The challenge
INVERS GmbH’s sales and customer success teams were wrestling with outdated systems, including manually creating and sending .docx or .pdf documents for trial agreements, NDAs, and contracts. These inefficiencies caused a noticeable delay in getting contracts in customer’s hands and were prone to errors, causing friction with INVERS’ services team.
The solution
With PandaDoc, the revenue team at INVERS saves countless hours automating their contract creation process. They create and send documents right from the HubSpot CRM, and with templates for every single document, the team can rest assured that each document that’s shared with a customer is consistent and error free.
Outdated processes hurt the sales cycle
INVERS GmbH is a technology firm specializing in shared and connected vehicle solutions. For over 30 years, their technology has supported over 450 sharing operators globally, allowing users to lock, unlock, and locate vehicles via a mobile app for effortless car sharing. INVERS’s dependable and versatile tech stack helps operators automate the customer journey and establish a successful business.
Prior to PandaDoc, INVERS managed their sales and contract process manually. Their sales and the customer success teams would manually edit contracts in Word and send a .pdf to customers, which caused a series of challenges for the company:
- Inefficiency: Manually creating and editing each document consumed a substantial amount of time, delaying the sales cycle with customers.
- Inconsistency: Without standardized templates, documents varied significantly, causing confusion among team members and clients.
- Errors: Manual data entry increased the likelihood of mistakes, leading to contractual errors and potential misunderstandings.
Mohammed Al Hadrani, Sales Operations Consultant at INVERS, understood that maintaining consistency and efficiency across sales, marketing, and customer success was crucial for driving growth. The lack of standardized templates and time spent on manual data entry hindered their efficiency and perpetuated silos between departments.
“It slowed down the sales cycle and left our teams confused,” Mohammad shared. “We have different teams responsible for different stages of the customer journey, such as shipments and trial periods. Any discrepancies or errors in the agreements inevitably caused friction between our sales, customer success, and service teams.”
INVERS saw an opportunity to streamline collaboration across teams and ultimately align efforts throughout the customer journey.
Simplifying the customer journey
INVERS chose PandaDoc as the solution to encompass all the features they needed for document management, including seamless integrations with existing tools like HubSpot. The company uses several powerful features that met their core requirements for a new solution:
- Templates: Centralized and standardized document templates now eliminate inconsistencies between contracts.
- CRM integration: The HubSpot integration pulls customer data into documents automatically, saving 20 minutes per contract and significantly reducing errors.
- Approval workflows: Streamlined document approval ensures clarity via commenting and legal redlining capabilities.
- Collaboration tools: The ability to annotate and leave feedback directly in PandaDoc documents improves communication across all departments.
The user-friendly interface, coupled with support for cross-department needs (sales, CSMs, customer care, and ops), made PandaDoc the clear winner to create a new document management process.
“If an agreement needs to be sent, it only reaches the prospect once it’s been thoroughly reviewed and signed off by superiors. The review process was manual and took time away from providing value to our customers,” Mohammad noted. “Our automated workflow with PandaDoc has reduced manual interventions and improved our management of proposals across the board.”
Consolidating tools and saving time
PandaDoc’s HubSpot integration empowers the company to create, manage, and send documents directly from their HubSpot CRM. INVERS uses a customer-facing form to gather critical details—such as VAT numbers and legal addresses. These data points are stored as properties within HubSpot. When it’s time to create a document, the information flows seamlessly into PandaDoc documents from HubSpot, guaranteeing accuracy.
“The flow of customer data from HubSpot into our documents has saved us time and made our team more consistent. Our teams can focus more on strategic initiatives and less on manual tasks, leading to a more cohesive and productive work environment.” Mohammad shared.
INVERS GmbH saves 20 minutes per proposal
Switching to PandaDoc gave INVERS a smoother process for managing contracts and trial agreements. By automating document creation and integrating customer data with HubSpot, INVERS has reduced manual tasks, eliminates costly errors and ensures consistency across all documentation:
- 20 Minutes saved per contract: Automation and streamlined templates reduced admin work.
- Accelerated time to trial: Faster approvals enabled customers to quickly move from trial agreements to full partnerships.
- Enhanced collaboration: Comments and redlining on documents improved clarity and minimized miscommunication.
- Error reduction: Automated data entry from HubSpot eliminated frequent contract errors, reducing customer friction and improving consistency across documents.
Their new document management process saves them 20 minutes per proposal, accelerating the sales cycle and allowing them to move from prospect to customer at faster speeds. Now, the company can focus on delivering value to their customers, while enhancing internal collaboration and reducing friction between departments.
"PandaDoc has leveled up the way our teams collaborate. The silos that used to cause challenges between teams have greatly improved by having a solution that is consistent, reduces errors and saves countless back and forth to send documents to customers. PandaDoc is more than just a tool, it’s a catalyst for growth and collaboration."
