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How IvyWise integrated their student portal and transformed Opportunity & Quoting on a unified Salesforce Platform.
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Unified: Quoting, student data, billing, and session tracking
Governed: Discounts & fees
Secure: JWT + Named Credentials
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Background & Challenge
IvyWise supports families with complex academic planning, personalized programs, and a distributed provider network. Over time, separate tools arose for quoting services, syncing student data, allocating sessions, and managing billing—slowing teams down and increasing manual effort.
The mandate: integrate the external student portal with Salesforce, transform the Opportunity & Quoting experience to support nuanced business rules, and streamline billing—while establishing a reliable framework to support advisor commission payouts in the future.
Solution & Implementation
We delivered a cohesive Salesforce solution focused on secure integration, robust quoting, and billing readiness. The architecture is configuration-driven and modular, enabling IvyWise to iterate quickly while maintaining high quality and control.
1. Student Portal Integration
A secure integration layer connects Salesforce with IvyWise's external student portal. We implemented short-lived JWT authentication via Named Credentials and a reusable GraphQL client, then built services to synchronize students and billable time. Session tracking records are created in Salesforce and allocated to program services with clear auditability.
- JWT-based auth via Named Credentials and a token service
- Reusable GraphQL client with retry on token expiration
- Student sync and billable time sync with error handling
- Automated creation and allocation of session tracking to program services
2. Opportunity & Quoting Transformation
A modern LWC workspace streamlines product selection, discounting, and adjustments. We introduced governed discount templates alongside permission-gated manual discounts, plus support for IC Credits and Extended Payment Plan Fees. Change tracking, precise currency formatting, and pricebook awareness improve quality and speed.
- Product discovery and add-to-quote with dedicated modals/cards
- Discount governance with templates and permissioned manual overrides
- IC Credits and Payment Plan Fees with correct calculations
- Revenue Session Value calculations for downstream reporting and payouts
3. Billing Readiness & Payments
illing is streamlined with Kulturra Payment Center and Stripe—producing branded PDF receipts and supporting installment reminders. The data model and services reduce manual effort and provide a strong foundation for transparent advisor compensation processes in future phases.
- Payment center integration (Stripe) with PDF receipts
- Installment due date reminders and balance visibility
- Clean data lineage from quote to billing artifacts
Technical Excellence
The solution follows enterprise engineering standards: single-responsibility LWCs; Apex services with @AuraEnabled(cacheable=true) endpoints; CRUD/FLS enforcement and sharing; bulk-safe patterns; and a comprehensive test strategy with test factories and @TestSetup data:
- Configuration-first design with Custom Metadata/Named Credentials
- Platform event-driven UI refresh for responsive user experiences
- Clear service boundaries and handler patterns for maintainability
Results & Outcomes
IvyWise now operates on a cohesive platform that aligns quoting, student data, session tracking, and billing. Quotes are more accurate and faster, billing artifacts are created with less manual effort, and data for downstream compensation is clean and reliable—establishing a framework for future growth.
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The emphasis on maintainability and observability means IvyWise can evolve products, onboarding flows, and payout processes without wholesale rewrites. Configuration, not code, drives cross-environment change for reliable deployments.
Technical Innovation Highlights
- Secure Integration – Short-lived JWT via Named Credentials and a reusable GraphQL client with token refresh—ensuring secure, resilient connectivity to the student portal.
- Quoting Governance – Template-based discounts with permissioned manual overrides, plus IC Credit and Payment Plan logic for precise, auditable quotes.
- Allocation & Valuation – Automated session allocation to program services and Revenue Session Value calculations provide consistent downstream data for billing and payouts.
- Configuration-Driven – External endpoints and behaviors are managed with configuration, enabling faster, safer changes across environments.
Sales Operations Workspace
- Opportunity Manager (products, discounts, adjustments)
- Product discovery & add-to-quote
- Pricebook-aware quoting
- Platform event-driven updates
- Revenue Session Value
Salesforce Core
- Service Architecture
- Security: CRUD/FLS + Sharing
- Custom Metadata & Named Credentials
- Platform Events
Student Portal Integration
- Student sync
- Billable time sync
- GraphQL via Named Credentials
- Short-lived JWT authentication
Internal Services
- Provider Lookup & Matching
- Program Service Details
- Session Tracking
- Allocation Logic
External Integrations
- Internal Services
- Provider Lookup & Matching
- Program Service Details
- Session Tracking
- Allocation Logic
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