Rebuilding CPQ in HubSpot for Fintech And Saving $50K+ Annually

Fintech Sales Needs Flexible Pricing but CRMs Aren’t Built for It

If you’ve worked in fintech, you know this: No two customers ever buy the same way.

One’s a startup. One’s an enterprise with legal and compliance teams. One needs usage-based pricing. Another wants prepaid licenses in bulk. Add to that multi-region contracts, varied approval chains, and different payment terms and suddenly quoting becomes the bottleneck in your sales process.

That’s exactly where this fintech company found themselves.

They were expanding fast across MENA, Southeast Asia, and Europe. Every region had its own pricing logic. The sales team was closing deals but the quoting process looked like this:

• Step 1: Open the “Pricing Tier Sheet” (if you have the latest version)
• Step 2: Draft the quote manually in Google Docs
• Step 3: Convert to PDF and send via DocuSign
• Step 4: Ping the client to sign
• Step 5: If they negotiated, restart the process
• Step 6: Once signed, update the deal in HubSpot — if someone remembered
  
  

This wasn’t just inefficient, it was a risk.

Every quote relied on the rep doing it right, every single time. And no two reps were doing it the same way.

Deals got delayed. Some got lost entirely. Finance didn’t have visibility. Leaders couldn’t forecast. And reps hated how long it took.

That’s when they came to help build a system that worked the way they actually sells.

A Structured CPQ Flow, Built Fully Inside HubSpot

We could’ve asked the team to adopt another quoting platform. 

But as they were on Hubspot, we made HubSpot itself the CPQ system with structure, automation, and just enough flexibility for reps to still close complex deals.

Here’s how we fixed it:

1. Pricing Tiers, Finally in One Place

The team had five broad pricing categories based on customer profiles, region, and deal complexity. But there was no structured way to apply these tiers inside the CRM. 

Pricing lived in spreadsheets, and every rep had their version of "how it’s usually done."

We solved this by creating a structured product catalog inside HubSpot.

Since HubSpot doesn’t support dynamic pricing tiers natively, we used a workaround. Each combination of pricing tier was created as a separate product in the HubSpot product library. This allowed reps to:

• Select products from the catalog
• Review the service agreement terms
• Apply any discount if applicable
  
  

Reps were still in control of building the quote but now they were doing it with clarity and structure. No more guesswork. No external documents. Just a clean flow inside HubSpot.

To add clarity, we also redesigned the quote templates. Each quote now includes two separate line tables:

• One for recurring charges, which are typically standard across categories
• One for one-time or custom charges, which vary more often
  
  

This layout made it easier to manage pricing differences with minimal edits, while still presenting a clear breakdown to the customer.

Lastly, we introduced a margin safeguard: If the applied discount exceeded 20%, it triggered a manual approval step.

This lets reps have flexibility but with accountability in place for larger deals.

The end result was a quoting process that respected the complexity of fintech pricing, while making it easy for reps to move fast and stay aligned.

2. Quote → Sign → Sync, Without the Follow-Up Chaos

We built a simple automation chain:

• When a rep generates a quote, DocuSign is triggered automatically
• HubSpot tracks the signature status in real-time
• If signed → the deal stage progresses
• If not signed → rep gets alerted for follow-up
• If the client comments or pushes back → it’s logged
  
  

That means the rep isn’t chasing quotes in their inbox. Managers aren’t guessing which deals are stuck. And the CRM finally reflects the actual status of the deal.

3. From Closed-Won to Invoiced: Finance Was Finally in the Loop

In most fintech sales, quoting is just half the work. Once the deal is closed, the finance team needs to:

• Raise an invoice
• Send payment details
• Track collections
• Reconcile numbers

Before, this team handled all of it manually usually by copy-pasting details from Slack messages or PDF quotes.

Now, the moment a deal is marked “Closed Won”:

• HubSpot pushes invoice data directly to NetSuite
• Stripe payment links are generated automatically
• Payment status flows back into HubSpot for full visibility

The handoff from sales to finance became seamless. And the time from “signed” to “paid” dropped significantly.

4. Visibility and Reporting

Once CPQ was standardized, reporting started to tell a clearer story:

• Which pricing tiers are closing faster?
• Where are we discounting too much?
• Which deals are stuck post-quote?
  
  

We built custom dashboards inside HubSpot to track:

• Quote volume by tier
• Conversion rates by product
• Drop-off points after quote sent
• Time-to-signature by segment
  
  

This didn’t just help managers coach better, it helped them price better.

The Impact: A Quote Process That Helps You Sell

Without any new tool we made a system that made HubSpot work the way their sales team actually operates — flexible but trackable, fast but structured. 

And here’s what changed:

• $50,000+ saved annually by removing quoting delays, errors, and follow-up waste
• 2x faster quoting, without relying on spreadsheets
• Clean forecasting, because every deal followed the same quoting structure
• No more bottlenecks, because reps had a system they actually wanted to use
• Finance and sales finally worked in sync, not in silos
  
  

And most importantly, the team could scale their sales process without adding chaos.

If your sales reps are still quoting in Google Doc, or if every pricing conversation requires double-checking a sheet, it’s not just friction it’s costing you deals.

HubSpot can be your CPQ engine. You just need to set it up right.

And we can help you do that – Just book a call!