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Case Studies

Custom Quoting Tool Integrated with Chargebee in HubSpot

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Custom quoting tool integrated with Chargebee in HubSpot
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With offices in Sydney and Seattle, this client is a global leader in accounts receivable automation software, helping businesses get paid faster. While their tech stack was strong, their quoting process was stuck—slowed down by disconnected forms, manual workflows, and limited CRM adoption.

The problem

The client’s original HubSpot setup had become a friction point across their organisation, leading to inefficiencies in quoting, manual data entry, and inconsistent user adoption. Sales, Marketing, and Service teams struggled with disjointed workflows and a lack of integration between HubSpot and Chargebee, their subscription billing platform. This disconnect not only slowed down their quote-to-cash cycle but also diminished confidence in the CRM system itself—resulting in lower staff engagement, reduced visibility into customer data, and a growing gap between operational needs and system capability.

Problem 1:

The original HubSpot setup had become a bottleneck. Staff were forced into manual updates, pipeline inefficiencies, and disjointed quoting workflows—especially across the marketing, sales, and service teams.

Problem 2:

This lack of integration created duplicate data, billing inefficiencies, and low confidence across teams who needed reliable, real-time visibility.

The solution

We began with a full audit of their HubSpot portal, exposing hidden inefficiencies and missed opportunities. From there, we redesigned their forms for stronger lead qualification and implemented intelligent lead scoring that allowed marketing to hand off leads more confidently to sales.

We then remapped their sales and service pipelines, aligning lifecycle stages with internal processes and ensuring that every deal and ticket landed in the right hands.

The standout feature? A custom-coded Quote-to-Cash tool integrated with Chargebee via API. We built custom objects inside HubSpot to align with Chargebee’s data structure. Subscription IDs are now automatically applied to Company and Deal records, enabling a seamless connection between quoting, billing, and client management.

Automation completed the picture: custom-coded workflows now handle product tagging, subscription updates, and internal alerts—turning HubSpot into a living system that reflects the true state of every deal in real time.

The Strategic Plan
The Implementation
Critical steps
  1. Complete CRM audit of HubSpot portal
    Working sessions to review optimisation opportunities

  2. Conduct working sessions to review optimisation opportunities
Audit First, Recommend Second
Critical steps
  1. Complete CRM audit of HubSpot portal
    Working sessions to review optimisation opportunities

  2. Conduct working sessions to review optimisation opportunities
Rebuild Forms & Pipelines
Critical steps

  1. Restructure online forms for lead quality

  2. Align sales and service pipelines with customer journey

Custom Quote-to-Cash Tool
Critical steps

  1. Created in HubSpot with custom objects

  2. Synced with Chargebee via custom API workflow

Subscription Data Integration
Critical steps

  1. Chargebee Subscription IDs auto-mapped to Deals & Companies

  2. Product-level insights tagged to company records

 

Staff Enablement
Critical steps

  1. Coaching sessions to improve user buy-in

  2. Reduced manual work increased internal adoption

 

The Implementation

Form & Workflow Rebuild

We restructured forms to align with lifecycle stages, prioritising lead qualification and setting the stage for meaningful automation.

Chargebee Integration

By using custom objects and workflows, we created a live sync between Chargebee and HubSpot, ensuring sales and finance data matched across platforms.

Automation with Purpose

Custom-coded workflow actions now:

  • Tag product data

  • Apply Subscription IDs

  • Update lifecycle stages automatically

This reduced data errors and freed the team to focus on high-value work.

The Impact and Results

This engagement was more than just a system upgrade—it was a cultural shift in how the business uses HubSpot.

Staff Confidence Restored

Manual quoting and CRM skepticism gave way to automated precision and trust in the system.

Seamless Quote-to-Cash

With Chargebee and HubSpot talking to each other in real time, quoting, billing, and renewals now flow effortlessly.

Better Data, Better Leads

Improved forms and lead scoring meant higher-quality MQLs—and better results for marketing and sales teams.

Growth-Ready Foundation

Their CRM is no longer holding them back—it’s powering them forward. Scalable, custom, and primed for AI and automation.

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