Bringing Every Event & Membership Payment In-house for a European Pain Care Federation With WooCommerce
Every ticket sale sent buyers off the federation’s own site.
Meet a small Brussels team serving Europe's pain care community.
A European federation for pain management and research.
The federation represents around 20,000 healthcare professionals across Europe who are interested in pain management and pain research. It runs online and offline events, a congress, and an online academy membership, with a Moodle site for course content and HubSpot as its CRM. Its communications team worked on the project alongside an outside marketing consultant.
From the verified Clutch review
Here’s what their communications manager said.
Tickets were sold via a third party, customers were spread across Europe, and so were the rules.
Each sale had to be taxed, invoiced, and synced, all through one checkout.
Event tickets sold through an outside provider, and a new academy membership had just launched. Taking payments over meant correct European sales tax, proper invoices, self-service subscriptions, and orders landing in HubSpot.
- The right price per category
- Tax invoices to download
- Cancellation without emailing
- Invoices sent to accounts
- Orders synced to HubSpot
- Tax charged by customer location
The real question
The store had to fit around tools the federation already ran: a WordPress site, a Moodle platform managed by another vendor, and HubSpot. Could it take over its own payments without adding admin for a small team?
All in all, it came down to these seven requirements
One payment page had to cover event tickets, the academy subscription, and possibly exam fees later.
Sales tax had to be charged correctly, based on the buyer’s IP and a second piece of location evidence.
Buyers needed a downloadable tax invoice in a fixed format, with the federation’s logo, signature, and details.
Members had to be able to cancel their own subscriptions without contacting the team.
Invoices needed to reach the internal accounts team by email automatically.
Customer name, email, and purchase data had to pass into HubSpot.
Members needed to manage subscriptions with the same login they use on Moodle.
A kick-off call happened first, then every change was tested on staging.
We decided to build the store, shape the checkout, & then connect it to HubSpot.
01 · The Store
Four membership categories sold through one product.
The academy membership became one variable subscription product with four priced categories. Buttons on the Academy Benefits page add the right one to the cart, and My Subscriptions lets members manage their plans.
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One product, four prices Each category priced on its own.
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Buttons per category The right option lands in the cart.
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Pages in its own look & feel Built inside its existing custom theme.
02 · The Checkout
A checkout that asks the right questions before payment.
Extra dropdown questions went into the checkout, plus a required tickbox telling buyers they may need to show evidence for their category, like a physiotherapy degree. A new invoicing setup went in along with it.
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Category check Buyers confirm they can prove eligibility.
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Form fields carried over Every HubSpot form field now reflects in checkout.
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Invoicing in place A convenient setup the accountants were happy with.
03 · The Connections
Orders in HubSpot, and a path to course access.
HubSpot for WooCommerce sends each order to HubSpot as a deal, with the product as a line item. WisdmLabs also scoped the purchase trigger HubSpot would pass through Zapier, so the Moodle vendor could grant course access.
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Orders in the CRM Each purchase arrives as a HubSpot deal.
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Line items included Every deal shows what was bought.
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Moodle handoff scoped A trigger planned for course access.
From outsourced payments to a store the federation runs itself efficiently.
Professionals represented
Member types, one easy checkout
Event sign-up to checkout
Clutch score, all criteria
Once checkout went live, the payoff showed up in the paperwork.
New cleaner invoicing meant much easier admin for a small team.
off-site payments, no member control, data tracked elsewhere
Event payments run by a third-party provider
Purchase data not reaching HubSpot
No way for members to self-manage
on-site payments, members manage plans, data tracked in-house
Accountants happy with the new invoicing
Orders arriving in HubSpot as deals
Members managing their own subscriptions
Selling memberships through a third party?
We help you set up WooCommerce to fit your CRM, LMS, and accounts process, so you can take membership and event payments on your own site
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- Learn how your orders can reach HubSpot
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