Boosting Sales: HubSpot, Google Sheets, and DocuSign Integration

In today's business world, companies face immense pressure to deliver...

The sales process involves multiple stages, from receiving purchase orders to generating invoices and receipts, and managing it manually can be overwhelming. However, with the right tools and technology, businesses can streamline their sales processes and improve their bottom line.

Understanding the Problem at Hand

Inaccuracy deflates the spirit of people working in a business. Imagine facing a cumbersome manual process filled with errors and a slow backend. So, we complied when our client said they wanted our help to automate their sales process, reduce human errors, and speed up the backend process. 

The client faced issues with their manual sales process, which led to irregular purchase orders, invoicing, and receipt generation. That’s a big letdown when dealing with hundreds of orders daily.

How bad was it? These issues caused delays and made the process inefficient, ultimately negatively affecting the company's bottom line.

How Did Growth Natives Tackle the Situation? Let’s Find Out

The client urgently needed assistance in automating their sales process, and once they contacted us, our experts got on the case and began auditing their existing processes. 

They already used several manual tools to manage the sales process when they already had a HubSpot instance. However, they couldn’t get the desired results. 

Our team at Growth Natives began by integrating their HubSpot with multiple tools—Google Sheets, DocuSign, and ERP. Here is a quick refresher about the platforms we are talking about.

• HubSpot is a customer relationship management (CRM) tool that allows companies to manage their sales process more effectively.
• Google Sheets is a cloud-based spreadsheet software that allows easy data management, including inventory.
• DocuSign is an electronic signature platform that allows for the secure and efficient signing of digital documents.
• ERP is a financial management software that automates tasks such as invoicing and accounting. 

How Did The Experts at Growth Natives Integrated HubSpot with Different Platforms?

Having the right tools will not help you if you use them in the wrong place. Although the client had a HubSpot instance, they were not focusing on automation. That is where we offered them a solution.

We integrated their HubSpot with Google Sheets, Docusign, and ERP to help them automate several aspects of their business operations, reducing manual errors and speeding up the process.

Initially, we used Google Sheets as a master stock list, which enabled them to manage their stock inventory more efficiently. It involved setting up an automated system for tracking inventory levels and providing real-time stock availability updates.

Here are the steps we followed:

• Sales Process Management: Our team created a sales docket in HubSpot, allowing them to easily manage their sales process. This involved setting up an automated system for tracking customer orders, providing real-time updates on order status, and allowing for easy sales pipeline management.
• Automated Workflows: The sales docket included all necessary details, such as customer contact information, product details, and order status, making it easier for B2B and B2C customers to process orders. It allowed the client to set up automated workflows for processing orders, which would reduce manual errors and speed up the process.
• Integration: We then integrated Docusign into the sales process to automate the signing process, eliminating manual errors and reducing processing time. This feature allowed the concerned person to sign the order automatically, reducing the need for manual intervention and improving the accuracy of the process.
• Custom Features: We also created a custom feature inside HubSpot that allowed the client to attach additional options like insurance and discounts to orders in specific amounts or percentages. This feature made the purchase process smoother for customers, ultimately increasing sales revenue.
• Automatic Invoice Generation: We integrated ERP into the sales process to automatically generate invoices, reduce manual errors, and save the company time and resources. 

Note: The integration of Google Sheets, HubSpot, Docusign, and ERP helped the client establish a robust automated sales process free of human errors made by sales development representatives (SDRs). They could also speed up the backend process.

The basic steps we followed:

Step1: Firstly, go to the Deals tab on HubSpot.

Step2: Created a custom button in HubSpot for creating a Sales Docket for Contacts and Companies inside a deal.

Step3: Then, clicking on the Sales Docket gives you two options to create a sales docket for the company or contact.

Step4: We created a landing page containing their SKUs. Now, when we select either one of the two options, a new page pops up with details of the associated contact or company. There, we can select the SKUs from the dropdown, and it automatically calculates the total amount along with the discounts, if applicable.

Step5: If we want to edit a sales docket before sending it for signature via DocuSign, another button provides that functionality.

Step6: Once the sales docket is created, it is saved as an attachment to the same deal.

Step7: Once the sales order is created, a button allows you to send the sales docket automatically.

Step8: Then, you can select the Sales Docket you want to send.

Step9: Now, you can select a reviewer to whom you want to send DocuSign, a property in HubSpot. If you want to increase Reviewer, it is a HubSpot property; you can add more persons from there.

Step10: When everything is selected, you get a button to send DocuSign.

Step11: Firstly, it is received by the editor, who can edit roles if you have filled them incorrectly in HubSpot.

Step12: Once the Editor has cross-checked details and edited them if necessary, they can finish the document here, which will be sent to the assigned roles.

Step13: Now, it has been received by the Salesperson in their mailbox.

