Quoting and handoffs that keep up with how software companies sell

Where does your quoting process stop matching how you sell?

Most software and IT services companies start with simple deals, where a deal means one product at one price. Then the business grows. You add tiers, usage pricing, multiyear terms, and implementation packages, and the quoting process struggles to keep up with workarounds.

Before long, reps build quotes in spreadsheets and paste the totals into HubSpot. Discounts get approved in Slack or email, where nobody can find them at renewal. Finance rebuilds the order by hand for billing.

The handoff to delivery suffers too. Your onboarding or services team often learns what was sold from the customer on the kickoff call. By then, the scope and the contract may not match.

None of this means your team is doing it wrong. It means the sales motion changed and the system behind it didn't.

Native quoting when it fits, custom quoting when it doesn't

We start with how your team actually sells, then decide how much of it HubSpot can handle out of the box.

For many teams, HubSpot's native quoting is enough once it's set up properly. We build a clean product library, quote templates that match your brand and terms, and approval rules that route a discount to the right person automatically.

Some pricing models need more than that. When your quotes depend on usage tiers, bundles, ramp deals, or rules that change by region or partner, we build custom quoting inside HubSpot. Reps stay in one place, and the pricing logic lives in the system instead of in someone's spreadsheet.

• Products and pricing: Subscriptions, one-time fees, services packages, and usage-based items set up so reps pick from approved options
• Approvals: Discount and term thresholds that send a quote to sales leadership or finance before it reaches the customer
• Contracts: Signed quotes and agreements stored on the deal, where sales, finance, and customer success can all see them

What happens after the deal closes?

For software and IT services companies, the close is the start of the customer relationship, not the end of the sale. We build the steps that follow into HubSpot.

Sales to delivery: A closed deal can open the onboarding or implementation project with the scope, contacts, and sold services already attached. Your delivery team starts the kickoff call knowing what the customer bought.

Sales to finance: We connect HubSpot to your ERP or billing system, so the order finance receives matches the quote the customer signed. As a Celigo Advanced partner and Zapier Gold partner, we choose the integration approach that fits your systems. Where there's no standard connector, we build a custom one.

Renewals: Contract dates and line items carry forward into renewal deals created well before the term ends. Customer success and account managers see what's coming up, and leadership can forecast renewals with the same confidence as new business.

How we work with software and IT services teams

1. Understand the real need: We walk through a few recent deals with your team, from first quote to invoice, and note every place someone has to step outside HubSpot.
2. Design the process: Together we decide what belongs in native quoting, what needs a custom build, and where approvals and handoffs should happen.
3. Build and connect: We configure HubSpot and connect it to your billing, ERP, and delivery tools.
4. Adopt and improve: We train your reps, managers, and finance users. After launch, we keep adjusting the setup as your pricing and packaging change.

Not every team needs a full rebuild. Sometimes the right first step is fixing approvals or the handoff to finance, then expanding from there.

Who we work with in B2B software and IT services

This work fits companies where HubSpot is in place or being selected and deals have outgrown a simple quote, such as:

• SaaS companies selling tiered, usage-based, or multiyear subscriptions
• Software companies that bundle implementation, training, or support with the license
• IT services and managed services firms quoting recurring services alongside project work
• Teams replacing a standalone quoting tool or consolidating several sales systems into HubSpot
• Companies whose finance team rekeys closed deals into an ERP or billing system

Why software and IT services teams choose Pyxis

We go deeper in discovery than most partners before we scope. For quoting work, that means tracing real deals through your process before recommending a build. The same team then designs, builds, and integrates the solution, so nothing gets lost between the plan and the launch.

• Quote-to-cash focus: We hold HubSpot's Quote-to-Cash Capability badge and build custom quoting solutions for B2B software and IT services companies.
• HubSpot Diamond Solutions Partner: We've worked in the HubSpot ecosystem since 2012.
• Built for scale: Our team has led implementations of more than 100 seats.
• Integration depth: Experience integrating HubSpot with ERPs, finance systems, and the operational tools your delivery team relies on.

How many hands touch a deal between quote and cash?

A Quote-to-Cash Audit follows a few of your recent deals from quote to invoice. You'll see where the process breaks down, what it costs your team, and a prioritized list of what to fix first.

Request a Quote-to-Cash Audit

Or tell us what isn't working, and we'll get the conversation started.