![](https://blog.revpartners.io/hubfs/airdna-2.png)
The Challenge
![volume checks time](https://blog.revpartners.io/hs-fs/hubfs/3key.png?width=500&height=301&name=3key.png)
- Previously utilized data agreements in place of order forms. On average, 30 order forms need to be reviewed, approved, and sent each week.
- All handled as one-offs with the AE and Manager.
- Emails or Slack messages sent to manager for review/approval, but the system did not require this, meaning an AE could have no oversight from manager to send out.
Volume
- Order forms (aka quotes) continue to increase as the business grows.
Checks/Verification
- Undefined process and order form could go to the prospect without review.
- Unchecked discounting occurred, resulting in incorrect pricing (often on annual contract terms).
Time Inefficiency
- Manual effort required in either Slack or email to approve.
- No central place for redactions and requires AE to tell their manager what changes should be reviewed.
- Not time bound.
- Also, uncertainty regarding who should be approving order form in certain scenarios.
The Solution
![solution](https://blog.revpartners.io/hs-fs/hubfs/solution.png?width=1255&height=705&name=solution.png)
Standardized Order Forms and Templates
- Creation of two custom-coded templates for order forms to ensure consistency.
- Training on line item creation and extending it through to the order form, reducing manual errors.
Discount Categorization and Streamlined Language
- Categorization of discounts into high, medium, and low tiers for better tracking and control.
- Implementation of snippets in purchase terms to streamline language and manage exceptions efficiently.
Automated Approval Workflow and Oversight
- Implementation of a system to distinguish approvers based on specific variables.
- Automatic notifications at every step of the order form creation process, ensuring transparency and oversight.
- Transition to "closed won" status upon completion of sign and countersign on the order form, reducing time inefficiency.
![demo](https://blog.revpartners.io/hs-fs/hubfs/demo.png?width=1258&height=707&name=demo.png)
The Impact
Automated and Streamlined Processes
- What used to take constant back and forth between either email or slack, now gets routed automatically.
- Everyone remains in the loop all the way through to closed won.
- No knowledge of the process needs to exist – a rep could start tomorrow and the automation takes care of the routing.
- Close dates are 100% accurate based on sign/countersign property.
Enhanced Efficiency and Approval Accuracy
- Tremendous time savings across the board.
- Approver knows exactly what they are looking for when approving (discount, terms changes, exceptions to terms of service).
- Decreased sales cycle timing, closing customers faster.
Systemized Checks and Balances
- 0 order forms go out without appropriate consent – systemized checks and balances.
- Ensuring Esurance in order form accuracy.
- Eliminated bottlenecks.
- Created a seamless process that factors in all variations of an order form.
Optimal Utilization of HubSpot (HS)
- Utilizing HS to the fullest potential – reduces the need for an integrated CPQ tech stack.
- Immense time savings.
- Revenue accuracy and reporting automated with closed won step date for when signatures are completed.
![Schematic - Switch Box](https://blog.revpartners.io/hs-fs/hubfs/Schematic%20-%20Switch%20Box.png?width=606&height=1310&name=Schematic%20-%20Switch%20Box.png)
RevPartners is at Your Service
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