How Beany connected Koalendar with Zapier and HubSpot to streamline client meetings and save 30 hours weekly

🕒 Hours saved weekly: ~30 hours/week (about 1.5 hours per accountant across ~20 client-facing team members)

👥 Teams using Koalendar: Client-facing accountants + customer support (admin also uses it for escalations)

📅 Years using Koalendar: ~5 years

⭐ Top benefit: “It saved so much time and effort and team happiness levels really went up.”

Beany is an online accounting, tax, and advisory firm supporting business owners across New Zealand, Australia, and the UK. They’re built to be digital-first, pairing a service-led accounting team with tech that helps keep compliance and client support running smoothly.

We spoke with Bibi Boucher, Chief Operating Officer, who oversees operations and ensures technology and people work together smoothly. She introduced Koalendar as part of an internal productivity initiative, transforming how teams across regions schedule client meetings, training sessions, and internal touch points.

Before Koalendar, the team’s scheduling process was painful in all the familiar ways:

• Clients would book meetings… and not show up
• Accountants did lots of prep work (reviewing files and compliance status) before calls, only to be “stood up”
• Everyone lost time to the classic email ping-pong: “I’m free Tuesday at 9.” “That doesn’t work.” “How about Wednesday at 3?”

As a service business, that time loss wasn’t just frustrating, it was expensive. And it dragged down morale. As Bibi put it: “There’s nothing like prepping for a meeting and then just sitting there…”

Koalendar came out of an internal productivity project. The COO met with teams across the company to identify daily pain points—and scheduling was a clear one they could fix fast.

After trialing a few tools (including Calendly and Google’s built-in booking option), Beany chose Koalendar for a few key reasons:

• White labeling: using Beany branding (logo + colors) mattered for a client-facing service business
• Google-first fit: Beany is “100% G Suite,” so smooth Google Calendar support was essential
• Ease of use: minimal training required for non-technical team members
• Standard templates at scale: the COO could set up one booking template (including webhooks) and copy it to new team members during onboarding
• Rescheduling experience + reminders: polished client experience, plus fewer missed meetings

“We chose Koalendar because of the setting up, the linking, and its ease of use. I’m busy, and anything that saves me time, or is easy for my team to adapt to, is really important.”

Bibi Boucher

Global Operating Officer

Koalendar is embedded into Beany’s client journey:

• When someone signs up, the system automatically sends a “meet with client success” link
• Booking events trigger webhooks + Zapier, creating and completing tasks inside HubSpot “The webhook that Zapier picks up … marks tasks or creates tasks in our HubSpot … easy for the team to manage.” Bibi explained.

This automation eliminated manual updates and ensured consistency between scheduling and client relationship management.

• Booking links are included across automated communications so clients can schedule (or reschedule) without friction

For Beany, two outcomes make the biggest difference:

Bibi estimates Koalendar saves ~1.5 hours per week per accountant just on rescheduling and scheduling admin. Across ~20 team members, that’s about 30 hours per week—nearly a full-time role recovered.

“I should have done it sooner. It saved so much time and effort, and team happiness levels really went up.”

Bibi Boucher

Global Operating Officer

Because admins can access and manage bookings centrally, the team can handle disruptions fast. One example: when a staff member unexpectedly landed in hospital, Beany could quickly review upcoming meetings and reschedule clients without digging through someone’s personal calendar.

• SMS reminders (24 hours before, 30 minutes before) + email reminders (48 hours before)
• Webhook automation into HubSpot workflows
• Easy rescheduling for clients directly in their email confirmations
• Multiple calendar connections (helpful even in a Google-first company)

Koalendar helped Beany turn a daily frustration into a repeatable, automated process, without sacrificing the human touch that matters in accounting. They use it for:

• Automated onboarding meetings for new clients
• Compliance review sessions between clients and their accountants
• Ad hoc client consultations
• Internal escalations to leadership when needed

Team members link their personal calendars to Koalendar, preventing personal conflicts and ensuring work commitments are respected — a valuable feature for a remote team balancing flexible schedules.

Just as importantly, Koalendar plugs into Beany’s Google-first stack and HubSpot workflows, keeping tasks tracked, meetings visible, and client conversations running smoothly, even when unexpected changes happen.