How to Achieve 100% HubSpot Adoption by Adding a CPQ Layer

From Spreadsheets to Full CRM Adoption: Why HubSpot Alone Isn’t Always Enough

When your company implements the HubSpot CRM, you want your sales team to use it. And while HubSpot does a lot right, many companies selling physical products eventually run into a wall. Complex pricing, different regions, multiple reps. These are just a few of the reasons why HubSpot, on its own, isn’t always enough. The article show what happens when companies hit that wall and how you can break through it with adding a CPQ layer on top of HubSpot.

If you want 100% HubSpot adoption, add a CPQ layer.

We see this pattern in companies selling physical products and bundled services.

Companies with 20, 30, 40+ sales reps that sell across regions or globally.

They implement HubSpot CRM, but soon, they hit complexity:

- Different pricing per country

- Products available in one market, not in another

- Service bundles that vary

- Discounts and campaigns running locally

Therefore, they need a unified way to quote.

A single, trustworthy pricing model that works across all teams.

Maybe it's still managed in a spreadsheet.

The "Final Final Final...Quoting Spreadsheet".

But that's when adoption breaks down because:

- Sales reps start to hesitate.  

- Quoting errors show up.

- Data quality suffers.

- Speed drops.

That's when adding a CPQ layer on top of HubSpot makes the difference:

- A fully customizable CPQ.  

- That handles complex pricing.

- That integrates directly into the CRM.

So reps don't feel like they're jumping between tools.

And the entire experience stays unified for the team and the customer.

That's how you actually get to 100% HubSpot adoption.

We've seen it happen.

Some things just work better when they work together.

HubSpot + CPQ is one of them.

Of course, CRM adoption doesn’t happen automatically. There’s one priority every team must get right first.

The #1 priority when you implement HubSpot CRM

The #1 priority when you implement HubSpot CRM:  

You want people to use it.

Because that's how you get high data quality.

And make it easy for sales reps to talk to customers and sell.

If the standard HubSpot CRM covers everything you need, great. Stick with it.

But when your business has higher demands, two things become clear:

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1. Ruling.

What you have to do.

What the end customer needs.

The non-negotiables.

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2. Guidance.

If your team is small, you can just shout across the office or in the Slack channel: '

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"Hi guys, use this spreadsheet."

"Hi guys, remember to add this service."

That's easy, like around the table, right?

But when it's more complex than that…

When you have 20 sales reps (or more) on your team?

It works. Until it doesn't.

That's when you realize:

You need someone to help your sales rep every step of the way.

Like a coach. A personal trainer on their shoulder.

So you've got the ruling.

You need the guidance.

At that point, the standard CRM isn't enough anymore.

You need a complementary tool.

One with preset rules.

Preset guidance.

That helps your team do it right and fast.

That's how you move from "we're using a CRM"

to  

“100% HubSpot adoption."

You'll ask - Is that even possible?

Yes. It is.

One of our clients got there after adding a vloxq as a CPQ layer on top of HubSpot.

Here’s exactly how they did it.

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How to Achieve 100% HubSpot Adoption Using vloxq CPQ

Beans in Cup hit 100% HubSpot usage after implementing vloxq CPQ.

The company brings better coffee to workplaces across Sweden.

They have over 40 sales reps covering the whole country and deal with different regulations in different regions.

They had already implemented HubSpot CRM.

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Challenge

All their quoting still happened in a very advanced spreadsheet.

Their CRM adoption was under 50%.

The data quality wasn't great. Not all reps used the CRM. A lot of key info lived somewhere else.

Solution

When we met them, they had already mapped out the quoting tool they wanted to add to HubSpot.

We figured out what systems we needed to integrate with. And what data and properties they wanted inside HubSpot.

But no one wants the sales rep to use a third-party tool.

Every company wants its sales reps to use the CRM and include their data there.

That's exactly what we helped them do.

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OUTCOME

They went from 5% quoting errors to below 1%.

HubSpot adoption is now 100%.

Yes, 100% HubSpot adoption!

And the data quality is much better.

And they’re not alone. Many other companies with complex quoting needs face the same reality.

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If your Company Sells Physicall Products and Has 20+ Sales Reps, You Need a CPQ

A client told me recently:

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"We have a very, very, very specialized quoting spreadsheet. Our reps don't dare to touch it, and we can't outsource it to anyone else."

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The company sells physical products, often bundled with services or man-hours:

They have 40+ sales reps and are growing fast.

They sell across multiple countries.

They juggle currencies.

They quote in more than one language.

Their prices change. A lot.

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And their quoting process lives inside that ONE spreadsheet:

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The one everyone’s afraid to break.

The one that keeps getting copied, versioned, renamed... and rebuilt.

The "Final Final Final Spreadsheet"...

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So, they implemented the HubSpot CRM.

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But as they explored more hubs, it became clear:

They still couldn't configure offers the way they needed.

They still couldn't quote fast enough.

They still couldn't fully trust the data.

Because even a great CRM like HubSpot sometimes needs a little extra to match what the client actually needs.

That’s when they realized:

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"We need a CPQ layer on top of HubSpot."

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A CPQ that’s fully customizable:

That mirrors their real-world sales model.

That increases CRM adoption and reduces quoting errors.

That helps their team move faster, without breaking things.

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Because when you add the right CPQ:

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You stop building from scratch.

You stop chasing spreadsheets.

You remove chaos.

And your team finally focuses on the customer.

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We’ve been implementing CRMs for over 20 years.

We know what makes customers hesitate, and what builds real trust.

We’ve seen where most implementations break.

And we’ve seen what happens when it’s done right.

Like Beans in Cup.

After layering in vloxq CPQ, they reached 100% HubSpot adoption.

And their quoting errors dropped below 1%.

It’s not magic.

It’s the right setup for how you actually sell.

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100% HubSpot adoption it’s a measurable, repeatable result if you layer in the right tools

When your business outgrows spreadsheets, scattered systems, or rigid processes, that’s not a sign something went wrong. It’s a sign you’re growing. And growth introduces complexity.

A CPQ layer helps you manage that complexity without losing speed, trust, or clarity.

We’ve seen it firsthand. And we’ve helped make it happen. again and again.

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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.  

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