How Scalezia Saves 2 Hours a Day on Sales Admin with Qwoty
Published on9 octobre, 2024
How Scalezia Saves 2 Hours a Day on Sales Admin — and Closes Deals Faster
A fast-growing sales and growth consultancy automated its entire proposal-to-invoice workflow with Qwoty — and halved the time its team spends on sales administration.
- Company: Scalezia — B2B growth and sales training, 20+ employees, €2M+ revenue
- Challenge: Manual proposal creation, double-entry invoicing, and inconsistent brand presentation slowing down a high-volume commercial team
- Solution: Qwoty — quote creation from HubSpot, branded DealRoom, e-signature, and automated invoice generation in Pennylane
- Result: 2 hours saved per day on average; sales admin time cut in half; zero double-entry invoicing errors
Scalezia was founded in 2019 with a clear premise: instead of doing growth and sales work on behalf of their clients, they train them to master the processes themselves — so they become operationally independent, fast. The fishing rod, not the fish.
It worked. By 2023, Scalezia had grown to 20+ employees and crossed €2 million in revenue, with a track record of helping B2B companies systematically improve their acquisition and sales performance. Their own commercial process, led by CRO and co-founder Jules Gardair, is expected to set the standard.
In May 2024, Scalezia implemented Qwoty. What followed was a before-and-after moment for the way the company’s sales and admin teams work together — and for the experience their prospects receive when they get a proposal.
The challenge: a high-performing team held back by manual processes
Scalezia’s commercial team runs at high volume. Sending multiple proposals per week, managing different service packages and pricing structures, and ensuring each proposal reflects the company’s brand quality — all while following up, calling, and continuing to serve existing clients — creates real operational pressure.
Before Qwoty, that pressure was absorbed by two pain points. First, proposal creation required significant manual effort: building each offer from scratch, applying the right pricing, making sure the design matched Scalezia’s standards. Second, when a client signed, the invoice had to be manually re-entered into Pennylane — a step that introduced errors and consumed time neither the sales team nor the admin team could afford to waste.
It is a pattern common across professional services companies: the deal is won in the CRM, the proposal lives in a separate tool, and the invoice is built manually in an accounting platform. Each handoff introduces the risk of error — wrong amounts, wrong pricing structures, wrong billing dates. The solution is not faster data entry; it is eliminating the handoff entirely.
The solution: one workflow from HubSpot to Pennylane
Proposal creation directly from HubSpot
One of the first changes Scalezia noticed was how much friction disappeared from the proposal process. With Qwoty’s native HubSpot integration, reps create and send proposals directly from the deal record — no switching tools, no re-entering client information, no copy-pasting from a CRM field into a document template.
Jules explains what that means in practice:
« Qwoty allowed us to implement a clear, structured, and secure process — both for our sales reps when they need to send a proposal, and for the admin team who, honestly, was struggling to keep up with the volume on invoices, contracts, and signatures. With Qwoty, everything is centralized in one tool: from creating the proposal in a few clicks directly from HubSpot, to the buying experience our future client goes through — because the proposal built in Qwoty reflects all of our design codes and Scalezia’s brand identity. »
— Jules Gardair, CRO and co-founder, Scalezia
Branded proposals that create a « wow » effect on arrival
For a company that sells sales and growth expertise, the proposal is also a demonstration of capability. A poorly designed or generic-looking document undermines the pitch before it’s read. Scalezia’s proposals, built through Qwoty’s DealRoom, fully reflect the company’s visual identity — logo, colors, typography — giving prospects a consistent, professional experience from first contact to signature.
The ability to maintain brand quality at commercial volume — without each rep making individual design decisions — was a meaningful operational improvement for the team.
Speed without sacrificing quality
« This execution speed allowed us to maintain a strong commercial output while keeping excellent quality: our clients receive accurate, engaging, and impactful proposals — which reassures them about the level of support they’re going to receive from us. »
— Jules Gardair, CRO and co-founder, Scalezia
There is an insight worth highlighting here: for a consultancy, the proposal experience is a preview of the service. A fast, polished, error-free proposal signals that the team operates at a high standard. Qwoty’s role is not just operational efficiency — it contributes directly to how prospects perceive Scalezia before they become clients.
The results: zero double-entry, automatic invoices, half the admin time
Automatic invoice creation in Pennylane on signature
The most operationally significant change for Scalezia’s admin team was the elimination of double-entry invoicing. When a client signs a proposal through Qwoty’s integrated e-signature, Qwoty automatically creates the corresponding invoice in Pennylane — with the correct amounts, billing structure, and timing. No manual step required.
