The challenge
UptimeHealth’s sales process was bottlenecked by lengthy proposal creation and review cycles, which often took up to two days due to disjointed approvals and inconsistent templates.
The solution
Using PandaDoc’s HubSpot integration and customizable templates, UptimeHealth can now automatically generate comprehensive proposals, which has streamlined their sales process and enhanced client engagement.
Experiencing growing pains and outpacing manual data collection
UptimeHealth, co-founded by biomedical engineer Jinesh Patel, is a dynamic property management platform that automates equipment maintenance and compliance for outpatient healthcare clinics. Their unique value proposition helps clinics understand what equipment they own, how to take care of it, and when to replace or repair it, so they can continue to deliver quality patient care and generate revenue without interruption.
While initially the company opted for tools that were baked into the products they were already using, growing meant seeking a more robust solution. Patel described the situation: “As we got bigger, our sales became more complex, our processes got more involved, and we now have channel partners. […] Our solutions and the way we present our contracts and quotes and agreements needed to change as well.”
The sales team often spent hours manually gathering information from property owners during sales conversations, then translating this data into proposals. This time-consuming methodology was seriously bottlenecking their growth potential.
Creating the initial proposal to sending it “would take at least a day, just because of ping-ponging people’s schedules, maybe a day to two,” Patel said. “When you’re gearing up to get bigger and bigger and bigger, there’s so many new people in the company […] so what we were trying to do is make sure people don’t make the same mistake twice.”
It was time for better integration, customizable templates, cleaner approvals, and a document management platform that could help UptimeHealth level up.
Saving time with seamless integration and automated customization
UptimeHealth chose PandaDoc to revolutionize their proposal creation process, leveraging its powerful HubSpot integration and intuitive interface. This decision led to significant time savings and increased efficiency across their sales pipeline.
Now, when customers input information into UptimeHealth’s portal, PandaDoc automatically generates tailored agreements. This automation extends to the sales team, who can now create, finalize, and send proposals directly within HubSpot.
Reflecting on the efficiency gains, Patel noted: “It decreased the time internally that we’re spending to sit down with a sales rep or someone who’s preparing the quote to go through it. […] With that now being automated through the PandaDoc process, and with alerts that this needs approval, review […] that was a significant time savings for us.” He estimates that eliminating internal back-and-forth alone saved one to two days from the sales cycle.
This seamless integration between PandaDoc and HubSpot has not only reduced errors but also dramatically improved UptimeHealth’s overall sales process efficiency.
Closing deals faster with enhanced proposals
Another significant improvement came from the ability to create more comprehensive and visually appealing proposals. UptimeHealth leveraged PandaDoc’s features to include detailed information, step-by-step onboarding processes, and even embedded videos in their proposals.
This level of detail and professionalism in the proposals has not only impressed potential clients but also facilitated smoother deal closures. The comprehensive nature of the proposals helps to address potential questions upfront, reducing back-and-forth communications and accelerating the sales process.
Patel explained the impact: “We were able to put what to expect on onboarding, which is always a question. My goal was, does this take a few days out of our sales cycle because our contracts are just easier? And we proved that that was possible.”
Leveraging customizable templates for consistency and efficiency
One of the key features that set PandaDoc apart for UptimeHealth was its robust templating system. Before implementing PandaDoc, the company struggled with inconsistent proposals and frequent errors due to manual input.
Patel highlighted this challenge: “Although we could automate some sense of templates with the older quoting tool, people were missing things or forgetting to insert things, because we had so many variations.”
PandaDoc’s customizable templates solved this problem by allowing UptimeHealth to create standardized, yet flexible proposals. Patel explained the benefits: “Because it’s templatized in a way that’s very automated […] it’s easier to understand the flow. […] It gave us more comfort in the process because there are more controls, and it made it a little bit more in depth so people could easily see where missed areas were, or what needed to be filled out.”
The company has now created different templates for various business aspects, each with its own branding and theming. This helps both the sales team and clients easily distinguish between different types of proposals. As Patel described, “Every template is branded and themed differently, so it’s easy for people to understand.”
Slashing sales cycle and improving close rates
Implementing PandaDoc has led to significant improvements for UptimeHealth’s sales process. This efficiency gain translated into a significant time saving of one to two weeks.
“A week to two weeks isn’t a small thing in our minds, because it gets money in the door faster, it gets people to get comfortable faster, which is all we’re trying to do as a new company,” Patel said.
Moreover, the professional appearance and comprehensive nature of the PandaDoc-generated proposals have contributed to increased close rates. Patel noted, “It’s a nicer-looking thing. It looks very robust, it’s very thought through, it says everything it needs to say for any CFO to be comfortable signing it. That was the other thing we wanted to see: does this increase our close rate? Which it did quite well.”
The impact has been so positive that UptimeHealth has even referred other businesses to PandaDoc. Patel mentioned, “We’ve actually referred probably 10 people to PandaDoc, because they’re just like, Oh, I’d like to do the same thing, what are you using?”
Looking ahead, UptimeHealth plans to further leverage PandaDoc’s features, including the content library for adding case studies and other supporting documents to their proposals. This continued optimization promises to enhance their sales process even further, solidifying PandaDoc’s role as a crucial tool in their growth strategy.
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We love how easy it is to use and customize to make our proposals and contracts make sense for our clients. The ability to create templates, sign, pay, automate creation via HubSpot are all great features that we utilize every day.
