Ventla is a Swedish SaaS company that provides an all-in-one event platform for managing, communicating, and running events of every kind, from corporate conferences and hybrid meetings to community gatherings. Their platform serves event managers who need structure and flexibility in one place, and it is trusted by organisations across Scandinavia and beyond.
As Ventla grew, so did the demands on their contract process. Their sales team lives in HubSpot. Their contracts needed to live there too.
The Challenge
Ventla was using OneFlow and looking for a platform that could offer more structure, more capable workflows, and a tighter integration with HubSpot. The previous tool stored contracts, appendices, and verification documents as separate files, which created complexity when managing and searching the contract archive.
There was also the matter of HubSpot. Ventla's sales team manages their pipeline in HubSpot, and any contract process that required them to leave the CRM was adding unnecessary friction. The goal was to bring contracts fully into the deal flow, with data flowing in automatically and approvals handled without manual handoffs.
"We needed a platform that could grow with us and integrate seamlessly with HubSpot in a way that actually works in day-to-day operations. Precisely gave us that."
Robert Axelsson, CEO at Ventla
The Solution
A platform built for structured contract workflows
The relationship between Ventla and Precisely was already in place when the decision to switch was made. Precisely's strength as a more capable CLM platform, with structured approval logic, organised archiving, and a deep HubSpot integration, made it the right fit for where Ventla was heading.
Ventla now uses three core parts of the Precisely platform: workflow templates, the HubSpot integration, and the contract archive.
Contracts from HubSpot, in a few clicks
The centrepiece of Ventla's setup is the HubSpot integration. When a deal reaches the right stage, the sales team can draft a contract directly from the deal page. Counterparty information, product details, and pricing flow in automatically from HubSpot data. No manual re-entry, no risk of transcription errors.
The integration goes beyond contract creation. Contracts are visible throughout their lifecycle directly from the HubSpot deal page, with real-time status updates across stages such as review, approval, and pending signature, all without leaving HubSpot.
Where a deal requires sign-off before a contract can proceed, approval flows are triggered automatically from within HubSpot. The sales rep does not need to switch tools or manually notify anyone. The right person in Legal or management receives a notification and approves directly in Precisely, while the sales rep continues working in HubSpot.
The goal is for the entire process, from draft through approval to signing, to be completable without the sales rep needing to open Precisely itself. The contract is initiated in HubSpot, the data is pulled from the trusted CRM record, and the agreement goes out for signing.
"Previously, every new deal meant a manual step outside our sales process. Now we create the contract directly from the deal in HubSpot, with all the information already filled in. It has removed an entire step from our day-to-day."
Robert Axelsson, CEO at Ventla
How Legal stays in control without being in every room
Giving Sales the ability to manage contracts end-to-end does not mean Legal steps back. It means Legal's rules are built into the system, so they apply automatically, every time.
In Ventla's setup, this works on several levels. Contract templates contain locked clauses that Sales cannot modify, regardless of whether they are working from HubSpot or directly in Precisely. The legal language is defined once, by Legal, and protected from that point forward.
Conditional logic in the templates handles variation automatically. If a deal involves a specific product type, region, or contract value, the right clauses and approval paths are triggered without Sales needing to make that call. Legal defines the rules in advance; the system enforces them on every contract.
And behind all of it, every action, approval, and signature is recorded in an immutable audit trail. Legal can see exactly what was sent, who approved it, and when, without needing to be involved in the process itself.
"What is smart about Precisely is that we can give the sales team full freedom to manage the contract process, without Legal losing control. Locked clauses, approval flows, and a complete audit trail mean we always know what has been sent and that it is correct."
Robert Axelsson, CEO at Ventla
An archive built for the long term
When Ventla moved from OneFlow, all 900 of their legacy contracts were imported into the Precisely archive in a single bulk import. Metadata tags were applied to make those contracts searchable from day one.
The archive is structured in folders with clear access policies. Contracts are organised by country, with access rights set at the folder level, so each team member sees exactly what is relevant to them. All related documents, including appendices, are stored under a single file link per contract, rather than as separate files. Signed contracts are stored in PDF/A format, an ISO standard for long-term archiving that ensures the record remains legally sound and accessible regardless of which tools Ventla uses in the future.
Automatic reminders tied to contract metadata mean the team is notified before agreements expire, so no renewal is missed, whether the contract was created last month or imported from years ago.
The Result
Ventla now has a contract process that matches how their business actually works. Sales drafts from HubSpot. Legal stays in control without being the bottleneck. The archive is complete, searchable, and built to last.
Moving to a more capable CLM platform has reduced friction at every step, from drafting to signing to finding a contract months later. Both teams now have the confidence that the process is consistent, compliant, and traceable.
Why Precisely
For sales-led teams working out of HubSpot or any other CRM, Precisely removes the boundary between CRM and contract. Data flows in from the deal. Legal's rules run in the background. Signed contracts land in a structured, audit-ready archive. The sales team never leaves their workflow. Legal never loses visibility.
If your team lives in HubSpot and your contract process lives somewhere else, book a demo to see how Precisely bridges the gap.
