How SysPro Standardized Quoting Across Five Regions and Cut Admin Errors by 50%

SysPro replaced five regional quoting processes with one guided process in HubSpot, updated in minutes.

50% fewerSALES ADMIN ERRORSQuote data writes itself into HubSpot instead of being re-keyed by reps.

5 into 1GLOBAL QUOTING PROCESSESEvery region quotes from one process instead of its own spreadsheets and systems.

90% self-servedCONFIGURATION CHANGESSales ops edits the playbook and publishes a new version without a developer.

"We had five different ways of working across the globe, and we had to standardize on one process. The system populates all the figures."

Christopher AltmannSales Operations Executive

50% fewerSALES ADMIN ERRORSQuote data writes itself into HubSpot instead of being re-keyed by reps.

5 into 1GLOBAL QUOTING PROCESSESEvery region quotes from one process instead of its own spreadsheets and systems.

90% self-servedCONFIGURATION CHANGESSales ops edits the playbook and publishes a new version without a developer.

Summary Challenge Before / After Customer Voice Operational Impact FAQ

Fast Scan

Sales Ops Publishes the Change Itself

01
The Global Ops Owner
Sales and revenue operations teams carrying one quoting standard across regions that each grew their own way. SysPro sells ERP software into manufacturing and distribution markets worldwide, and one person owns how every one of those regions quotes.
02
Five Processes Into One
DealHub AI replaced five regional quoting processes with one guided process inside HubSpot CRM. Product selection, pricing and the revenue breakdown are set by the playbook, and the finished quote and its data write straight back to the CRM record.
03
The Self-Served Build
Sales admin errors fell by half once quote data stopped being re-keyed. Regional quotes now leave in one format, and about nine changes in ten are made and published by sales operations rather than waiting on a developer.

Challenge

Each Team Kept Its Own Spreadsheet

SysPro had grown five separate ways of quoting, one per geography, each on its own spreadsheets and its own legacy systems. Consolidating them meant a person typing the revenue breakdown for every deal into the CRM by hand, property by property, before anyone could report on it. Aligning five regional sales processes into one was not a realistic ask. At the same time the Americas team was being migrated into SysPro's global CRM environment, and the quoting capability it already had was not coming with it.

The questions SysPro's leadership was asking:

01
We quote five different ways across the globe and somebody re-types every revenue breakdown into the CRM. How much of our reporting is really just manual data entry?
02
Our Americas team is moving into the global CRM and loses its quoting tool on the way. What do they sell with on day one?
03
Our pricing runs to modules, bundles and customer-specific conditions. Who changes a price when it is wrong, and how long does that take?
04
A quote from the Americas and a quote from Africa look like two different companies wrote them. What does that cost us in front of a buyer?

Transformation

Before and after DealHub AI

Before

Reps built quotes in spreadsheets and email, and pulled in finance to get one out.
A pricing or rule change waited on development capacity.
Complex module, bundle and customer-specific pricing lived in nobody's system of record.
A new region meant a new way of working and a slowdown while it bedded in.
Quote documents were built by hand and looked different in every market.

After

A rep opens the deal in HubSpot, answers the playbook questions and the quote comes back complete.
Sales ops edits the playbook and publishes a new version within five minutes of someone raising the problem.
Pricing logic sits in the playbook as one set of rules, and every region gets the update the same day it is agreed.
The Americas went live on a minimum viable quote and each region joined the same process behind it.
Every region issues the same document from the same system, with no manual quotes going to customers.

Solution

Answer the Questions, Send the Document

A rep answers a question bank instead of selecting products from the catalog
The playbook sets the product mix and the price, so a rep cannot assemble the bundle
New modules and bundles reach every region as a playbook question, not as training

The Customer's Experience

SysPro replaced five regional quoting processes with one standard process.

“We had five different ways of working across the globe, and we had to standardize on one process… you concentrate on what you wanna quote. The system will populate all the figures and the different revenue breakdowns automatically.”

Christopher Altmann

Sales Operations Executive

01 / 03

DealHub AI gave SysPro one quoting process for every region. Previously five geographies worked off different spreadsheets, different systems and different processes, and consolidating them meant re-typing each deal's revenue breakdown into the CRM by hand. Now a rep picks what to quote and the system builds the figures behind it.

Risk Reduction

Operational impact and time to value

Ownership

Rollout owner

SysPro's sales operations function. One person was given the evaluation, assembled a core team to run it, and then implemented the platform into each region and business area.

Governance model

Business-owned configuration with a single dedicated administrator. Quoting and pricing logic live in the playbook rather than in code, and the administrator versions and republishes it.

Time to value

Time to first value

The Americas market went live first on a deliberately narrow build, a quote for core system software only, after the first full-scope attempt proved too broad to roll out. The platform has been built out continuously since.

Adoption pattern

Region by region behind the Americas. Africa already ran a working quoting tool of its own, so it adopted only after being shown the value side by side.

Systems and Lift

Connected system categories

HubSpot (CRM), natively integrated. SYSPRO's own ERP, read live through DealHub AI's own API layer. A partner relationship management system is planned and not yet connected.

Internal lift

Low and carried by one person. The administrator self-serves about nine changes in ten and escalates the rest to a dedicated customer success manager.

FAQ

Frequently asked questions

Everything you need to know about moving your quote-to-revenue process onto DealHub AI. Can't find your answer? Talk to our team.

Did SysPro consider building its own CPQ?

Yes. SysPro weighed building its own quoting system against buying one, and chose to buy on time, cost and resource grounds. In the sales operations lead's words, a license reads as an expense but gets to market faster and deploys with fewer people than an internal build would.

How does SysPro change a price or fix a quoting rule?

Sales operations edits the playbook and publishes a new version, typically within five minutes of the problem being raised, and every region picks up the change at once. No development work is involved.

What does the HubSpot integration actually pass back?

The full quote detail, including the revenue breakdown, writes back to the HubSpot deal record automatically, so reporting no longer depends on a rep entering the same numbers twice. Customer account data is read live from SYSPRO's ERP through DealHub AI's own API layer.

Why does SysPro use guided selling rather than letting reps pick products?

Because the catalog keeps moving. New modules, bundles, versions and partner products arrive faster than any rep can learn them, so the playbook asks the questions and selects the products from the answers. The rep needs to know the customer, not the catalog.

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How SysPro Standardized Quoting Across Five Regions and Cut Admin Errors by 50%

Sales Ops Publishes the Change Itself

The Global Ops Owner

Five Processes Into One

The Self-Served Build

Each Team Kept Its Own Spreadsheet

The questions SysPro's leadership was asking: