MedixSafe provides intelligent narcotics safes and inventory management solutions that help EMS, Fire Departments, hospitals, and healthcare organizations securely manage controlled substances while improving accountability, compliance, and operational efficiency. As the company continued to grow, it modernized its commercial operations by moving from Salesforce to HubSpot and implementing DealHub to automate complex subscription management.
Subscription math no longer re-derived by hand at every close
Pricing and process are already decided when a rep opens an amendment
Achieved by a 2-person ops team after two weeks of hands-on training
MedixSafe's operations team ran subscription pricing across a base price book and a partner price book after the company moved its CRM from Salesforce to HubSpot. HubSpot's subscription object tracked dates, MRR, and license counts, but carried no logic for amendments, renewals, or proration. Every time a subscription's start or end date moved, operations re-ran the same custom calculation from scratch. The operations team was responsible for manually validating pricing, renewals, amendments, and subscription changes, creating unnecessary administrative effort and limiting scalability.
How do we stop re-deriving the same proration math by hand every time a subscription date changes?
Can ops keep HubSpot as the system of record without asking it to do a job it was never built for?
How does a two-person ops team absorb more subscription complexity without adding headcount?
What happens to our forecast if ops stays the single point of failure for every price-book decision?
| Before | After |
|---|---|
Custom calculations run by hand for every amendment, renewal, and proration change. | Proration calculates against the correct date without manual rework. |
Ops carried the base price book and the partner price book with no system enforcing either. | DealHub CPQ and DealHub Subscriptions apply the correct price book by customer type automatically. |
Subscription updates required manual validation and recalculation. | Month-end close: 20 hours to 2. |
Reps thought through the process and the pricing on every renewal and amendment before a quote could go out. | Renewal and amendment quoting time: cut by half. |
HubSpot's subscription object tracked the data but governed none of the logic. | HubSpot stays the CRM system of record, with DealHub governing the subscription logic on top of it. |
MedixSafe's ops team encodes pricing rules and discount thresholds once. From there, a rep selects the existing customer, Once pricing rules are configured, DealHub AI automatically applies the correct pricing, subscription terms, and proration, allowing the operations team to focus on supporting the business instead of managing calculations. .
Ops kept HubSpot as the CRM. DealHub AI sits on top of it as the governed execution layer for the subscription math HubSpot never ran.
One deal room, with sections that change based on the customer type and what's being quoted. A rep who just needs a pricing table and a signature block gets exactly that. A rep quoting a more complex deal gets the fuller proposal automatically, no manual template-picking required.
“Closing the month off, I do a quick glance over. We went from 20 hours to two hours.”
Leonie Christiani
Chief Operations Officer
DealHub AI gave MedixSafe's ops team subscription math that runs itself, calculating proration against the correct dates and applying the right price book by customer type. Previously, every date change meant reconstructing the same custom calculation by hand. Now closing the month takes 2 hours instead of 20.
MedixSafe operates with a lean operations team focused on building scalable processes that support business growth without increasing administrative overhead. . Scaling without adding headcount is an explicit priority: Leonie Christiani, Chief Operating Officer , says "A big part of my role is figuring out how we continue to scale the business without adding headcount. “ ."
MedixSafe's team was fully productive within a day of go-live, after about two weeks of hands-on training. Month-end close dropped from 20 hours to 2 within that first cycle, the fastest-moving metric in this case study.
DealHub CPQ and DealHub Subscriptions layer on top of HubSpot as the governed execution layer for subscription pricing, amendments, renewals, and proration. HubSpot remains the CRM system of record for the customer relationship.
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.
Eliminate the
Friction between Quote-to-Revenue
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