10x Accuracy Improvement: From 30% Quote Error Rates to Under 3%
The Friction
High-velocity sales team quoting manually in Word, causing 30% error rates and a 40-hour weekly reconciliation burden for Finance.
The Shift
Standardized Salesforce product catalog, automated pricing guardrails, and a bidirectional sync with Maxio for billing and revenue recognition.
The ROI
Quote generation time reduced from 2 hours to 10 minutes, finance capacity reclaimed by 15 hours weekly, and invalid billings slashed by 80%.
LetsBuild is a construction technology company scaling between €5M and €10M ARR. They operate in a high-volume, mid-market environment with average deal sizes between €5k and €20k. As a Multi-Product Platform, they sell a mix of seat-based subscriptions, project licenses, and implementation services.
Cost of inaction
The rapid growth of the sales team outpaced the company's operational infrastructure. Account Executives relied on Word document templates to draft proposals. This manual approach allowed reps to invent pricing and terms on the fly to close deals.
The lack of governance led to significant revenue leakage. Internal audits revealed that 30% of sent quotes contained errors in pricing or line-item math. These mistakes forced the Finance team into an endless cycle of manual corrections.
Finance spent over 20 hours every week reconciling disparate data across Word docs, Salesforce, and a complex web of Excel workbooks for revenue recognition.
Renewals were equally chaotic. No automated process existed to track upcoming contract expirations. The team lacked visibility into the renewal pipeline, and customers often reached their expiration date without receiving any communication from the company.
What we built
We rebuilt the Quote-to-Revenue rail from the ground up, focusing on a lean, automated architecture.
Standardized Product Catalog
Organized the Salesforce catalog into four clean dimensions: seat-based subscriptions, project-based licenses, implementation services, and tiered training.
Pricing & Discount Guardrails
Custom Salesforce Flow and Apex logic automated all pricing calculations. Validation rules prevented reps from quoting off-menu without formal approval.
Automated Approval Workflows
Multi-tier approval system. Requests for deep discounts or non-standard terms automatically routed to Sales Manager or Head of Sales based on predefined thresholds.
Integrated DocGen & eSignature
Deployed GetAccept to pull data directly from Salesforce into locked-down professional templates with real-time engagement visibility.
Automated Renewal Engine
Every closed deal triggers automatic creation of a renewal opportunity. Expansion deals update and consolidate existing renewals with automatic price indexation.
Finance & Billing Sync
Bidirectional integration between Salesforce and Maxio. Closed-won data flows directly into billing and revenue recognition, removing Excel from the critical path.
Quantified outcomes
2 hrs → 10 min
Quote generation time
30% → 3%
Quote error rate
15 hrs/week
Finance capacity reclaimed
10% → 2%
Invalid billing errors
100%
Renewal pipeline visibility
Why this approach wins
A standard CPQ implementation often introduces "admin tax" that slows down high-growth teams. By building a surgical revenue engine using native Salesforce primitives and integrated tools like GetAccept and Maxio, we delivered enterprise-grade governance without sacrificing sales speed. The system now scales alongside the company, providing a stable foundation for the move from €5M to €10M and beyond.
Ready for results like these?
Every engagement starts with a free Q2R audit. We map your current state, identify the gaps, and give you a written roadmap.
