Level Data sells data validation, state reporting and district integration tools to K-12 school districts, and its revenue runs on renewals that nearly all land in one July window. For years its Customer Success team built those quotes in HubSpot beside Salesforce, working out student and staff counts in a calculator and typing the results back in, while discounts were approved by asking a leader and cancellations were voided by hand. DealHub AI replaced that with pricing rules that read the quantity type, approvals that write back to Salesforce, and a DealRoom the district and the CSM both work in. Customer Success now sends 900 to 1,200 renewal quotes in a single month at about two minutes each, with four acquisitions' pricing models behind one screen.
Down from 7 to 10 minutes in HubSpot, roughly 70% faster.
Built and sent by Customer Success inside one July window.
Student, staff, tiered and flat-rate, all behind one rep screen.
Level Data ran HubSpot and Salesforce side by side, one as the quoting tool and one as the source of truth, and people filled the gap between them. Every Level Data product prices on a count, students at one district and staff at another, so a rep worked the quantities out in a calculator and typed the result back in. Discounts were approved by asking a leader, with no validation rule and nothing written down afterwards. A cancellation meant a written notice, then somebody opening the back end to void each service one at a time. Level Data signed in late February. The July book, 900 to 1,200 renewal quotes for districts whose money comes from state and government funding, had to be quoted by April, and most vendors said that was not possible.
Our July book is 900 to 1,200 renewal quotes and each one takes 7 to 10 minutes to build. How does a team our size get through that month without something breaking?
Our quoting lives in HubSpot and our source of truth is Salesforce. How much of what we report to leadership is being retyped by hand between the two?
Discounts get approved by asking a leader and nobody writes it down. How would we show which discounts were approved, by whom, and on what basis?
We have acquired four companies and every one of them prices differently. Do our reps have to learn four pricing models, or can the system carry that for them?
| Before | After |
|---|---|
Each July, 900 to 1,200 renewal quotes had to leave HubSpot at 7 to 10 minutes of build time each, with every cancellation logged by hand. | Customer Success builds the same book at about 2 minutes a quote, and cancellations run as a workflow instead of a manual void. |
Four acquisitions arrived with their own pricing models, and HubSpot could not hold student, staff, tiered and flat-rate side by side. | Pricing rules hold all four models in the backend. A rep picks the products and the rules pick the price. |
Every new workflow, product rule or acquisition price change went through IT before anyone could use it. | Sales Ops and CS Ops build their own rules, products and renewal uplifts, with no IT ticket in the path. |
Reps worked the quantity math out in a calculator and typed the result back in, and discounts were approved verbally with no record. | DealHub CPQ calculates the line items, discount rules validate on the quote, and DealRoom carries the quote and the conversation together. |
“I know personally, we kinda were timing before we… went on with DealHub, and it ranged anywhere from 7 to 10 minutes just for one quote. And that was on the simple end… when you’re dropping that from 5 to 10 minutes down to 2.”
Mercedes Befus
Customer Success Operations Manager
DealHub AI gave Level Data's Customer Success team a quote it can build in one pass. Previously a CSM worked the student and staff counts out in a calculator, then typed the result into HubSpot, at 7 to 10 minutes a quote. Now the quantities go in and the pricing rules return the line items in about two minutes.
Level Data's Customer Success Operations Manager and its Sales Operations Specialist, who is also the company's Salesforce administrator. Two people, working with the DealHub AI customer success manager assigned to the account, through multiple meetings a week.
Business-owned configuration. Discount rules moved from a verbal approval by a leader to validation rules on the quote with an audit trail, and cancellations moved from a manual void to a workflow.
Signed late February, live for Customer Success by April, ahead of the July renewal window. Under 60 days from purchase to full use.
Customer Success first, Sales second, and deliberately so. Only the CS deadline was hard, because the July renewal book drove it. Sales ran on a looser timeline and was still adopting DealRoom at interview time.
Salesforce CRM is the source of truth. Quote line items sync to the opportunity, the billing team reads that data into Sage, and Customer Success reaches the DealRoom link and deal status from inside Gainsight through flows Level Data built itself.
Heavy on the two-person ops pair, light on IT and on engineering. Configuration was built in-house between sessions, and the Salesforce side needed no package installation work.
DealHub is ISO 27001, ISO 27701, ISO 22301, and ISO 42001 certified, holds SOC 1 Type II and SOC 2 Type II attestations, and is GDPR and CCPA compliant, alongside additional security, privacy, and compliance frameworks.
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