How a parking technology team went from four tools to one Claude prompt

The challenge

Precision Technology Solutions supplies and installs parking access and revenue control systems as a TIBA value-added reseller. Every proposal was assembled by hand. The narrative came out of a Word document, the pricing out of an Excel costing sheet, the layout out of Adobe Editor, and the product detail from cut sheets appended at the end.

Project specific notes were the worst of it. The team rewrote them for every opportunity, which meant the same content was retyped deal after deal and no two proposals looked alike. Cameron Bell wanted something more progressive and tech forward, and he wanted it to stop eating his week.

PandaDoc had already been bought but was not in use, and HubSpot was not set up to support proposal logic or automation. The tools were in place. Nothing was connected.

What we built

Our team started with the template. We built one branded PandaDoc master with reusable sections for references, project notes, core proposal content and flexible pricing areas the team can adapt per opportunity.

The bigger decision was where pricing should live. Rebuilding the pricing logic inside PandaDoc would have meant maintaining it in two places, so we left the Excel costing sheet as the source of truth and mapped it instead. Named ranges across three tabs resolve by name rather than by cell position, so duplicated client versions of the workbook keep their mappings intact.

A Claude skill joins the two. One prompt pulls the deal, company, contact and owner from HubSpot, reads every named range from the open costing sheet, confirms both with the user, then creates the PandaDoc draft with all 91 variables populated. The skill always drafts and never sends. Recipient roles and HubSpot deal linkage were configured alongside it, so sent, viewed and signed statuses report back to the deal timeline.

The results

The team now generates a proposal from the costing sheet they already maintain. One prompt returns a PandaDoc draft with all 91 variables filled, ready for final edits before it goes out.

Four tools became one prompt. Pricing values stopped being keyed in by hand, and deal visibility moved from nothing to the HubSpot timeline. Cameron was sending live proposals from the new workflow before the final handover call.

Next is rolling the skill out to the wider sales team, who each load it into their own Claude account, and extending the reference workflow so blocks are selected from the PandaDoc content library rather than inserted by hand.