Custom development and integration
Despegar Ads: quotes in minutes, connected to the entire sales process.
Cloudfianz built a HubSpot-connected quoting tool that automates calculations and insertion order generation.
The challenge
Every proposal required rebuilding the logic in spreadsheets
Despegar Ads, formerly the Media Sales team, sells advertising across the company's digital ecosystem. Its operation spans more than eight brands and eight countries, with proposals that adjust currency by market and use the dollar as a base.
Preparing a quote required manually allocating budgets across brands and countries, selecting products and applying prices and quantities. Generating the insertion order was another separate step.
A proposal could take several hours. The combination of catalogs and business rules made consistent calculations difficult and left information scattered across Sheets, emails and documents.
Despegar already used HubSpot through Digifianz, but the quoting tool Media Sales needed was outside its workflow. This disconnect also hindered CRM adoption.
The approach
Design around the business's actual rules
Understand the business
Brands, countries and calculation rules
Cloudfianz mapped the process with the team: budget allocation, products for each combination and rules embedded in templates and people's knowledge.
Validate with the team
Diagrams, plan and prototype
Before development, diagrams, a work plan and an interface prototype were presented. Despegar could review how each step would work and validate the proposal against its way of working.
Integrate the solution
The quoting tool connected to HubSpot
An external application fully integrated with HubSpot deals was chosen, keeping the CRM at the center of sales information.
The product
From the HubSpot deal to the final quote
The team accesses the quoting tool from a custom card inside the HubSpot deal. The application validates the user and permissions and loads associated data and products.
From there, the salesperson allocates the budget across brands and countries, selects products and sets dates, quantities and prices. The completed quote returns to HubSpot with its line items, linked to the relevant deal.
Automatic budget adjustment.
The Normalize function sets a target subtotal and adjusts prices and, where applicable, quantities of non-complimentary products, within minimum and maximum limits.
Allocation validation.
The system checks budget allocation across the different combinations.
Relevant products for each proposal.
The catalog is filtered by client, country and brand.
Custom sales documentation.
The HubSpot PDF template accounts for business specifics, and the insertion order is generated within the same workflow.
The results
From hours
to minutes.
More time available to sell
The team went from preparing quotes in hours to completing them in minutes. Pricing, budget and product logic no longer relies on manual spreadsheet recalculation; it is built into the tool.
One year after launch, the tool is used daily as the team's main quoting application. Time freed from spreadsheets is now available for sales work.
- Less preparation time. Calculations and adjustments are handled inside the quoting tool.
- Less exposure to manual errors. Automated validations and rules help keep each proposal consistent.
- Centralized information. Products, amounts, comments and billing structure are linked to the HubSpot deal.
- Automated insertion orders. Generation is no longer a disconnected manual step.
- CRM adoption. The quoting tool brought HubSpot into the Media Sales team's actual workflow.
Project evolution
Cloudfianz continues adding features requested by Despegar, particularly to deepen billing automation.
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