Your sales reps shouldn't be data entry clerks. Here is how to update HubSpot automatically.
There is a war going on in every sales organization.
On one side: RevOps and Management. They want clean data, accurate forecasts, and every field in HubSpot filled out perfectly.
On the other side: Sales Reps. They want to sell. They hate clicking “Edit,” scrolling through 50 properties, and typing in data they just read off a PDF contract.
The result? The Admin Tax. Reps spend 20% of their week doing data entry. Or worse, they don’t do it, and your CRM becomes a graveyard of outdated information.
The Problem: The “Upload & Forget” Culture
In most companies, when a deal is won, the rep uploads the PDF contract to the “Attachments” section in HubSpot and marks the deal as Closed-Won.
But they forget to update the Final Amount (maybe it changed during negotiation?). They forget to update the Contract Start Date. They forget to add the Billing Contact.
Now, Finance has to open the PDF to invoice the client. Customer Success has to open the PDF to see when onboarding starts. The data is trapped in the file, not the system.
The Solution: The Invisible Workflow
What if the act of saving the file was the data entry?
By integrating Google Drive, SCANNY AI, and HubSpot, you can build a “Zero-Touch” workflow.
Here is how it works:
The Trigger: A sales rep drags the signed PDF contract into a shared Google Drive folder named “Closed Won Contracts.”
The Intelligence: A workflow sends that file to the SCANNY AI API.
The Extraction: Scanny reads the document — not just as text, but as data. It extracts:
Total_Contract_Value: $50,000
Signer_Name: John Doe
Effective_Date: 2024–02–01
- The Update: The workflow pushes this data directly into the specific Deal properties in HubSpot and moves the stage to “Closed Won.”
Why This Changes Everything
1. 100% Data Accuracy
Humans make typos. If a rep types an extra zero, your forecast is off by $450k. AI doesn’t get tired. It extracts exactly what is on the page.
2. Happy Sales Team
You are removing the most boring part of their job. You are telling them: “Just drop the file in the folder, and you’re done.” That is a huge morale booster.
3. Real-Time Visibility
Finance and CS see the correct data instantly. No more chasing reps for details.
How to Build It
You don’t need a team of engineers to set this up.
SCANNY AI is built to sit between your files and your CRM. Our API is designed to handle the variable layouts of contracts, invoices, and purchase orders.
Step 1: Get your API Key from Scanny AI.
Step 2: Use a connector tool (like Zapier or Make) or a simple script to watch your Google Drive folder.
Step 3: Map the Scanny JSON output to your HubSpot Deal Properties.
Test the “Zero-Touch” Flow
We want you to prove this ROI to your VP of Sales.
🎁 Early Access Offer: We are offering Free Credits to RevOps and HubSpot Admins. Connect Scanny AI to your sandbox environment and see how fast you can update a deal without touching the keyboard.
Stop typing. Start selling.
👉 Claim your Free Credits: https://scanny-ai.com/
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