--- title: Custom quoting tool integrated with Chargebee in HubSpot description: Custom quoting tool integrated with Chargebee using HubSpot custom objects and workflows—streamlining the entire quote-to-cash lifecycle. image: https://www.engaging.io/hubfs/Imported_Blog_Media/scott-graham-5fNmWej4tAA-unsplash.webp --- [Skip to content](https://www.engaging.io/case-studies/custom-quoting-tool-chargebee#main-content) [![Engaging.io logo](https://www.engaging.io/hs-fs/hubfs/raw_assets/public/Engaging-2025/images/site-logo-pack/engaging-logo-green.png?width=143&name=engaging-logo-green.png)](https://www.engaging.io) [Case studies](https://www.engaging.io/case-studies) Services Industries Products About us ![search icon](https://www.engaging.io/hs-fs/hubfs/raw_assets/public/Engaging-2025/images/module-icons/main-search-icon-HR.png?width=44&name=main-search-icon-HR.png) ![search close icon](https://www.engaging.io/hs-fs/hubfs/raw_assets/public/Engaging-2025/images/module-icons/main-search-close-HR.png?width=24&name=main-search-close-HR.png) [Get in touch](https://www.engaging.io/contact-us) [AI services](https://www.engaging.io/ai-services) [Custom integrations and configuration](https://www.engaging.io/services/custom-hubspot-integrations-and-system-sync-solutions) [CRM migration
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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 Audit First, Recommend Second Rebuild Forms & Pipelines Custom Quote-to-Cash Tool Subscription Data Integration Staff Enablement Critical steps 1. Complete CRM audit of HubSpot portal Working sessions to review optimisation opportunities 2. Conduct working sessions to review optimisation opportunities Critical steps 1. Restructure online forms for lead quality 2. Align sales and service pipelines with customer journey Critical steps 1. Created in HubSpot with custom objects 2. Synced with Chargebee via custom API workflow Critical steps 1. Chargebee Subscription IDs auto-mapped to Deals & Companies 2. Product-level insights tagged to company records   Critical steps 1. Coaching sessions to improve user buy-in 2. Reduced manual work increased internal adoption   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. #### Related Case Studies #### [Building a custom quote tool in HubSpot for ATOM Atom is a major player in the B2B supply chain for the construction and mining sectors. Their business relies heavily... See More](https://www.engaging.io/case-studies/building-a-custom-quote-tool-in-hubspot-for-atom) #### [Achieve Australia pilots HubSpot's custom objects CRM... Achieve Australia has been supporting people with disability for over 70 years. As the organisation scaled, its CRM... See More](https://www.engaging.io/case-studies/achieve-australia-pilots-hubspots-custom-objects-crm-function) #### [HubSpot revamp for Cleverbean, an EdTech company Cleverbean is an Australian education technology startup transforming the way primary school teachers approach literacy... 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