How to scale smarter and configure quotes 80% faster

Revenue leaders today aren’t just chasing growth; they’re expected to engineer it. With leaner teams, tighter budgets, and increasingly complex sales motions, the pressure is on to scale without slowing down or breaking the process.

The goal? Build systems that empower sales teams to move fast, give Finance teams confidence in every number, and keep the customer experience airtight, all without adding headcount.

But for many teams, quote generation becomes a roadblock that flies under the radar.

It seems simple on the surface: send a proposal, close the deal. In reality, quoting is often where things break:

• Sales reps go off-script or over-discount
• Approval workflows turn into bottlenecks
• Contracts don’t match what was said in the demo
• And worse, customers sign agreements they don’t fully understand

It was time to rethink the quoting process

That’s the scenario Emerson McCuin inherited when he stepped in as Head of Revenue Operations at HAAS Alert. Quotes were being created manually, with no checks or automation. Finance had to review every doc before invoicing. And reps were bogged down chasing formatting and line-item accuracy instead of selling.

Quoting wasn’t just time-consuming; it was a liability.

So Emerson rebuilt it.

He created a guided, automated workflow powered by PandaDoc and HubSpot, one that reduced manual effort by 80%, eliminated the need for Finance to manually review every quote or chase down details, and gave reps autonomy with guardrails to create accurate quotes fast.

This is the playbook for how he optimized the sales process to create faster quotes , and how your team can do the same.

Configure quotes faster: The tech stack you need

• HubSpot CRM — your source of deal truth
• PandaDoc — for document automation, approvals, and analytics
• PandaDoc + HubSpot integration — native sync, no middleware
• PandaDoc CPQ add-on — guided selling, conditional logic, and product catalog integration

Native integration ensures quote data reflects real-time CRM info, removing sync delays and keeping approvals and pricing aligned across teams.

Quoting from HubSpot, start to finish

Hands-on time: 3–5 minutes per quote

Heads up — this isn’t the full playbook

The following is a preview of the guided selling rep experience in HubSpot.
To access the full step-by-step setup guide on how to build this into your workflow, including workflow creation, conditional logic, product catalog mapping, and approvals setup — fill out the form at the top of the page.

Step 1: Open a deal in HubSpot

Reps work directly in the deal record. The PandaDoc workflow card lives inside the CRM. No switching tabs or tools.

Step 2: Start the workflow

Click Start Workflow on the PandaDoc card. Reps choose the quote type that fits the deal.

Step 3: Confirm deal data

Key fields, like company name, deal amount, and contact info, are pulled in automatically. Reps can also switch to a different associated deal if needed.

Step 4: Complete the guided form

Reps select products and services via a clean, intuitive form.

• Conditional logic ensures only relevant options show
• Yes/No toggles add services like implementation as needed
• Quantity fields ensure pricing accuracy
• This guided flow reduces errors and keeps every quote within approved parameters.

Step 5: Review, preview, and customize

• Reps can reorder items, preview the full quote directly in HubSpot, and apply discounts if permitted.

Step 6: Route for internal approvals (if required)

• If a quote meets a predefined threshold (like a large discount), PandaDoc automatically routes it to the correct approver.

Step 7: Send and sync

• Once approved, reps send the document via email or link. Line items and deal data sync back to the HubSpot record automatically.

The impact: Efficient quoting and faster approval process

HAAS Alert transformed quote creation from a multi-step process into a scalable, intuitive system their teams trust.

• Reps generate quotes  minutes
• Quoting time reduced by 80%
• The approval process happens automatically
• RevOps can scale quoting and close deals faster without adding headcount