The Background
Turning employee feedback into action
WorkLeap connects to existing tools to surface signals that help HR teams measure staff sentiment and act on it. The Montreal-based company brings engagement surveys, performance management, and compensation decisions into a single platform, providing the tools to build workplaces that employees want to be part of.
With nearly 400 employees and a platform trusted by over 70,000 leaders worldwide, WorkLeap has scaled quickly. But as they grew, the systems powering their sales team weren't keeping pace. For a subscription business serving bilingual markets with complex pricing, cracks in its systems were impacting customers at precisely the wrong moment.
The Challenge
Quote confusion stalls progress at the critical moment
WorkLeap's customers are HR leaders with lean teams and big responsibilities. When they're ready to invest in new tools, they're often responding to pressing needs such as performance reviews, dips in engagement, or compensation decisions that can’t wait. But WorkLeap's manual quoting process was creating friction at that precise decision point.
With multiple templates and manual compilation, detailed quotes were delayed or lacked precision. For example, the existing system couldn't handle proration or co-terming — the calculations required when a subscription starts mid-cycle or multiple products need to align to the same renewal date. Quotes displayed the full annual amount even when customers were charged only for a partial term. A customer who signs up in month four, for example, might see a full-year figure when they actually owe far less.
“At the point of signoff, customers would ask, 'Why does your quote show I have to pay the annual amount?'” recalls Donavyn Mendonça, Manager of Revenue Systems at WorkLeap. “We'd have to reassure them, 'Actually, you're prorated — don't worry about it, it won’t be that much.' The quote couldn't speak for itself.”
Every moment of confusion meant another email, another call, another delay — a frustration for HR teams trying to act on things that mattered to their people and sales teams trying to hit quotas.
12+ templates and counting
Behind the scenes, the operational strain was growing. WorkLeap maintained more than 12 quote templates — variations in English and French, with and without discounts, plus custom proration scenarios. As a Montreal-based company serving Quebec's bilingual market, some complexity was unavoidable. But managing it had become confusing and unsustainable.
Reps had to exit HubSpot to create quotes in a separate tool — one with limited functionality that didn't reliably sync edits back to the CRM. Sales managers had little visibility into quote changes or revenue impact, and the team was spending hours on manual work that should have been automated for prorated subscriptions.
“Sales leaders were also spending half a day every week on mindless data juggling across hundreds of calls — manually cutting and pasting notes, running them through external tools for sentiment analysis, then compiling reports. Time that should have been spent coaching and selling,” Donavyn explains.
The Solution
“HubSpot fits the way we work”
Donavyn had implemented Configure, Price, Quote (CPQ) tools in a previous role and understood their power to generate customer quotes faster and save time.
When he learned that HubSpot had developed native CPQ capabilities, he saw an opportunity to automate quoting, improve the customer experience, and simplify his tech stack in one move. WorkLeap began using Commerce Hub in mid-2025.
“HubSpot fits the way we work. The tools give us flexibility to adapt to our processes. We're not constrained by rigid enterprise systems. It's a perfect fit,” Donavyn says.
A piece of cake to build
Using Commerce Hub's quote templates, WorkLeap rapidly consolidated more than 12 templates into just two — English and French. Dynamic features, such as the ability to hide the discount column when not needed, eliminated duplicate variations.
The team worked with legal to ensure proper language in both versions, added custom sections, and built API integrations to pull in billing contacts, PO numbers, and tax IDs.
“We copied our previous templates into HubSpot's builder — fonts, colors, and layout all carried over into the editor — then we consolidated and customized from there. It was a piece of cake,” Donavyn notes.
The result was standardized quotes ready to send in French or English. Reps can customize addresses, add billing contacts, or choose between e-signature and print-and-sign when needed. Other than that, the quotes barely need editing. Most importantly, the bottom line is accurate.
The quote speaks for itself
With partial months, multiple subscriptions, and varying start dates, quote calculations get complex fast. Now the system does the heavy lifting behind the scenes, itemizing a precise total that leaves no room for confusion. No more showing a full annual amount and then clumsily explaining the real charge verbally.
“Now the quote can speak for itself,” Donavyn says. “While they may seem like small details, proration and co-terming are game changers for us.”
The speed showed up in real deals. When one customer requested a quantity change via the quote's chat function, a WorkLeap rep responded instantly: “I'll get that to you in five minutes.” She made the edit, the quote recalculated automatically, and she had a signature back within 15 minutes.
Closes the loop from quote to cash
For Donavyn's team, the win extended beyond speed. With accurate billing information captured at the quote stage — billing contacts, tax IDs, and PO numbers — downstream processes could finally be automated for prorated subscriptions.
“Having that information flow straight through to invoicing, subscription activation, and renewals — that's huge for us,” Donavyn explains. “No manual work to figure out how many months are remaining and do the math. It just flows from quote to sale to invoice to cash.”
“As a revenue systems team, our job is to make sure systems are never the issue. Those are the quickest things we can solve for,” he adds. “We're never the blockers. When the tools just work, our sales team can focus on the work that matters and serves our customers.”
The Transformation
Eliminated friction and confusion
Since implementing Commerce Hub, quotes that once required verbal explanation and manual creation now happen in minutes — with accurate pricing, terms, details, and changes integrated automatically.
Not only are reps closing deals faster, but sales managers have reclaimed half a day each week. The time lost to manual data extraction and compilation is now spent coaching reps and refining forecasts.
HR teams can move at the speed their people need
For WorkLeap's customers, the impact is immediate. HR leaders evaluating engagement or performance tools often face time-sensitive decisions. Every delay in procurement is a delay in action.
Now, quotes arrive with accurate pricing that makes sense at first glance. There's no back-and-forth, confusion, or explaining away discrepancies. HR teams can say yes and move on to the meaningful work of building workplaces where employees feel heard.
The friction that once sat between WorkLeap and its customers is gone. Trust is built before the contract is even signed.
AI-first and just getting started
Commerce Hub is just one piece of a broader platform play. WorkLeap also uses Sales Hub for goal tracking and forecasting, and Service Hub for support and finance teams — everything consolidated in one platform.
The team is rolling out Commerce Hub to account managers and customer success managers, testing bundles and renewal workflows, and building approval routing for complex discount scenarios.
They're also pursuing broader AI-first ambitions — embedding Breeze agents into sales workflows to automate routine tasks, analyze close-loss patterns, assess call sentiment, and deliver coaching insights.
“We're playing with all the toys in the toy box. It's been an exciting journey so far, and we're just getting started,” Donavyn says.
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