“MonetizeNow gave us the ability to model, price, and close deals in ways we couldn’t before. As we look ahead to scaling even more complex engagements, it’s clear we’re building on the right foundation.”
- Richard Long, VP of Finance, Xage Security
Challenge
HubSpot Quotes were not scaling, and Billing was manual and error-prone
Xage Security was no stranger to complexity. As a leader in zero-trust security for critical infrastructure, their contracts were high-stakes, whether negotiating with U.S. Federal agencies or Fortune 500 powerhouses.
But the Quote-to-Cash process they relied on couldn’t keep up.
- HubSpot’s quoting tool, which had served them in earlier growth stages, was now showing its limits
- They faced approval bottlenecks, pricing complexity, and a lack of flexibility that slowed down critical deals
“Every delay in quoting and approvals was putting strategic deals at risk. We needed a system that could evolve with us.”
- Richard Long, VP of Finance, Xage Security
The bottlenecks were clear:
| Hubspot Quoting Limitations |
Business Impact |
| Limited approval flexibility |
One approver per Quote, delayed approvals, risking deal velocity |
| No regional pricing |
Separate SKUs required for each geography |
| Billing cycle constraints |
HubSpot couldn’t handle custom contract lengths (e.g., 30-month terms), leading to inaccurate TCV/ARR and revenue reporting issues |
| No business rule logic |
No conditional inputs & automation for dynamic quoting, pricing and approvals |
| Hard-coded quote outputs |
Manual edits wasting time and introducing errors |
| No scenario quoting |
Inability to present multiple options to customers |
| Excessive Approvals |
All quotes required manual approval, even those within policy thresholds, adding unnecessary friction to the sales cycle |
| Manual volume discounts |
Reps manually applied discounts, slowing deals |
| Lack of visibility & tracking |
Couldn’t track quote expiration dates and status |
These issues didn’t just slow things down, they made scaling nearly impossible. Xage couldn’t risk losing deals because their revenue system was holding them back
Desired State
“A Scalable Revenue Engine Designed for Complexity”
”Xage’s leadership wasn’t seeking minor upgrades—they needed a complete transformation in revenue operations. When they assessed their current state versus their future goals, it became clear: their revenue processes weren’t just causing delays; they were standing in the way of closing game-changing deals.
Key requirements:
- Unifying CPQ + Billing + Revenue Accounting into a single platform that could scale
- Reducing SKU proliferation (from 150 SKUs to 50) without losing flexibility
- Automating approval workflows, enforcing discount thresholds, and eliminating bottlenecks
- Scenario quoting, making it easy to model complex deals and offer multiple options
- Geo-based pricing baked into the system, no manual workarounds
- Error-free quotes, with business rules guiding every step
And most importantly, a scalable system that grows as they grow, without costly rework. For Xage, success meant more than fixing today’s bottlenecks. It meant building a revenue system that could scale without chaos.
Why MonetizeNow
“A Revenue Platform That Scales with the Business - Not Against It”
Xage wasn’t searching for another vendor. They needed a strategic partner, one who could not only deliver a unified revenue platform but also accelerate their ability to close complex, high-stakes deals. After an extensive evaluation of legacy and emerging solutions, they chose MonetizeNow for its unmatched ability to execute their vision, and deliver far beyond expectations.
| What Xage Needed |
How MonetizeNow Delivered |
| Unified CPQ + Billing + Revenue Recognition |
A unified platform for quoting, billing, and revenue recognition from day one—eliminating silos and ensuring seamless, accurate revenue operations. |
| Fast, Disruption-Free Implementation |
Phase 1 (CPQ) launched ahead of schedule with zero disruption to existing workflows, while Phase 2 (Billing + Revenue Accounting) is already underway. |
| Hands-On Partnership, Not Just Software |
MonetizeNow’s team worked closely with Xage’s SalesOps and Finance teams, offering strategic guidance and hands-on support through rollout and beyond. |
| No-Code Configuration for Business Users |
Xage’s teams effortlessly configured pricing rules, approval workflows, and discount thresholds—without IT dependency—boosting go-to-market agility. |
| Custom Fields for Complex Deal Structures |
Implemented multi-tiered custom fields at both customer and product levels to track specific contractual and operational requirements, simplifying compliance management. |
| Scenario Quoting to Support Complex Deals |
Enabled multiple pricing and packaging scenarios within a single quote, supporting complex deal negotiations with flexibility and speed. |
| Flexible Product Catalog, Streamlined for Scale |
Simplified management of 70+ products across bundled offerings, reducing SKU complexity while enabling customized configurations at scale. |
| Conditional Terms Automation |
Dynamically applied contract terms and legal language based on deal criteria, eliminating manual intervention and reducing risk. |
| Approval Workflows Aligned to Organizational Structure |
Set up tailored approval flows for different sales teams, matching Xage’s internal processes and improving deal velocity. |
| Validation Rules to Ensure Revenue Integrity |
Deployed automated validation rules to enforce pricing policies and prevent configuration errors before deals were finalized. |
| Seamless Integration with Esign and CRM Systems |
MonetizeNow acted as the single source of truth, integrating directly with DocuSign (Esignatures) and HubSpot CRM for real-time sync and visibility. |
| Adoption Across Large, Distributed Teams |
Rapid onboarding and adoption across 20+ users, ensuring consistency in quoting, approvals, and revenue operations across Xage’s sales organization. |
| Future-Proof Expansion with a Scalable Partner |
With Phase 1 live, Phase 2 scoped and underway, MonetizeNow continues to scale with Xage’s growing business and revenue complexity. |
MonetizeNow wasn’t just another CPQ or Billing tool for them, it was a unified platform that eliminated revenue silos, giving Xage full control over their revenue operations
Results
“Quoting Efficiency Increased by Over 60%”
With MonetizeNow, Xage transformed a fragmented quote and billing system into a single, streamlined revenue operation. The impact was immediate and measurable:
- 60% increase in quoting efficiency
- Faster quote approvals, eliminating bottlenecks
- Full CPQ rollout completed ahead of schedule, with minimal disruptions
- Preparation for Phase 2 Billing & Revenue Accounting
- Confidence to pursue complex deals, knowing their revenue processes can scale alongside their growth
By unifying CPQ and Billing, Xage’s revenue teams now operate faster, more accurately, and with complete confidence
Closing Thoughts
Speed, flexibility, and accuracy are just the baseline—this is about Revenue Mastery, Total Control, and Unlimited Agility.
With MonetizeNow, Xage Security is building a revenue system as agile and secure as the solutions they provide—one that adapts seamlessly to every deal, price, and buyer without compromise.
As Xage expands into new markets, from highly regulated government contracts to global enterprise giants, they needed a revenue platform that could scale as fast as their ambitions. MonetizeNow delivered.
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