How Did a Device Company Streamline Sales and Billing with HubSpot?

This transformation streamlined daily operations, connected sales and finance, and gave leadership full visibility into every deal and deployment. The result was a repeatable, data-driven process that increased accountability, improved billing speed, and empowered teams to work more efficiently.

What problems were blocking revenue before HubSpot?

Sales, device tracking, invoicing, and commissions lived in separate tools, which slowed billing and made performance hard to measure.

The team worked on deals in one system, tracked headset deployments in Asana, and issued invoices in QuickBooks, but there were no clean handoffs. Commission payouts were calculated by hand for different roles, which created delays and uncertainty. Leaders could not see a complete picture across sales, inventory, and finance.

How did Vested Marketing turn HubSpot into a single source of truth?

Vested Marketing mapped the journey from lead to invoice and then configured connected pipelines, properties, automations, and reports, ensuring that every team worked from the same data. During the HubSpot implementation process, the team focused on creating a structure that would scale easily and reduce manual tracking.

The blueprint documented how leads qualify, how devices are assigned and returned, which events trigger invoices, and how commissions are paid. From that plan, Vested Marketing implemented integrations, staged field requirements, and validation steps to keep data accurate and scalable.

Which HubSpot solutions replaced spreadsheets and context switching?

Vested Marketing deployed purpose-built pipelines, QuickBooks Online integration, automated commission rules, and a clean playbook for everyday use.

1. QuickBooks Online Integration
   Invoices are created directly inside HubSpot, which reduces tab hopping, improves accuracy, and speeds billing turnaround.
2. Dual Pipeline Setup

   • Sales Opportunities: Standard stages from lead to qualified to closed won or closed lost with required fields for clear handoffs.

   • Headset Inventory and Deployment: A pipeline that tracks each unit by stock status, location, and deployment history. Vested Marketing migrated historical Asana data and aligned processes so sales and operations worked from one system.

3. Commission Structure Automation

   • Defined three roles for payout logic, for example, lead generator, closer, and account manager.

   • Added calculated properties for commissionable amounts by role.

   • Built workflows that trigger when a deal closes to assign commissions and log an auditable trail.

   
4. Enablement Assets
   • In-app guidance for required fields and stage definitions.
   • Reusable import templates for future data loads and consistent onboarding.

What dashboards in HubSpot give leadership real-time clarity?

Vested Marketing built role-based dashboards that surface pipeline health, device status, and commission totals so leaders can decide quickly.

• Revenue Overview: Win rates, sales cycle time, and forecast by stage.

• Inventory and Deployment: Units available, units in the field, overdue returns, and location views.

• Commission Tracker: Payouts by role, rep, month, and deal type with drill-downs to each deal for transparency.

How did Vested Marketing drive adoption with training and enablement?

Focused sessions and short walkthrough videos helped users feel confident working in HubSpot from day one.

Vested Marketing hosted live trainings for sales and operations, showed how to import historical data, and recorded quick screen shares to answer follow-up questions. Clear role-based playbooks and on-demand videos reinforced learning and kept the process consistent.

What results did the company achieve after implementing HubSpot?

Billing cycles moved faster, unit-level accountability improved, commissions were automated, and the team operated from one system.

• Time from deal close to invoice decreased with the HubSpot to QuickBooks automation.

• Every device became traceable by location and status, which raised accountability.

• Commission workflows reduced errors and saved leadership time.

• Clear processes and ongoing video support drove higher adoption and ROI.

What did the client say about working with Vested Marketing?

They praised the speed, clarity, and dedication that made the system easy to adopt and maintain.

“Every day, they deliver exceptional service. I truly can’t recommend them enough. The amount they’ve accomplished for us in such a short time, the speed of their responses, and the care they take to walk me through things I don’t understand, even recording their screen for clarity, is above and beyond.”

How can my team replicate this HubSpot success?

Document the flow from lead to invoice, identify which operations require dedicated pipelines, integrate finance, and automate handoffs, then reinforce these processes with targeted training.

This playbook fits rentals, device deployments, and product trials. Start with process mapping, capture the data you need at each stage, and use dashboards to keep everyone aligned.

Learn More with Vested Marketing

Vested Marketing is a HubSpot partner that removes operational bottlenecks and modernizes workflows using HubSpot’s full suite. From pipeline design and QuickBooks integrations to inventory tracking, commission automation, and AEO-informed growth strategies, Vested Marketing builds systems that scale.

Ready to centralize your operations in one platform? Contact Vested Marketing today to get started.

About Vested Marketing

As a certified HubSpot Partner Agency, we not only understand the benefits of using the inbound marketing platform to increase traffic and engagement, improve SEO, generate leads, design effective websites and boost sales, we know how to make it happen.

We are inbound marketing experts, SEO gurus and top-notch website developers.

Our team of Engineers Turned Marketers can help get you noticed - for a more innovative and effective way to reach customers, or provide a more seamless way for companies to find your services. Inbound Marketing has no limit to industry, serving from Crypto & NFT, mining, oil and gas, technology & automation, engineering, technology, construction, healthcare, specialty pharmacy, to industrial & manufacturing.