Alliance Homecare partnered with RubeTech to modernize and automate its client service agreement and payment collection process. The goal was to eliminate manual errors, reduce onboarding time, ensure PCI compliance, and significantly improve sales and finance team efficiency—all while working within the constraints of existing vendor relationships.
Alliance Homecare’s sales and finance teams were constrained by a fragmented, manual agreement process that created operational risk and wasted significant time.
Key challenges included:
Multiple agreements were generated manually using a shared HelloSign account with a single user, providing no visibility or accountability for individual Clinical Sales Specialists.
Sales reps manually verified CRM data by sight before generating agreements, frequently leading to errors.
Each sales rep spent up to an hour per day creating and managing agreements.
There was no easy way for sales reps to track agreement status or receive notifications when documents were viewed or signed.
Clients submitted payment information through unsecured, non–PCI-compliant methods.
The finance team had to manually re-enter client and payment data into the billing system after agreements were signed, compounding inefficiency and compliance risk.
Despite these challenges, the sales team was eager for change and strongly supported automation. However, the finance department was hesitant to move away from their long-standing payment provider, creating a critical constraint in the solution design.
RubeTech collaborated closely with internal stakeholders across Sales Operations, Finance, Legal, and Operations, as well as an external payment solutions partner, to design a scalable, compliant solution.
Rather than forcing a payment provider change, the team pivoted to architect a solution that leveraged the existing provider using the PandaDoc Customer API.
Key initiatives included:
Consolidating multiple agreements into a single standardized agreement in collaboration with legal and operations.
Designing a HubSpot-centric workflow to automate agreement generation, pricing, onboarding, and billing.
Integrating the payment provider via secure API connections to ensure PCI compliance without disrupting existing finance workflows.
The final solution introduced a fully automated, end-to-end agreement and payment workflow.
Built two Zapier automations connected to PandaDoc API endpoints:
Created HubSpot custom properties and workflows to manage:
Built a HubSpot pricing table workflow that automatically adds a pricing table to each deal at creation.
Enabled Clinical Sales Specialists to make pricing adjustments directly within the deal, rather than editing agreements manually.
Ensured pricing tables automatically populate agreements using HubSpot tokens.
Built PandaDoc document templates with HubSpot tokens to merge key client and deal data, eliminating manual double entry.
Created a workflow to automatically create the client record in the billing system once the agreement is signed.
The automation dramatically reduced manual effort, risk, and time-to-revenue.
Operational improvements:
Eliminated hours of manual onboarding work across sales, finance, and operations.
Reduced the likelihood of human data entry errors.
Restored PCI compliance by removing unsecured payment data handling.
Time savings by team:
Sales Team: Saved 30 hours per week in sales contract processing time.
Finance & Billing Team: Saved 10 hours per week in client onboarding and billing setup.
Sales Operations Team: Saved 10 hours per week previously spent supporting manual agreement workflows.
Productivity gains:
Significant sales productivity boost by removing up to an hour per day of manual agreement work per rep.
Meaningful efficiency gains for finance and operations by eliminating manual data entry and reconciliation.
Business results:
Total project investment: $6,000, plus approximately 40 internal team hours and 20 hours from the payment partner.
Expected return: ~$1.3MM in additional sales, driven by faster onboarding, reduced friction, and improved sales velocity.
This solution was powered by a tightly integrated automation stack:
HubSpot – CRM, deal management, workflows, pricing tables, and notifications
PandaDoc – Agreement generation, document automation, and e-signatures
Zapier – API orchestration between HubSpot and the payment provider
By meeting Alliance Homecare where they were—technically and organizationally—RubeTech delivered a pragmatic automation solution that turned operational complexity into real-time efficiency gains. The result was a faster, safer, and more scalable agreement and payment process that directly supported revenue growth.