« Before, we had to re-enter everything manually to create invoices — which caused errors and a lot of wasted time. Now, all invoices are created directly in Pennylane by Qwoty the moment a client signs, up to date and error-free. The time savings are significant. »
— Jules Gardair, CRO and co-founder, Scalezia
This covers the full complexity of Scalezia’s pricing structures: upfront payments, deposits, monthly recurring billing, quarterly and annual subscriptions — all correctly reflected in Pennylane without manual intervention. The order management layer in Qwoty handles the translation from signed quote to structured invoice automatically.
- Upfront payments and deposits — correctly split and dated
- Monthly, quarterly, and annual recurring billing — created with the right start dates
- Pricing rules and applied discounts — reflected in Pennylane without re-entry
- Zero manual reconciliation between what was sold and what was invoiced
2 hours saved per day — redirected to selling
Across the sales and admin teams, Scalezia estimates it has cut time spent on sales administration in half since implementing Qwoty. The headline figure is 2 hours saved per day on average — time that now goes back into calls, client meetings, and growth work.
« Qwoty not only elevated our proposals — with a guaranteed wow effect on delivery, thanks to the proposal design — but it also saved us a significant amount of time every day on commercial tracking and management. That’s more time for calls, meetings, and continuing to help our clients reach excellence. »
— Jules Gardair, CRO and co-founder, Scalezia
The framing matters: time saved on administration is not just an efficiency number. For a consultancy that sells its team’s expertise, every hour redirected from invoice re-entry to client-facing work is an hour that directly contributes to revenue and client outcomes.
What this looks like for similar companies
Scalezia’s story is particularly relevant for B2B consulting, training, and professional services companies that share a few characteristics: a high-volume commercial team, complex and variable pricing, and a brand where the quality of every client touchpoint matters.
The pattern Qwoty solved for Scalezia — disconnected tools, manual handoffs, double-entry errors, inconsistent brand presentation — is not unique to them. It is the default state for most professional services companies that have not yet centralized their quote-to-cash workflow.
The three levers that drove Scalezia’s results are transferable:
Centralization. Moving proposal creation, pricing, e-signature, and invoicing into one connected workflow eliminates the gaps where errors and delays accumulate. Each tool that touches the deal creates a potential re-entry point; Qwoty removes those points.
CRM integration. Reps who can create and send proposals without leaving HubSpot are faster and more likely to keep their CRM data accurate. The native HubSpot integration means Qwoty fits into the existing workflow rather than adding a parallel process to manage.
Billing automation. The connection between a signed quote and a correctly structured invoice in an accounting platform is where professional services companies most commonly lose time and introduce errors. Automating that step — with all the complexity of mixed billing models — is where Qwoty’s quote-to-cash approach delivers its clearest ROI.
FAQ
How does Qwoty integrate with HubSpot for consulting firms?
Qwoty’s HubSpot integration is native and bidirectional. Reps can create proposals directly from a deal record in HubSpot — client data is pulled automatically, no re-entry needed. Once the proposal is signed, the deal status and relevant data sync back to HubSpot. The integration is designed so that reps stay inside HubSpot for their day-to-day workflow, with Qwoty handling the quoting layer in the background.
Can Qwoty handle mixed pricing structures — retainers, deposits, and recurring billing simultaneously?
Yes. Qwoty supports one-time payments, upfront deposits, and recurring billing (monthly, quarterly, annual) within the same proposal. Each line item can carry its own billing structure, and all of it flows correctly into the connected invoicing platform — in Scalezia’s case, Pennylane — when the client signs. This removes the need to manually translate a complex commercial agreement into a billing schedule.
How does the automatic invoice creation in Pennylane work?
When a client signs a proposal through Qwoty’s integrated e-signature, Qwoty triggers the creation of the corresponding invoice (or invoices, for multi-payment structures) directly in Pennylane. The amounts, billing dates, and payment terms configured in the proposal are reflected automatically — no manual step, no reconciliation. Qwoty supports similar integrations with other accounting platforms including Sage, Odoo, Cegid, and others.
Is Qwoty suitable for a consulting firm that sells custom-scoped projects rather than fixed packages?
Yes. Qwoty’s configurator supports both fixed catalog items and flexible, custom-scoped line items. Teams can combine standard service packages with bespoke project lines in the same proposal, apply variable pricing, and configure approval workflows for non-standard discounts or pricing exceptions. The result is a structured, brandable proposal regardless of how custom the underlying scope is.
How long does it take to implement Qwoty for a 20-person sales team?
Implementation timelines vary, but companies of Scalezia’s size and complexity are typically operational within a few weeks. Setting up the service catalog, pricing rules, proposal templates, and CRM integration does not require IT resources or external consultants. Qwoty’s onboarding team supports the process directly. See pricing and plans for details.
