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Level Data Scales K-12 Renewals While Unifying 4 Acquisitions with DealHub CPQ

Level Data is a leading technology service provider dedicated to K–12 school districts. Its mission is to empower educators with accurate, trusted data that drives smarter decisions—from funding allocations to educational outcomes. Through validation, reporting, integrations, and special education tools, Level Data ensures that districts can access clean, actionable insights to support students and staff.

SaaS

200+

70%

Faster quote generation

900+

Quotes/month at peak renewals

Acquisitions Onboarded Fast

Solution they used

CPQ

CLM

DealRoom

CRM
they use

Salesforce

Challenge

Renewal Season Bottlenecks

Renewals are Level Data’s bread and butter and their engine for predictable revenue. Each July, 900–1,200 quotes need to go out, but HubSpot made the process slow, error-prone, and ungoverned. Quotes took 10 minutes to build, churn was logged manually, and leaders had no visibility into discounts.

Solution

900+ Renewals in One Month 70% Faster

With DealHub, quote creation dropped to ~2 minutes, a huge time savings while enabling CS to generate 900+ accurate, governed quotes in a single month. Automated workflows gave leaders full visibility into churn and discounting while freeing CS reps to focus on customers.

Challenge

Manual Processes, Impossible Timeline

Level Data ran Salesforce and HubSpot side by side, creating data quality issues and manual workarounds. Quote creation was time consuming and required external math calculations. Discounts were approved verbally, cancellations tracked manually, and acquisitions brought conflicting pricing models that HubSpot couldn’t reconcile. Most vendors said a 60-day deployment was impossible. But Level Data needed to be live by April to prepare for July renewals.

Solution

Live with DealHub in 60 Days with Full Sales Adoption

DealHub was the only provider able to commit to a <60-day implementation before renewal season. With DealHub’s structured training and CSM partnership, Level Data configured its flows internally, accelerating ownership and building the foundation for operational autonomy. Configurable rules handled student- and staff-based pricing, tiered models, and renewal uplifts. Seamless Salesforce and Gainsight integration gave teams clean data, while DealRoom positioned Level Data for state contracts and enterprise RFPs.

Our July renewal season is massive with 900 to 1,200 quotes in a single month. We needed to be live in 60 days, and DealHub was the only team that said, ‘Yes, we can make it work.’ They delivered, and the process was both fast and supportive.”

Mercedes Befus

Customer Success Operations Manager

Challenge

Acquisitions Added Pricing Complexity

Four acquisitions brought conflicting pricing models (student vs. user-based, tiered vs. flat-rate). HubSpot couldn’t support this complexity, forcing manual adjustments.

Solution

Unified Seller Experience Across Four Pricing Models

DealHub’s rule-based configuration reconciled diverse pricing and automated uplifts. Level Data unified renewal and new business price books without IT dependency while keeping the rep experience simple and consistent through the use of guided selling playbooks. As product is selected, it triggers the correct logic, ensuring accuracy without adding friction.

We threw everything at DealHub including tiered, flat-rate, one-off, renewal, new business, and it calculated everything correctly. The backend handles the complexity, while our reps and CSMs have a simple, consistent experience.”

Madelyn Betts

Sales Operations Specialist

Challenge

Dependent on IT for Changes

As Level Data scaled, operations needed agility to support new workflows, acquisitions, and rapid pricing changes. But every adjustment required IT involvement, slowing responsiveness and creating bottlenecks that limited how quickly the team could adapt to growth.

Solution

Ops-Led GTM Agility & Autonomy

DealHub Academy training and intuitive low-touch configuration shifted control to the operations team. Instead of waiting on IT, they now manage workflows, new product rules, and acquisition pricing updates directly. This autonomy accelerated responsiveness, reduced dependency on external resources, and allowed Level Data to scale at the pace of its business.

Challenge

Sales Struggled with Errors & Approvals

Sales reps wrestled with slow quoting, manual spreadsheets, and a lack of structured approval flows. Every discount required back-and-forth, and errors from manual math undermined accuracy. Quotes often lacked professionalism, which slowed deals and made it difficult to project a consistent brand experience.

Solution

Automation and Professional DealRoom Engagement

DealHub automated calculations and approval rules, removing the need for spreadsheets and verbal sign-offs. Clean Salesforce sync ensured accuracy, while DealRoom gave sales and CS reps a polished, collaborative workspace to share quotes, contracts, and updates. Slack alerts notified reps the moment a customer engaged, enabling proactive follow-up. Together, these capabilities boosted adoption, improved accuracy, and elevated the customer experience.

DealRoom elevated both the seller and customer experience. Quotes look professional, conversations stay in one place, and Slack notifications alert our reps the moment a customer engages so reps can respond instantly.”

Mercedes Befus

Customer Success Operations Manager