Designed a web app cutting quote generation time from 40 minutes to under 10, an 80% reduction, transforming how the sales team works every day.
3 Months
Timeline
Web App, Figma, Internal Tool
Team
Web App, Figma, Internal Tool
Landscape
At Pazcare, the friction in the sales pipeline wasn't a lack of leads; it was operational bottlenecking. When a deal progressed in HubSpot, the CSM and Sales teams had to manually build custom Excel spreadsheets to calculate premium amounts based on diverse employee datasets and insurer requirements. This fragmented process was highly prone to formula errors and cost up to an hour per client. The business needed a way to empower the sales team to close deals faster without getting bogged down in administrative calculation tasks. Furthermore, creating a scalable calculation engine internally would lay the foundation for a future self-serve widget on our public website to drive inbound lead generation.
SUMMARY
Problem
The Sales and CSM teams relied on a highly manual, disconnected workflow. While client stages were tracked in HubSpot, complex insurance premiums were calculated in isolated Excel sheets. This process took up to 50 minutes, forcing reps to end client calls and send quotes later, breaking sales momentum.
Solution
Architected a centralized Quote Management Dashboard that syncs directly with HubSpot deals. The platform automates premium calculations, handles complex employee list data uploads, and features one-click PDF/Excel exports for instant client delivery.
Impact
Slashed quote generation time by 80% (from 50 minutes to just 10 minutes), enabling the sales team to generate and negotiate quotes live on a single client call.
Operating as the sole designer, I collaborated closely with two Product Managers to balance technical feasibility with user needs. My workflow consisted of extracting raw data requirements from the sales stakeholders, presenting architectural drafts to the PMs for alignment, and acting as the bridge to engineering to ensure the complex calculation logic was perfectly mirrored by the visual interface.
Journey
As the sole designer on this initiative, I owned the end-to-end UX lifecycle, transforming a dense mathematical process into an intuitive, automated interface. 1. Discovery & Workflow Teardown Before sketching any screens, I conducted deep-dive interviews with the Sales and CSM teams. I shadowed their existing workflow to break down exactly how they manipulated their Excel sheets, identifying the core variables (company size, insurer selection, employee lists) that needed to be automated. 2. Information Architecture & Wireframing I mapped out the data sync between HubSpot and our proposed dashboard. I presented low-fidelity wireframes to the sales team early in the process to ensure the information architecture aligned with their mental models and sales scripts. 3. Heuristic Evaluation & System Design To ensure the platform was bulletproof before development, I ran a heuristic evaluation against the proposed designs: -Match Between System and Real World: Replaced complex spreadsheet formulas with clear, conversational UI labels that matched the terminology the sales team actively used with clients. -Error Prevention: Replaced manual data entry with standardized dropdowns for insurer selection and automated validation for bulk employee list uploads, eliminating the broken formulas that plagued the old Excel sheets. -Flexibility and Efficiency of Use: Designed quick-edit states allowing reps to adjust coverage variables on the fly while actively on a call with a client. 4. Post-Launch Testing & Iteration The initial build took two months. After launch, I conducted live user testing sessions by observing the sales team using the new dashboard in real-world scenarios. We identified minor usability friction points, dedicating an additional month to iteratively redesign and polish the interface to its current highly efficient state.
Hurdle:
Breaking the "Excel Habit" & Complex Data Handling The most significant hurdle was change management. The sales team was highly accustomed to the flexibility of Excel. Moving them to a rigid UI meant the new system had to be flawlessly efficient, particularly when handling massive, unstructured lists of client employee data.
Solution:
I designed a highly forgiving bulk-upload feature equipped with automatic data mapping and clear error states. To ease the transition, we maintained familiar spreadsheet-style data table visuals within the app, ensuring the reps felt a sense of familiarity while benefiting from the automated calculation engine and instant one-click PDF exports.
The Quote Management Platform fundamentally changed how the sales team operates, turning a slow administrative task into a real-time sales asset. Furthermore, the success of this internal engine has paved the way for a public-facing, self-serve quote generator for inbound marketing. Key Metrics Achieved: 1. 80% Reduction in quote generation time, dropping the process from 50 minutes to roughly 10 minutes. 2. Zero-Delay Quoting: Empowered the sales team to generate, edit, and negotiate quotes live on a single client call, drastically reducing deal friction. 3. Organized Deal Tracking: Eliminated scattered local files by centralizing all generated quotes natively within the platform for easy tracking and historical auditing.
