From “Final Final Spreadsheet” to Perfect Quoting - vloxq CPQ Integration with HubSpot
Many companies still rely on “Final Final” spreadsheets for quoting — manual processes that cause errors, delays, and frustrated customers. On integrating vloxq CPQ with HubSpot CRM, you can spreadsheets with a fixed, smart, and error-free quoting process that empowers your sales team, boosts customer satisfaction, and creates a seamless experience from first contact to closed deal.
.png)
How to Use vloxq CPQ to Achieve 100% HubSpot Adoption
Many companies find themselves entangled in complex quoting processes, relying on spreadsheets named "Final Final Final" versions. These makeshift systems, while initially practical, often lead to errors, delays, and frustrated teams.
Integrating a Configure, Price, Quote (CPQ) solution with HubSpot CRM offers a fast, error-free approach to quoting, helping both sales team performance and customer satisfaction.
“Final Final Final Spreadsheet" ≠ Quoting System
If your quoting process lives in a spreadsheet named "Final Final Final..." you need a CPQ. Now.
Many companies use the standard quoting tool inside the HubSpot CRM.
And for many, that works just fine.
Until it doesn't.
That's when the "Final Final Final Spreadsheet" shows up.
Or the PowerPoint.
Or the deck someone builds from scratch.
EVERY. SINGLE. TIME.
Because your product isn't simple.
Your customer needs aren't either.
And suddenly, you're doing advanced pricing in a file no one owns, and everyone updates.
That's when things break.
A good quoting tool should make it easy for the sales rep to pick:
- the right offering
- the right product
- the right service
- the right currencies
- the right prices
Everything should be included and understandable.
And it should make it clear WHY the customer should buy from you.
You need a tool that does this fast, in one place, with no room for error.
You need a CPQ.
A CPQ is built for complexity.
It doesn't force you to standardize your products just to simplify quoting.
You can treat it like a smart questionnaire.
One that ensures you've captured everything the customer needs.
One that makes your offer feel complete, professional, and aligned.
Because if you miss something, the quoting process isn't done.
And the "Final Final Final Spreadsheet" just proves it.
While the pitfalls of manual quoting systems are evident, the impact extends beyond internal inefficiencies, directly affecting the customer experience.
Confused Clients Don’t Buy
In complex HubSpot implementations, the customer doesn't want 3 vendors.
They want 1 simple, unified solution that just works.
Here's how it usually happens:
A sales engineer at HubSpot brings in a client with a long list of requirements.
They bring in the best implementation partner to ensure high adoption and fast ROI.
Sometimes, the standard HubSpot CRM is enough.
But sometimes, the client needs a little extra.
That's when they bring us in, to add a CPQ layer on top of HubSpot.
And this is the point where most deals risk falling apart:
- too many people.
- too many tools.
- too much confusion.
This is when all 3 vendors must show up as one team:
- who knows who owns the dialogue
- who builds trust
- who makes it easier for the customer to say yes
The client shouldn't see 3 vendors.
They should see one clean, complete system that solves their needs.
Understanding the customer's perspective is important, but it's equally important to recognize the internal challenges sales teams face when systems are disjointed.
We've been implementing CRMs for 20+ years.
We know what customers worry about.
And we know how important it is to be perceived as one solution.
Because when something goes wrong, the customer doesn't want to dig through logos.
They just want to know: "Who do I call?"
This is real partnership.
These internal challenges often culminate in a critical realization: the current CRM setup, though robust, might not suffice for complex sales processes.
The HubSpot's "Almost Enough" moment
Every sales engineer and solution architect knows this moment...
The HubSpot's “almost enough" moment.
The demo was solid.
The customer loved it.
But they hesitate.
Because everyone wants to get the most out of their CRM investment.
So they ask:
- What can HubSpot do?
- And what do we still need on top of that?
The sales engineer's job is to help the customer choose HubSpot and the right hubs.
But to do that well, they need to know where HubSpot stops.
When the customer's needs go beyond what HubSpot offers, it's time to bring in a third-party tool like a CPQ.
Now, the client needs to deal with:
- HubSpot
- An implementation partner
- A third-party tool
But it shouldn't feel like they're dealing with 3 different vendors.
They should feel like they're saying YES to 1 simple solution.
The best solution architects see this early.
They know when to add a layer that turns “ALMOST ENOUGH” into “EXACTLY WHAT WE NEED.”
Because even a great CRM like HubSpot sometimes needs a little extra to match what the client actually needs.
Sales Loves It. Customer Hates It?
The sales rep's favorite setup isn't always the best solution for the customer.
The quoting process should be simple.
The customer should get an error-free quote with exactly what they need.
And sales reps should be able to do that fast.
No one in finance should worry: "I'm going to send this invoice, andc it's going to be wrong."
No one in delivery should walk into a meeting with an angry customer saying: "I didn't order this. I ordered something else."
There's no "good" or "bad" tool.
- Is HubSpot quoting bad?
- Is one CPQ better than another?
It's not about that.
You should enter the data once, and that should be enough.
No repeats. No copy-paste.
And what reaches the customer should be correct, complete, and crystal clear. Always.
Fix the quoting.
Free the sales team.
Delight the customer.
Addressing these limitations requires a solution that not improves internal workflows and
also aligns sales strategies with customer needs.
Your Reps Don’t Know It, But…
Sales reps can be guided to offer what customers need and what the company wants to sell.
One of our clients sells physical products.
They use vloxq CPQ to guide their sales reps.
Their offers match the customer's needs and maximize company profit.
And the reps don't even realize it.
A rep might say:
"The customer wants this product, that add-on, maybe a bundle with some extras."
What happens next?
We can see what campaign is active right now.
We suggest the best offer that fits the customer and brings the company the most profit.
And the reps have no idea.
But they're actually selling exactly what the company needs to move.
At a great price.
And it still matches the customer's needs.
Adding a CPQ layer on top of HubSpot makes your quoting process faster, cleaner, and way more reliable.
You stop relying on spreadsheets that only one person understands. You stop chasing the latest version. Instead, your sales reps get a simple, guided way to build quotes. They focus on selling. Customers get exactly what they need, with no surprises. That’s when things really start to work.
—
If you’re curious how we’ve helped companies like yours, check this blog article.
And if you think we could support your sales process too, let’s schedule a short intro call.
