Faster renewals, smarter workflows

Ceros is the only creative platform where you can build any type of digital experience with unparalleled creative freedom, publish in minutes, edit and update in real-time, and access live human-expert support. 

Kevin Au, Sr. Director of Revenue Operations, oversees systems and insights across new business, expansion, retention, and more. With growing GTM needs, the team set out to transform a contract generation process that simply hadn’t evolved with the business.

The challenge: Too many renewals, too little time

What started as a process built for a 50-person company was struggling to support a scaling team. Ceros was manually creating 100+ renewal contracts per quarter using Microsoft Word documents and referencing line items by hand, double-checking math, and eating up hours of the Customer Success and Finance teams’ time fixing simple mistakes.

“We were spending too much time reviewing and fixing documents. It wasn’t sustainable,” Kevin said.

They initially tried building a solution inside HubSpot, but the document capabilities were too rigid. After a few months, it became clear that more flexible software was needed.

Enter PandaDoc CPQ for HubSpot

The timing couldn’t have been better. A product announcement from PandaDoc about PandaDoc CPQ for HubSpot caught the team’s eye. After a quick market search confirmed that most solutions lacked what they needed, they tried PandaDoc CPQ for HubSpot.

Within a month, they had a working proof of concept integrated with HubSpot that showed immediate promise… and what started as a fix for customer service quickly became a broader solution for sales, expansion, legal, and even HR.

“We thought it would solve 80% of our needs. It turned out to be 95%,” Kevin shared.

From pilot to full rollout

After three months of testing and implementation, Ceros went live with CPQ-powered workflows in February 2025. With everything centralized inside HubSpot, reps could generate contracts directly from deal data — no more copy-pasting, no more line item errors.

Highlights of their setup

• HubSpot integration: Contracts are built straight from the CRM, meeting reps where they already work.
• Zapier workflows: Teams automate billing info updates, sync data back to HubSpot, and reduce manual re-entry.
• Slack review loops: Internal approvals now happen in Slack threads, creating a fast, familiar feedback process.
• PandaDoc premium support: Real-time help made testing, launching, and troubleshooting much easier.

Results: Time saved, workflows optimized

The results have been significant, with time savings and process improvements across multiple teams:

• 85% time savings: What used to take two hours now takes 20 minutes.
• Fewer manual steps: Deal data flows into order forms, so no more hand-calculated line items.
• More visibility,  fewer errors: Internal reviews are faster and more accurate.

Looking ahead

• With a successful CPQ rollout and automation running smoothly across the GTM team, Ceros is already planning what’s next. From onboarding HR documents to legal workflows, PandaDoc has become a go-to tool that keeps pace with the business.