Growth-stageIndustrial & Energy Technology

Building quote-to-cash and CPQ where quoting was still manual

One reconciled recurring-revenue number, produced by the system

HubSpotMaxioPandaDocStripeSlack
Play leadAmandaRevOps team · LeanScale
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The problem

Quoting was entirely manual and error-prone: no CPQ, no product catalog, no SKU structure, and no guardrails on start dates or billing contacts. Billing lived in the payments processor while the subscription-management platform was used only for metrics, so no system tied contracts to invoices and the recurring-revenue roll-up had to be assembled by hand.

The play

  1. 1
    Product catalog and custom CPQHubSpot

    Built a new HubSpot product catalog with SKUs plus a custom CPQ UI extension covering pilot, new-business, expansion and co-term quoting scenarios, with start-date and billing-email guardrails and PandaDoc e-signature tied to deal close.

  2. 2
    CPQ platform migration under a deprecation deadlineHubSpot

    Migrated the entire custom CPQ onto HubSpot's newer developer platform ahead of the deprecation deadline, with a defined regression suite that had to pass end to end before cutover.

  3. 3
    Billing migration and revenue-recognition fieldsMaxio

    Introduced automated active ARR / MRR / TCV and revenue-recognition fields with full churn logic, a Maxio invoice custom object with payment-health fields and Slack notifications, line-item sync, and a historical invoice backfill.

  4. 4
    Book reconciliation

    Reconciled billing against the CRM so the reported recurring-revenue number and the invoices behind it are produced from the same records rather than maintained separately.

  5. 5
    Renewal and expansion motion

    Automated renewal-record creation, expansion co-terming, and churn / NRR / GRR reporting, so renewals stopped being a manual quarterly scramble.

  6. 6
    Customer-facing renewal-options appHubSpot

    Built an app where a rep publishes up to three renewal options as a one-page link the customer confirms; the confirmation stamps the deal in HubSpot and alerts the deal owner in Slack.

What it moved

One reconciled recurring-revenue number, produced by the system

The automated active-ARR field rolls up to a single reconciled figure aligned across the CRM and the GTM data platform, rather than being assembled by hand.

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CPQ 4 steps A custom CPQ that broke on multi-year and ramped deals, rebuilt on a document platform Five quote types live in production Quote to cash 5 steps CPQ, contract workflow and supply allocation for a sales org built from scratch CPQ and CLM stood up ARR and MRR roll-forward 7 steps Making renewals tell the truth: committed volume, overage and net ARR change on the account One account view instead of a monthly spreadsheet rebuild