Streamlined Quotation Process for Global B2B Events Business

Challenge

The client’s quotation process was manual, slow, and error prone. Sales teams were creating quotes using Word or PDF documents, which not only delayed deal cycles but also made it difficult to maintain accuracy and consistency across quotes. The client needed an automated, data driven quoting solution inside HubSpot to accelerate deal turnaround, reduce manual work and improve the customer experience.

Approach

We designed and implemented a fully automated quotation framework integrated directly with HubSpot and PandaDocs - creating a streamlined, consistent quoting process that reduced admin time and improved accuracy.

Data Preparation & Cleanup

We began by restructuring and cleaning the client’s product and SKU data, ensuring all product information was complete, consistent, and ready for HubSpot import.

Product Import & Setup

All products and SKUs were imported into HubSpot’s product library, creating a single source of truth for pricing and product data across the organisation.

HubSpot > PandaDoc Integration

We configured a seamless integration between HubSpot and PandaDoc, enabling deal and contact data to automatically sync with quote templates.

Smart Template Design

We built PandaDoc templates that dynamically pulled product selections, deal details, and customer information directly from HubSpot, eliminating the need for manual input.

HubSpot Customisation

We enabled custom pricing adjustments, discounts, and SKU selections to be managed directly within HubSpot deals before generating the final quote.

Automated Quote Generation

With automation in place, sales reps could now generate fully formatted, client ready quotes in seconds, directly from HubSpot with a single click.

Team Training

We delivered hands on training sessions for the sales and customer success teams, ensuring they could manage the new process confidently and independently.

Solution in Action

The result was a fully integrated quotation workflow between HubSpot and PandaDoc.

Sales teams could now:

Select products, apply discounts, and generate quotes instantly.
Track quote status and approvals in HubSpot.
Deliver professional, branded quotes to clients in minutes, not hours.

The entire process became faster, more accurate and fully visible to management, allowing better oversight of deal progression and quote performance.

The Results

The impact was immediate and measurable:

70% faster quote creation through automation and data driven templates.
100% elimination of manual copy & paste between HubSpot and PandaDoc.
Shorter deal cycles and improved customer experience through faster turnaround.
Full visibility into quotes and deal data, improving forecasting accuracy.

Project Snippets

Conclusion

This project demonstrates how HubSpot automation and smart integration with PandaDoc can transform a manual, error prone quotation process into a fast, scalable, and professional system. By centralising product data, streamlining workflows, and removing manual steps, the business achieved faster quoting, higher accuracy, and a smoother client experience, all within a single, unified platform.

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