CPQ System

Streamline your sales process with pricing calculators, automated quotes, and product tracking on leads and deals.

What Is CPQ?

CPQ (Configure, Price, Quote) lets you create interactive pricing experiences that automatically calculate costs and generate professional quotes. The system consists of three core components:

• Products - Your catalog of products and services with pricing

• Pricing Calculators - Configurable tools that calculate prices based on customer inputs

• Quotes - Professional pricing documents generated from calculator configurations

Getting Started

Prerequisites

Before using CPQ features, enable the Products module:

1. Navigate to Settings > Platform Settings

2. Find the Products module

3. Toggle it to Enabled

Once enabled, "Products" appears in your main navigation menu.

Creating Your Product Catalog

Products are the foundation of your CPQ system. Each product represents something you sell - whether physical goods, software licenses, or services.

Adding a Product

1. Navigate to Products in the main menu

2. Click Add Product

3. Fill in the product details:

   • Name: A clear, descriptive name

   • SKU: Optional unique identifier

   • Description: What the product includes

   • Price: The base price in cents (e.g., 9900 for $99.00)

   • Billing Type: One-time or recurring

   • Billing Period: For recurring products - monthly, quarterly, or yearly

4. Click Save

Product Status

Products have two states:

Creating Pricing Calculators

Pricing calculators allow you to build interactive pricing experiences that automatically calculate costs based on customer inputs.

Step 1: Create a Calculator

1. Go to Products > Calculators tab

2. Click Create Calculator

3. Enter a name for your calculator

4. Select a currency

Step 2: Add Input Fields

Input fields capture information from users to customize pricing:

Number Fields

• Great for quantities, user counts, storage amounts

• Configure min/max values and step increments

Checkbox Fields

• Perfect for optional features or add-ons

• Toggle specific products on/off

Dropdown Fields

• Ideal for plan selections or tiers

• Each option can have a different value

Step 3: Add Products to Calculator

Associate products with your calculator and configure how quantities are determined:

1. Click Add Product

2. Select a product from your catalog

3. Configure the quantity formula:

   • Fixed: Always include a specific quantity

   • Variable-based: Quantity equals a field value (e.g., number of users)

   • Conditional: Include only when certain conditions are met

Optional Products: Mark products as optional to let customers choose whether to include them. You can also set defaults for optional products.

Step 4: Configure Formulas (Advanced)

For complex pricing scenarios, add formulas to apply discounts, taxes, or surcharges:

Formulas can be:

• Fixed amount: A specific dollar amount

• Percentage: A percentage of the subtotal

Step 5: Configure Display Settings

Under Settings, configure how the calculator appears:

• Billing Mode: Single period or switchable between monthly/quarterly/yearly

• Period Discounts: Offer discounts for longer commitments (e.g., 15% off yearly billing)

Step 6: Set Submission Mode

Choose what happens when someone uses your calculator:

Step 7: Publish

When ready, set the calculator status to Live to make it available for use.

Generating Quotes

Quotes are formal pricing documents created from calculator configurations.

Creating a Quote from a Lead

1. Open a lead's detail view

2. Go to the Quote tab

3. If the lead doesn't have a quote, you'll see available calculators

4. Select a calculator and configure the inputs

5. Click Create Quote

The quote attaches automatically to the lead, and the quote total syncs to the deal value when a deal is created.

Creating a Quote from a Deal

1. Open a deal's detail view

2. Go to the Quote tab

3. Select a calculator and configure inputs

4. Click Create Quote

Editing Quotes

If the calculator hasn't been modified since the quote was created:

1. Open the Quote tab

2. Click Edit Quote

3. Adjust the inputs

4. Click Update Quote

The deal value automatically updates to reflect the new quote total.

Quote Staleness

If a calculator has been modified after a quote was created, the quote is marked as "outdated." You'll need to create a new quote using the updated calculator.

Annual Contract Value (ACV)

When a quote attaches to a deal, the deal value is set to the Annual Contract Value:

Period discounts apply to the ACV calculation.

Working with Products on Leads and Deals

Manual Product Attachment

You can manually attach products to leads and deals without using a quote:

1. Open a lead or deal

2. Go to the Products section

3. Click Add Product

4. Select a product and quantity

5. Click Save

Note: You cannot have both manual products and a quote on the same lead/deal.

Product Sources

Products on leads and deals track their source:

Viewing Product Totals

The Products section shows:

• Individual product line items with quantities and prices

• Total value of all products

Partnership CPQ Access

How CPQ features work depends on your partnership type.

Referral Partnerships

When you send a lead: Your partner uses their products/calculators (you can view but not edit)

When you receive a lead: You use your products/calculators (full access)

Reseller Partnerships

Always use the vendor's products and calculators:

• Vendor: Full CPQ access

• Reseller: Can view and create quotes using vendor's CPQ

Distributor Partnerships

Similar to reseller - always use vendor's CPQ. The vendor company's products and calculators are used throughout the distribution chain.

Troubleshooting

Products Menu Not Visible

Check if enabled: The Products module must be enabled in Settings > Platform Settings.

Quote Marked as "Outdated"

Calculator was modified: The calculator used to create the quote has been updated. Create a new quote to use the updated calculator configuration.

Cannot Edit Partner's Quote

Partnership direction: For referral partnerships where you sent the lead, your partner controls the quote. You have read-only access.

Cannot Add Products to Lead with Quote

Mutual exclusivity: Quotes and manual products are mutually exclusive. Either update the quote (if the calculator is still current) or delete the quote before manually adding products.

Deal Value Doesn't Match Quote Total

ACV calculation: The deal value is set to the Annual Contract Value (ACV), not the quote total. Check the billing period - for monthly quotes, ACV = quote total x 12.

Limitations

• Quantity values must be between 1 and 10,000

• Calculators must be "Live" status to create quotes

• Only one quote per lead/deal

• Quote editing requires unchanged calculator

Best Practices

Start with Products

Build your product catalog before creating calculators. Well organised products make calculator setup easier.

Test Before Publishing

Use the preview feature to test calculators before setting them to Live status.

Use Meaningful Names

Name calculators clearly so users know which to select:

• Good: "Enterprise SaaS Pricing Calculator"

• Avoid: "Calculator 1" or "Test"

Document Complex Formulas

Add descriptions to complex formulas for future reference and team understanding.

Monitor Quote Conversions

Review quote-to-deal conversion rates to optimize pricing and identify successful patterns.