Case Study: Automating Quotes with HubSpot & Google Cloud

Case Studies HubSpot Services and CRM Data Processing with Google Cloud eCommerce and Online B2B Marketing and PR AI Sales Quoting Software

Introduction

Evoterm is a company based in Cluj-Napoca, specializing in the production and installation of door and shading solutions for residential and commercial buildings.

Established in 2004, the company differentiates itself through a personalized and consultative approach, offering innovative and energy-efficient solutions. In this context, the quotation process is essential to their business needs.

To optimize this process, OPTI integrated HubSpot with Google Cloud.

Quotation Process through HubSpot <> Google Cloud Integration

Challenges

The previous quotation process presented several issues:

MANUAL CREATION - Each quote required detailed customization based on the specific needs of the client and project. This manual approach was very time-consuming, slowing down response times.

POTENTIAL FOR ERRORS - Due to its manual nature, the process was prone to errors, both in terms of features and pricing.

LACK OF A CENTRALIZED PLATFORM - The quotation process lacked a centralized repository to store, track, measure, and report on the quotes.

EMAIL-ONLY QUOTES - Clients could only receive quotes via email, without access to a link for review and confirmation.

"They're always incredibly responsive and quick to address any requests we have."

- Ethan Harris, Spatz Medical

Solution

OPTI implemented a solution that integrated HubSpot's CRM with a Google Cloud-based document management and generation system:

AUTOMATING QUOTATION CREATION
- A custom application was developed on Google Cloud Platform (GCP), leveraging Google Cloud APIs (Drive, Docs, etc.) for document management, creation, and template handling.
HUBSPOT CRM INTEGRATION
- Relevant client data, including features, images, and other customized details, is stored in HubSpot, the most user-friendly sales and marketing CRM. Sales representatives input all necessary details for the quotation process directly into the CRM.
GOOGLE DRIVE AS A CENTRALIZED SYSTEM
- Generated documents are automatically stored in Google Drive, enabling quick and easy access for team members and client viewing.

This custom HubSpot integration is a perfect example of sales workflow efficiency. By connecting the APIs between HubSpot and Google Cloud, we eliminated the need for manual data entry, which is a core pillar of any successful Revenue Operations (RevOps) strategy. This allows the sales team to focus on client relationships, not data entry

Results

Following the solution's implementation, significant improvements were observed:

Time and resource savings

The time required to create a quote was reduced to just a few minutes per client.

Improved client communication

Quotes are now sent faster and more efficiently, enhancing client relationships.

Centralized system

All quotes are stored in a single location, streamlining management.

References

For integrating our quotes and bidding into HubSpot, they came up with solutions to the problems we exposed. I liked that they focused on our situation and solved our need for automated quoting using Google Drive API

Dorel Oprea

CEO, Evoterm

Dorel Oprea

CEO, Evoterm

Quick Questions

Why was the previous quoting process inefficient?

Each quote was created manually, a time-consuming process that was prone to human error and lacked a centralized platform for tracking and reporting.

How does the HubSpot and Google Cloud integration work?

A custom application on Google Cloud extracts customer data from HubSpot CRM and uses Google APIs (Docs, Drive) to automatically generate personalized quotes, which are then saved centrally.

What were the main benefits of the automation?

The time to create quotes was reduced to minutes, communication with customers improved, and all quotes are now stored and managed in a centralized system.

What is the TLDR (conclusion)?

What technologies and methodologies are involved?

Technologies: HubSpot CRM, Google Cloud Platform (GCP), Google Drive API, Google Docs API
Methodologies: Business process automation, CRM Integration, Document management, Document generation.