Taking the friction out of school fee payments
How LVS Ascot automated their admissions payment workflow with a bespoke Flywire and HubSpot integration
900
Transactions made through integration
150
Hours of administrators' time saved
The client
LVS Ascot is an independent co-educational day and boarding school in Berkshire. Part of the Licensed Trade Charity, the school offers an inclusive and supportive environment for students aged 4 to 18, with particular strengths in supporting international students and those with additional learning needs.
With a global intake and many families paying from overseas, a reliable and seamless payment experience is central to LVS Ascot's admissions process.
The opportunity
LVS Ascot already used HubSpot as their admissions CRM, with workflows built and managed by specialist partner HubGem, along with Flywire, a leading international payments platform, to collect school fees from families around the world.
The problem was that the two systems had no connection to each other. When a family completed an application, staff had to manually generate a payment link, send it on, then periodically check the Flywire dashboard to see whether payment had arrived. This created unnecessary admin and made it difficult to trigger the next steps in the admissions process at the right moment.
LVS Ascot approached Cursor to bridge the gap.
The solution
Cursor designed and built a bespoke integration layer sitting between HubSpot and Flywire. When a parent completes an application, a HubSpot workflow automatically calls a Cursor-built webhook, passing through the applicant's details. The webhook generates a personalised Flywire payment link pre-populated with payer and student information, shortens it via the Bitly API so the embedded data can't be read or altered, and writes it straight back to the HubSpot deal record.
HubGem's workflows then take over, sending the payment link to the family by email without any manual intervention from the admissions team.
When a payment is made, Flywire sends a notification back to a second webhook. This updates the payment status on the HubSpot deal in real time, logs the timestamp, and adds a note to the record, giving staff immediate visibility of where each application stands. Further HubSpot workflows can then fire automatically to move things forward.
The automated payment journey
Application submitted
A family completes their application in HubSpot
Payment link created
Cursor's webhook builds a personalised Flywire link, secured via Bitly, and writes it back to the HubSpot deal
Link sent to family
HubGem's HubSpot workflows email the payment link automatically, with no manual tasks required
Payment made
The family pays securely through Flywire, from anywhere in the world
Status syncs in real time
Flywire notifies Cursor's webhook, instantly updating the payment status on the HubSpot deal
The loop closes automatically
As Flywire moves each payment, every update flows straight back into the HubSpot deal
The challenges
One of the key considerations was the safety of personal data. Standard Flywire payment links contain pre-populated personal data, so it was important that this information couldn't be inspected or manipulated in transit.
Handling Flywire's callback notifications reliably also required careful design. Flywire's system issues updates at multiple points in a payment's lifecycle, from initiated, through to guaranteed and delivered, as well as failed or cancelled. The integration needed to respond correctly to each status, updating HubSpot appropriately and logging every event to a database for audit and debugging purposes.
The whole service is hosted on our UK cloud infrastructure and monitored around the clock to ensure a smooth, reliable service.
The outcome
LVS Ascot's admissions team now has a fully automated payment workflow. From the moment an application is submitted to the point payment is confirmed, the process runs without manual input, saving staff time, reducing the risk of payments being missed, and giving the team clear, real-time visibility of every application's payment status directly within HubSpot.
By connecting two powerful platforms that had no native integration, Cursor helped LVS Ascot build a smarter, faster admissions experience for international families and staff alike.
