information between Salesforce and QuickBooks—including the creation of invoices.

When that automation stopped working as intended, the company needed to identify the underlying problem and restore the workflow without unnecessarily rebuilding the entire integration.

The Challenge

A Critical Salesforce-to-QuickBooks Automation Was Failing

New Breed+ had an existing Workato integration connecting Salesforce and QuickBooks.

The goal was straightforward: automate the creation of invoices in QuickBooks using information moving through the connected systems but the Workato recipe wasn't operating as intended.

Problems within the workflow were interfering with automatic invoice creation, creating the potential for failed transactions and requiring employees to intervene manually. The underlying issue centered on user verification.

The workflow lacked a reliable step for determining whether a corresponding user already existed before attempting to process the transaction. Without that verification, the automation couldn't consistently identify the correct existing user record and update it appropriately.

That created several challenges:

• Invoices could fail to be automatically created in QuickBooks.

• Existing users couldn't always be reliably identified.

• The workflow could struggle to determine which user record needed to be updated.

• Failed synchronization increased the risk of data inconsistencies between systems.

• Employees could be forced to identify failed invoices, investigate user records, and manually correct synchronization problems.

Because the automation extended across Workato, Salesforce, and QuickBooks, a relatively small gap in workflow logic had the potential to disrupt the larger invoice process. New Breed+ didn't need an entirely new integration and it needed the existing Workato automation to become more reliable.

The Solution

Repairing the Existing Workato Recipe

Quandary evaluated the existing Workato recipe connecting Salesforce and QuickBooks to identify why invoice creation was failing. Rather than replacing the entire workflow, Quandary focused on the missing verification logic responsible for the synchronization problem.

The solution was targeted: strengthen the existing Workato recipe so it could reliably determine whether a user already existed before continuing the invoice workflow.

Adding “User Exists” Verification Logic

Quandary introduced a new “User Exists” verification step into the Workato workflow. Before proceeding with the relevant transaction, the automation could verify whether the corresponding user record already existed.

When an existing user was identified, the recipe used that verification to locate and update the appropriate record. This seemingly small addition gave the automation an important decision-making capability it previously lacked.

Instead of processing every transaction without sufficient context, Workato could evaluate the user record first and determine the appropriate next action.

Improving Automation Without Rebuilding It

One of the most important aspects of the solution was what Quandary didn't do. The existing Workato recipe did not need to be completely rebuilt. Instead, the new verification logic was integrated directly into the existing automation.

That allowed New Breed+ to preserve the work and infrastructure already in place while addressing the specific logic causing the workflow to fail.

Validating the Workflow Across Three Systems

Repairing the recipe wasn't enough, Quandary tested the updated workflow across:

• Workato

• Salesforce

• QuickBooks

The goal was to confirm that invoice creation worked correctly after introducing the new verification logic and that the change didn't create additional issues elsewhere in the integration. This end-to-end validation helped ensure the repaired automation worked as expected across the complete workflow.

The Results

95%+ Projected Invoice Automation Success Rate

With the updated Workato recipe in place, New Breed+ could expect more than: 99.9% invoice automation rate. This represents the projected rate of invoices successfully created in QuickBooks without a recipe-related failure. Instead of automation failing because the workflow couldn't properly identify an existing user, Workato gained the verification logic necessary to process those transactions more reliably.

80–90% Reduction in Manual Intervention

Improving the Workato workflow significantly reduced the amount of employee attention expected to be required when invoices failed. New Breed+ projected an: 80–90% reduction in the time employees would spend identifying failed invoices, checking user records, and correcting synchronization issues.

That means employees could spend significantly less time troubleshooting the integration and more time focused on higher-value work.

3–4 Hours to Repair and Validate

The automation improvement didn't require a lengthy rebuild or implementation project. Quandary repaired and validated the workflow in approximately: 3-4 hours. That included implementing the new verification logic and testing the updated recipe across Workato, Salesforce, and QuickBooks. The result demonstrates the value of diagnosing the actual automation problem before replacing an existing workflow.

Existing Automation Preserved

New Breed+ didn't need to abandon or rebuild its existing Workato investment. By introducing targeted verification logic, Quandary improved the reliability of the existing recipe while preserving the broader integration architecture already in place.

The Impact

Automation isn't valuable simply because a workflow runs automatically. It has to run reliably. For New Breed+, a missing verification step inside an existing Workato recipe created downstream problems across Salesforce and QuickBooks.

Invoices that should have been created automatically could fail, leaving employees to identify the problem, investigate user records, and manually correct synchronization issues.

Quandary addressed the problem at its source by adding the missing decision logic to Workato and validating the workflow across all three connected systems, the existing automation could operate far more reliably without requiring a complete rebuild.

• 99.9% invoice automation success rate

• 80–90% Estimated reduction in manual intervention

• 3–4 Hours to repair and validate the automation

• **3 Systems: **Workato, Salesforce, and QuickBooks integrated and validated

The project demonstrates an important side of enterprise automation: optimization can be just as valuable as implementation. Organizations don't always need to rip out an automation that isn't working. Sometimes, the better solution is identifying where the existing workflow is breaking, strengthening the business logic, and validating that information moves correctly from beginning to end.

For New Breed+, Workato provided the automation foundation, while Quandary supplied the integration expertise and business logic necessary to make that automation perform as intended. The result was a more reliable invoice workflow, dramatically less expected manual intervention, and a stronger return on New Breed+'s existing automation investment.