Challenge
Willdan Energy Solutions, a leader in energy efficiency program delivery, partnered with No Bounds Digital to streamline complex form submission, signature, and reporting processes within their HubSpot CRM.
Over the course of multiple project phases, designed and implemented a digital signature solution that automated data capture, streamlined workflow execution, and improved the visibility of program documentation. Despite evolving requirements, delivered a technically sophisticated solution encompassing form automation, multi-signature capability, installer communication workflows, and an overhaul of the appliance data submission process-all while maintaining tight timelines and robust communication.
Willdan’s energy rebate and reservation programs required multiple internal and external stakeholders—such as customers, installers, and utility partners—to complete and sign forms within HubSpot.
The initial pain points included:
- Manual Processes: Signatures and approval forms were handled manually, delaying deal creation and increasing administrative load.
- Data Fragmentation: Submitted data existed across forms, spreadsheets, and separate systems, leading to disjointed CRM records and inaccurate reporting.
- Workflow Breakages: Frequent internal modifications by Willdan’s product team led to broken automations and inconsistent data syncing.
- Scalability Constraints: Existing forms were built with HubSpot’s new multi-step builder, which lacked the flexibility to accommodate complex logic and signature fields natively.
Solution
No Bounds Digital implemented a modular, iterative approach that combined HubSpot’s native functionality with custom-coded enhancements. Each phase built upon the previous, ensuring functionality evolved in sync with Willdan’s internal changes.
Phase 1: Core Implementation
- Added e-signature fields to two Willdan-created HubSpot forms.
- Automated PDF generation and attachment to contact records.
- Synced form submission data to related deals.
- Surfaced submitted property data on CRM cards for easy reporting.
Phase 2–3: Multi-Signature Expansion
- Enabled secondary and tertiary electronic signatures within single forms.
- Preserved HubSpot-native workflows to ensure auditability and native CRM performance.
Phase 4: Appliance Data Automation
- Replaced manual Excel uploads with a custom HubSpot object supporting up to 300 appliances per submission.
- Automated parsing of spreadsheet rows to map appliance data directly into Contact and Deal records.
- Integrated validation for estimated completion dates and improved confirmation messaging for reservation forms.
Phase 5: Installer Notification Workflows
- Created logic to automatically associate installer company and contact records with deals.
- Implemented parallel email notifications for installers matching those sent to customers.
Technical highlights from the internal after-action review include:
- Creation of a universal e-signature library for legacy and beta HubSpot forms.
- Adaptation to HubSpot’s evolving multi-step form architecture.
- Rigorous internal testing to validate automation reliability across devices.
Results
The project achieved significant operational gains and set a new internal standard for HubSpot automation within Willdan Energy Solutions.
Operational Outcomes:
- Streamlined Signature Workflow: Reduced manual signature handling from days to instant CRM integration.
- Improved Data Accuracy: Automated syncing between forms, deals, and custom properties minimized data entry errors.
- Installer Enablement: Automated communication ensured installer records and deal associations were consistently maintained.
- Enhanced Reporting: Structured data models enabled fast export for utility reporting and internal audits.
Conclusion
Willdan Energy Solutions’ multi-phase engagement with No Bounds Digital transformed a fragmented manual process into a digitally integrated e-signature and data workflow within HubSpot. The collaboration showcased No Bounds Digital’s adaptability, technical excellence, and disciplined execution—delivering a system that automated data flow, ensured compliance, and enhanced user experience for both Willdan’s customers and installers.
More Case Studies
Want to Learn More?
We’d love to hear from you.