SaaS
Securing $500K in At-Risk Subscription Renewals with HubSpot
As this sports technology company scaled, they needed to automate billing for thousands of multi-year contracts and recurring subscriptions. Moving from manual processes to a fully automated system, they now seamlessly manage renewals, accurately forecast, and save more than 1,000 hours annually.
$500k
subscription revenue
+65%
increase in subscriptions
1,040
hours saved annually
100%
new deals create subscriptions
About This Sports Technology Company
This Sports Technology Company provides team communication and data through wearable devices.
Industry: SaaS
Company Size: Less than 100
Time on HubSpot: 2+ years
Challenge
The Sports Technology Company was undertaking a significant transition from QuickBooks Online (QBO) to NetSuite to support rapid growth and improve forecasting.
As they scaled, their manual billing processes couldn't keep pace. With complex multi-year deals and recurring payments across 1,000+ customers, they needed automation to reduce manual errors and ensure renewals were seamless and on time.
They needed a custom NetSuite and HubSpot integration built before their annual subscription renewals, which were less than two months away.
Pain Points
- Inability to automatically bill subscriptions.
- Complex quoting process, resulting in manual errors and broken tech configurations.
- Risk of lost or delayed renewals if process wasn’t seamless.
- Inaccurate revenue forecasting, causing questions about budget and growth decisions.
- Wasted time on manual follow-up for more than 1,000 invoices annually.
Business Goals
- Maximize renewal revenue.
- Improve accounting accuracy with data integration between HubSpot to NetSuite.
- Capture payment methods and auto-bill recurring payments for existing and future contracts.
- Create standardized quote templates in HubSpot to reduce manual work and errors.
Solution
The first priority was building a custom integration between NetSuite and HubSpot. Custom coded workflows translated recurring payments and subscriptions, and ensured accurate data passage for revenue recognition.
Next, the team needed a coded solution to generate quotes with a single click. This allows sales representatives to customize offers (e.g., referral discounts), while maintaining standardized quote templates that prevent integration errors.
The final challenge with quotes was that they needed to be renewed manually. Their new comprehensive subscription solution automatically creates subscriptions when a Deal Closes in HubSpot. This ensures the auto-billing of recurring payments for future contracts and automated $500k in annual subscription billing that previously required manual processing.
Custom HubSpot ↔ Netsuite Integration
Integration Monitoring
Custom Quote Generation
Continuous Subscription Model
Hubs Implemented
Marketing Hub Professional
Content Hub Professional
Service Hub Professional
Operations Hub Professional
HubSpot Integrations
NetSuite
Proprietary device software
Impact
Quotes accurately pass from HubSpot to NetSuite, saving more than 1,040 hours of manual work and improving accounting accuracy.
Subscriptions are automatically created and renewed for all deals in HubSpot, creating predictable revenue and accurate forecasting.
Standardized quote templates in HubSpot are created with one click, reducing errors while still supporting customized offers.
"
We've doubled the size of our company and everybody just lives and breathes in HubSpot. We don't even have to talk about our back-end admin tools. You really never have to leave HubSpot. And it's cutting down how many people we're going to have to hire long-term because we're building some tools in HubSpot that are really doing the work of what a person would do."
- Company COO
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