Spreadsheet pricing rebuilt inside HubSpot
The challenge they faced
A waste disposal company operating in several markets was new to HubSpot and to structured selling. Its prices were accurate, but they lived in a multi-tab spreadsheet of nested formulas that only a few people could follow.
Every price started with the market, since disposal costs differ by location and can change at any time. Contract length, fuel fees, material weight and the type of service then adjusted it, and commercial and industrial work were priced in different ways. Quoting depended on the people who understood the spreadsheet, which wouldn’t hold up as the company added services.
The strategy we mapped
Before building anything, we worked backward through the spreadsheet to find where every price really starts: what it costs to dispose of waste in a given market. From there, each input got one home.
Details that apply to the whole contract, like market, contract length and fuel fee, are entered once on the deal. Details that differ by service, like container size, quantity and pickup frequency, are entered on each line item. Market costs that change were kept in one place reps never touch, so updating them doesn’t mean rebuilding anything.
The solutions we executed
A few choices on the deal and each service. Reps set the market, material weight, contract term, revenue quality and fuel fee once per deal, then choose container size, quantity and frequency for each service.
The pricing math, done by HubSpot. Calculated properties on each line item follow the same steps the spreadsheet did, with one path for commercial services and another for industrial, and land on a single total for each service. Every step is stored on the line item, so any price can be traced.
Market costs managed behind the scenes. Workflows set disposal and operating costs for each market, hidden from reps and applied to new deals only, so existing quotes stay as they were. The quote template shows the calculated totals.
See it in action.
Click through a working version of what we built — the same flow the client's customers use.
What changed after the engagement.
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