Unnecessary admin work slowed down the sales team

Turf Tank is a robotics company specializing in automated line-marking for sports fields. With over 4,000 customers in the U.S. alone, the team needed a streamlined and scalable process for handling both quotes and contracts across their growing sales and success teams.

Alex Basala, Data Analyst at Turf Tank, joined the company two years ago and helped implement more efficient systems by leveraging HubSpot and PandaDoc CPQ. His focus was on building automation, improving visibility, and making it easier for both internal teams and customers to manage quotes and contracts.

We recently sat down with Alex to learn how Turf Tank uses PandaDoc CPQ for HubSpot to simplify workflows and improve visibility. Here’s what he had to say:

Q: What challenges led you to using PandaDoc CPQ for HubSpot?

A: Visibility was a big issue. We were sending a lot of quotes through HubSpot, but trying to find them later on was a hassle. You had to go digging through the deal or company page to track anything down. And if a HubSpot quote expired, that was it, you couldn’t even open it again. With PandaDoc, we can go back and view old quotes at any time. That’s been huge.

Q: What’s been the biggest improvement since implementing PandaDoc CPQ for HubSpot?

A: The automation and workflow setup. I built two workflows in PandaDoc CPQ functionality: one for proposals and one for contracts. Proposals are informational and don’t need signatures. Contracts go through an approval step and get signed by the customer and our VP of Sales. Before, we had to manually generate contracts, create a PDF, and send it around for approvals. Now, it all happens in one system, and it’s way more efficient.

Q: Who at Turf Tank is using PandaDoc today?

A: Both our sales team and our customer success/account managers. Sales handles the proposals, while CSMs manage renewals and amendments. Eventually, the sales team will take over contracts too. It’s great that everyone can work with the same tool.

Q: How much time does your team save now with PandaDoc?

A: I’d say we save about 10 to 15 minutes per contract. That doesn’t sound like a lot, but when you’re sending out quotes and contracts at scale, it adds up fast. Plus, there’s less room for error, and everything’s easier to track.

Q: What’s it been like working with the PandaDoc team?

A: Anytime we’ve had questions, especially around more technical stuff, the dev team has been super responsive. It’s been a smooth experience overall.

Q: Any advice for others considering PandaDoc CPQ?

A: Try it out. From my experience and from what I’ve heard from our users, it’s just easy to use. People are stoked about how fast and simple it is to put a final document together. If you’re dealing with contracts or quoting at any level, it’s worth a shot.