How Optio Incentives de-risked 25% of their revenue and cut quoting time by 80% with MonetizeNow in under 3 months

“Before, we had silos; Sales, Finance, and CS were disconnected. Now, we have a single source of truth. It’s given confidence to the organization because we finally know exactly what is being sold and what is coming down the pipeline.”

- Benjamin Roach, Director of Revenue Operations, Optio Incentives

Their Ambitions:

• Who they are: Optio Incentives is an organization dedicated to providing solutions to organizations to help manage, automate, and optimize their equity compensation plans.‍
• The growth story: The company needed to transition from "startup chaos" to a standardized operation. Their goal was to establish a single source of truth to manage increasing customer volume and launch new pricing models without drowning teams in manual work.

Their Challenge:

• The obstacle: The sales process relied heavily on spreadsheets converted into PDFs, resulting in pricing that was "all over the place" and a total lack of control over what was being sold versus what was in the contract.
• The Pain: The organization suffered from deep silos. Sales would sell terms that the Customer Success (CS) team had never seen, leading to frustrated clients who believed they bought something different than what was delivered. Upsells were often handled via email without a paper trail, and manual uploads to shared drives were inconsistent, leaving Finance searching for contracts.‍
• The stakes: The most critical risk involved "multi-schedules"; customers with 5 or 6 different contracts due to various renewals and upsells. Without a centralized system, Optio Incentives estimated that 25% of their revenue was at risk because they couldn't easily track these complex customer obligations.

Their Transformation:

• Implementation story: The deployment was incredibly fast and well-supported. Optio Incentives was up and running live in production within just 2.5 months.
• Key features in action: The standout feature was the "native" HubSpot integration. Because MonetizeNow allows reps to generate quotes directly inside HubSpot without leaving the platform, adoption was high. Data write-back is instantaneous, meaning the database and the CRM are always perfectly in sync.‍
• Team experience: Management gained immediate visibility. The CRO now receives approval requests directly in Slack and can track progress and line items within HubSpot in real-time, allowing for immediate risk assessment on deals.

Their Results:

• Quantitative wins:
  
  • 80% reduction in quoting time: Sales reps went from spending 30–40 minutes creating a quote in spreadsheets to completing the process in a fraction of the time.
  • 48-hour gain in resource allocation: Previously, implementation teams waited 1-2 days after a close to assign resources. Now, resource allocation happens proactively before the deal even closes.
• Qualitative wins: The internal "blame game" between Sales, Finance, and CS has stopped. There is now a single source of truth where all departments can view signed contracts and deal terms.‍
• Strategic Impact: The company has moved from reactive "firefighting" to proactive planning. They have successfully identified and managed the complex multi-schedule customers that previously put revenue at risk.

Looking Ahead:

Future Plans: Optio Incentives plans to leverage MonetizeNow to streamline their invoicing process due to the incredible success of their CPQ implementation.