Step14: They can edit the options provided inside the PDF. The input boxes are provided using API here by finding the coordinates of the specific location.

Step15: Now the Sales Person can sign the document and finish it. These input boxes are again provided using API and finding the specific coordinates.

Step16: Now, the Customer has received it, and they have to fill in all his details and sign it. Here, the boxes are also provided using the API.

Step17: Once the customer has signed it, a complete, signed document is sent to all the persons involved.

Step18: When all the involved parties have signed the document, a custom deal property (created by us) is updated by the salesperson. When the property is updated, an invoice is created in ERP.

First, it checks whether the customer exists in ERP. If they are found, the invoice is created; otherwise, the contact is created first, and then the invoice is created."

Contact Creation

Invoice Creation

What Was the Overall Impact of the Solution We Offered?

Once our team implemented the solution and it became the new process, the client’s team could work more efficiently, as reflected in their numbers. They witnessed significant improvement in some key areas as a result of our intervention:

• 100% accurate order processing

• 50% reduction in order processing time

• Increase in resource utilization as no additional reworks are required.

These impressive results demonstrate the importance of automating the sales process and integrating various tools and technologies to improve business operations.

Transform Your Business Efficiency With Automation Solution From Growth Natives

In conclusion, automating the sales process can help businesses reduce human errors, speed up backend processes, and ultimately increase revenue. Integrating tools like HubSpot, Google Sheets, and Docusign can create a streamlined format that is easy to follow, making the purchase process smoother for customers. 

Businesses that invest in automating their sales process can create a competitive advantage, improve customer satisfaction, and increase profitability.

Want to learn more about how experts at Growth Natives can transform the state of your business operations? Schedule an audit today or contact our experts to learn more about the underlying potential of your business. You can email us at info@growthnatives.com or call our team at +1 855-693-4769.

Case Study: Automating a Client’s Sales Process with HubSpot, Google Sheets, and Docusign Integration

Overview:

A whisky cask seller dealing with B2B and B2C customers was selling, leasing, and white-labeling products. Each cask is unique and has a “life” that needs to be tracked from purchase to sales to regauging/sampling/insurance and then bottling. 

The company has several independent, “off the shelf” packages that deal with customer relationship management (HubSpot), stock (Google Sheets) (including cask purchases, sales, and ancillary services), contracts (DocuSign), and accounts (ERP). These packages require a great deal of human intervention, which is timely, costly, and inefficient for the business.

The company looked for an off-the-shelf solution for all these connected business requirements; however, nothing was on the market that addressed every aspect.

This was why a bespoke solution was required to automate the sales process from start to finish using these independent software packages, ensuring overall cost savings.

There were inconsistencies in the purchase order, invoicing, and receipt generation, often leading to a slow backend process. The client contacted us to automate their sales process using HubSpot by integrating it with Google Sheets, ERP, and DocuSign.

Challenges:

• The whisky cask seller relied on manual tools like Google Sheets and Word/Docs to receive purchase orders and process them through various departments. 
• They were using HubSpot but had to rely on manual tools like Google Sheets and Word/Docs to receive purchase orders and process them through various departments. 
• They wanted to create a streamlined process that could manage the creation of sales orders, upload them to DocuSign for automatic signing, generate sales invoices using ERP, and inform all parties involved.

Solution:

• We integrated Google Sheets, HubSpot, and DocuSign to automate the entire sales process, eliminate human errors, and streamline the format. 
• We used Google Sheets as the master stock list and created a sales docket in HubSpot, which allowed the customer's company details to be filled in, ensuring that both B2B and B2C customers' details were displayed clearly. 
• The requirement then went into Docusign, where the concerned person could sign the order automatically, reducing manual errors.
• We also created a custom feature inside HubSpot, which allowed all information in the system to be retrieved, and additional options like insurance and discounts could be attached with an order in the form of specific amounts or percentages to make the purchase process better for the customers.
• This order is then moved into ERP, where invoices are generated automatically to make the process more efficient.

Results:

With our integration of Google Sheets, HubSpot, and DocuSign, the client’s sales process became automated, reducing the errors made by SDRs and speeding up the backend process. 

• The sales docket allowed for easy sales process management, and the custom features inside HubSpot, Docusign, and ERP made the purchase process better for the customers. 
• The PDF of the entire order made it easy for the client to keep track of all the sale details.
• The new process eliminated human errors and created a streamlined format that is easy to follow, making the purchase process smoother for the customers. 
• The automatic signing capability of Docusign and invoicing through ERP further reduced manual errors and saved the company time and resources.

Impact:

By implementing an automated sales process, the client benefited in the following ways:

• 100% accurate order processing
• 50% reduction in order processing time 
• Increase in resource utilization as no additional reworks are required.
• And process optimization as all the required applications amalgamate in a single workspace.