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Building a custom quote tool in HubSpot for ATOM

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Building a custom quote tool in HubSpot for ATOM
1:01

Atom is a major player in the B2B supply chain for the construction and mining sectors. Their business relies heavily on product availability, pricing accuracy, and fast turnaround—especially when quoting complex, multi-line orders. But their quoting system was a patchwork of spreadsheets and manual processes. They needed a quoting solution that would live inside HubSpot, speak to their data, and streamline the sales experience.

The problem
Disconnected tools causing manual mess

Atom’s quoting process was buried in spreadsheets—slow, error-prone, and completely disconnected from their CRM. Sales reps were working in silos with inconsistent pricing and no approval workflows, making it nearly impossible to scale operations or track quoting activity. What they needed was a unified, automated system that could bring structure, speed, and visibility to the quoting process.

Problem 1:

Manual quoting was slowing everything down - Atom’s sales reps were using spreadsheets to generate quotes—outside of HubSpot. This meant manual data entry, duplicated effort, and limited visibility for management. Quotes weren’t tracked centrally, and errors were inevitable.

Problem 2:

No scalability, no consistency - Their old process lacked pricing rules, product logic, and approval workflows. Every rep had their own system, which made scaling the sales team risky and inefficient. Without structured data and automation, quoting became a bottleneck.

The solution
One tool, fully embedded in HubSpot
Engaging.io designed and built a custom quoting tool directly within Atom’s HubSpot instance using a mix of native functionality (CRM + Quotes + Products + Custom Objects) and custom-coded logic. The tool allows reps to generate quotes from within deals, select from a structured product library, and apply pre-set pricing rules and discount logic.
It also enabled sales reps to:

  • Create and edit quotes without ever leaving HubSpot
  • Auto-populate quotes with contact and deal info
  • Apply product-specific pricing logic
  • Lock pricing logic to avoid unauthorised discounts
  • Send quotes for approval before customer delivery
The result? A seamless quoting experience, integrated directly into their CRM pipeline.
The Strategic Plan
The Implementation
The process
  1. Deep dive into Atom’s quoting process, sales flow, and internal logic
  2. Identify key friction points and data flow breakdowns
  3. Map HubSpot objects to sales team requirements
Discovery and Scoping
The process
  1. Deep dive into Atom’s quoting process, sales flow, and internal logic
  2. Identify key friction points and data flow breakdowns
  3. Map HubSpot objects to sales team requirements
Custom development inside HubSpot
The process
  1. Built a custom quote engine using native CRM and product features
  2. Leveraged Custom Objects to track quote configurations
  3. Embedded approvals and logic to prevent errors
Eliminate external tools
The process
  1. Replaced spreadsheet-based quoting
  2. Centralised all quoting activity in HubSpot
  3. Created workflows for notifications and approvals
The Implementation

To bring quoting into HubSpot, we built a custom quote engine using HubSpot-native tools like the CRM, Quotes, Products, and Custom Objects. This engine allowed Atom’s sales team to generate real-time quotes directly from deals—complete with product selection, pricing logic, and instant preview capabilities. By embedding this functionality, we eliminated the need for external tools while giving reps a user-friendly experience within their existing workflow.

Next, we set up structured approval workflows to ensure quoting remained consistent and compliant. Sales managers were automatically notified when a quote required review, and approval conditions were governed by business logic—ensuring unauthorised discounts were off the table. This created a seamless feedback loop between reps and managers while keeping everything centralised within HubSpot.

To support adoption, we rolled out comprehensive enablement. The solution was launched in phases to avoid overwhelming the team, and we created training materials and reusable documentation to make onboarding future users a breeze. The result was a confident sales team, equipped with a scalable system that reduced friction and boosted CRM engagement.

The Impact and Results
Immediate efficiencies and long-term scalability

 

The new quoting tool transformed Atom’s sales operations—cutting quoting time by 80% and boosting HubSpot CRM adoption across the team. With everything now tracked within HubSpot, reporting accuracy soared, giving leadership real-time visibility into quoting activity and deal progress.

More than just operational improvements, Atom’s sales reps gained confidence. They no longer needed to cross-check spreadsheets or worry about quote errors. The approval process gave managers peace of mind, while clients received faster, more accurate quotes.

This transformation has not only made sales more efficient—it’s set Atom up for scalable, sustainable growth. As their product offering evolves, their quote tool can evolve with it—no additional platforms or integrations needed.

We enlisted the help of Engaging to create a tailored Card in HubSpot, enabling our team to generate quotes for clients and seamlessly track them within the CRM. Throughout the project, Engaging proved to be excellent collaborators, grasping the project's scope and consistently delivering timely updates while meeting deadlines. We wholeheartedly recommend Engaging to anyone with similar needs and would gladly collaborate with them again in the future.

Darlene Regali
Application Integration Manager

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