How HubDo transformed a complex quoting process with PandaDoc CPQ for HubSpot

HubDo, a trusted PandaDoc partner

HubDo specializes in helping their customers improve the way they quote and sell with the right technology solutions. As a PandaDoc partner, they provide their customers with access to PandaDoc to close specific gaps in the sales cycle. 

One of HubDo’s customers in the pipe management industry needed a better way to manage their complex quoting process, and HubDo and PandaDoc came to the rescue.

A complex, rigid quoting process

HubDo’s customer in the pipe management industry has over 50 years in business and a catalog of more than 7,000 products across 12 different categories. With a product catalog of their size, their quoting process had become a major bottleneck for sales.

Before adopting PandaDoc CPQ for HubSpot, the company relied on Excel-based quoting with over 40 templates built in a spreadsheet, each requiring manual edits for different product configurations.

This manual process was prone to errors, with accuracy depending entirely on the rep, especially when updating product quantities. On top of that, any custom quote required assistance from sales support, which slowed down deal velocity and left prospects waiting.

“For every quote, their reps had to pick from 40 different templates, manually adjust configurations, and double-check that everything was accurate. It was inefficient, error-prone, and a nightmare to manage,” said Pete Nicholls, Founder at HubDo.

A smarter, scalable CPQ solution

At first, HubDo wasn’t confident that a CPQ solution would effectively handle their customer’s quoting complexity. “CPQ systems typically fall into two categories: spreadsheet-based lookup tables or fully rules-based systems, each with its own limitations,” Pete said. “PandaDoc CPQ for HubSpot offers the best of both worlds by combining lookup tables with rule-based logic, making it a standout choice for our customer’s use-case”.

HubDo helped their customer implement PandaDoc CPQ for HubSpot to replace their outdated quoting system, bringing structure, accuracy, and automation to their sales process. Now, instead of maintaining 40 separate templates, the customer has one template and manages entire deals in the HubSpot environment.

Here’s what their new process looks with PandaDoc CPQ for HubSpot:

• Instead of sifting through spreadsheets, sales reps select a configuration option from a simple picklist.
• The quote table auto-populates with the correct bundled configuration, including mandatory and optional components.
• Reps can add accessories and upgrades with a simple checkbox selection — no manual calculations needed.
• PandaDoc Smart Content dynamically inserts product descriptions, specifications, and visuals based on the reps’ selections.
• The result is a polished, professional quote that is compliant with the customers’ selling policies.

Like most manufacturing and distribution companies, HubDo’s customer relies on ERP systems for quoting, but these systems are often too complex for sales teams to use efficiently. With PandaDoc CPQ for HubSpot, HubDo enabled their customer to extract the intricate pricing and configuration rules from the ERP and embed them into an intuitive, sales-friendly process.

This allows sales reps to leverage the same level of accuracy and structure without the friction of navigating an ERP. PandaDoc CPQ for HubSpot acts as a bridge, delivering the configurability of ERP-driven pricing logic with a seamless, user-friendly experience that accelerates sales.

Achieving a faster, more scalable sales process

A more modern B2B experience: By incorporating rules-based upselling and recommended add-ons, they’ve made their quoting process more like an eCommerce experience — offering customers additional relevant options directly in quote itself.

75% reduction in time creating quotes: What used to require multiple back-and-forth interactions between sales reps and support can now be completed in a single instance.

A single unified proposal template: Instead of maintaining 40 separate templates, they now operate from one dynamic template that meets every need.

Improved sales velocity: While it’s still early to quantify exact numbers, reps are responding to customers faster, reducing friction in the buying process.