Quote-to-Order Lite Workflow

Published on June 29, 2026 QuoteX

Quote To Order Lite

This add-on is available for a one-time purchase for all active QuoteX Subscribers.

What Is Quote To Order Lite?

The QuoteX Add-On is designed to revolutionize the subscription product lifecycle by seamlessly integrating quote-to-order processes within Salesforce. This comprehensive solution simplifies the way businesses manage subscription products and services, from generating accurate quotes to order fulfillment and invoicing. By automating key workflows and utilizing Salesforce's native capabilities, QuoteX enhances the speed and accuracy of sales operations, ensuring faster delivery and higher customer satisfaction.

This add-on empowers sales teams to configure, quote, and manage subscription-based products effortlessly while reducing manual effort and ensuring accuracy in every step. With integrated automation and intuitive interfaces, QuoteX allows for the creation of subscription quotes, synchronization with Salesforce opportunities, and efficient order management, all within the familiar Salesforce environment.

Key Features

Prerequisites

1. This add-on requires QuoteX version 1.85 or higher to be installed, and requires the add-on package Percent Of Total version 0.5 or higher to be installed.
2. An active license for PSC QuoteX is necessary to install this add-on. If you do not have an active license, installation will not be possible.
3. If you have an active license but your current version of QuoteX is below 1.85, you must upgrade to version 1.85 or higher before you can install this add-on.

Important: Without an active PSC QuoteX license and the minimum package versions above, the installation cannot proceed.

Installation Steps

With the installation URL provided, you have 15 days to set up and trial the package. Use this URL to proceed with the installation.

1. Open the installation URL in your browser.
2. Log in to the Salesforce org where you want to install the package.
3. Select Install for All Users to apply the package with a sitewide license.
4. Check the box for I acknowledge... since this managed package is not listed on AppExchange.
5. Click Install to complete the process.

After successful installation, configure QuoteX to unlock its full capabilities.

Permissions Setup

Grant Read and Edit access to the following new fields and objects to ensure smooth operation of the QuoteX Add-On. These permissions enable users to manage subscription products, configure rate cards, sync quotes with opportunities, and process orders seamlessly. Each item below explains the purpose of the object or field and the action required.

Product2 (Salesforce Native Product)

To distinguish a product record as a subscription product with plans such as sitewide or per-user, new fields have been added to the Product2 object (native Salesforce product).

1. Purpose: Allows marking a product as a subscription product and defining its associated plan.
2. Action: Grant Read and Edit permissions to ensure users can manage subscription-specific configurations.

Product2 field permissions for subscription configuration.

PSC Region

The PSC Region is being enhanced so that, in addition to its existing purpose, it can be directly associated with subscription products. This expansion allows for a more integrated approach, enabling the PSC Region to play a pivotal role in managing and linking subscription-based offerings.

1. Purpose: Enables linking subscription products to a specific region record, so that a region record can be used as a Subscription Product.
2. Action: Assign Read and Edit permissions to manage region-product associations effectively.

PSC Region field permissions for region-product association.

PSC Rate Card

To align service roles with Salesforce native products, additional fields have been introduced on the PSC Rate Card object to connect it with Salesforce native products. A checkbox has also been added to trigger the synchronization process.

1. Purpose: Syncs rate cards with Salesforce products and tracks custom price book entries.
2. Action: Provide Read and Edit access to configure rate cards and maintain price synchronization.

PSC Rate Card field permissions for product sync.

PSC Quote Request

To enable synchronization of the primary quote to the opportunity directly from a quote request, new fields have been added to the PSC Quote Request object under the psce_ext namespace. Allow users to trigger the sync by selecting the appropriate checkbox. Once selected, the synchronization process updates the opportunity with the latest values from the quote and refreshes it accordingly.

1. Purpose: Triggers sync actions to update opportunities based on approved quotes.
2. Action: Ensure Read and Edit permissions are granted for managing quote requests.

PSC Quote Request field permissions for the sync trigger.

Opportunity

1. Purpose: Includes fields such as Net Amount and Additional Discounts for tracking subscription-related financial details.
2. Action: Grant Read and Edit access to these fields for visibility and updates during the sales process.

Opportunity field permissions for Net Amount and Additional Discounts.

Opportunity Product

1. Purpose: Displays detailed information about subscription products associated with an opportunity.
2. Action: Provide Read and Edit permissions for enhanced visibility and management of product details. Ensure all psce_ext namespace fields have Read and Edit permission.

Attention: Pay particular attention to the Discount Amount field in the screenshot below.

Opportunity Product field permissions, including Discount Amount.

Order

To facilitate the transformation and migration of values from Opportunity to Order, new fields have been introduced on the Order object.

1. Purpose: Captures key subscription data such as Net Amount and Additional Discounts for invoicing and fulfillment.
2. Action: Assign Read and Edit access to these fields to track order details accurately.

Order field permissions for subscription data.

Order Fulfillment

For more complex processes, feel free to use the native FulfillmentOrder object provided by Salesforce.

1. Purpose: Facilitates managing the end-to-end order fulfillment process.
2. Action: Grant full CRUD (Create, Read, Update, Delete) permissions to ensure complete control over order processing.

Order Fulfillment object permissions with full CRUD access.

PSC Timeline Resource

1. Purpose: Provide Read and Edit access to the new psce_ext namespace fields in the PSC Timeline Resource.
2. Action: Grant Read and Edit permissions specifically for the fields introduced under the psce_ext namespace in the PSC Timeline Resource to ensure seamless functionality.

PSC Timeline Resource field permissions for psce_ext fields.

Order Product

1. Purpose: Provide Read and Edit access to the fields on Order Product to manage order-related details effectively.
2. Action: Grant Read and Edit permissions so users can view and update relevant information on Order Product as needed.

Order Product field permissions.

Once the necessary permissions have been provided, proceed to update the layouts so users can easily operate and use these new features.

Layout Updates

To maximize usability and ensure all relevant fields are accessible during the Quote-to-Order process, update the layouts of the following Salesforce objects as detailed below.

Product2 Layout

1. Update: Add fields related to subscription product setup, such as the subscription flag and plan details.
2. Purpose: Enables users to define and view subscription-specific configurations directly within the product layout.

Product2 layout with subscription fields added.

PSC Rate Card Layout

These rate cards serve as custom price book entries, allowing you to define multiple entries for each product, currency, and end date. This setup ensures historical data can be maintained within this object, which is not possible with standard Price Book Entry functionality.

1. Update: Include fields to allow synchronization between rate cards and Salesforce products.
2. Purpose: Simplifies the process of configuring rate cards and maintaining consistent pricing information.

PSC Rate Card layout with sync fields added.

PSC Quote Request Layout

1. Update: Add the sync trigger checkbox to enable quote updates to reflect in opportunities.
2. Purpose: Facilitates automated updates for improved accuracy and efficiency.

PSC Quote Request layout with the sync trigger checkbox.

Opportunity Layout

1. Update: Include fields such as Net Amount and Additional Discounts for tracking financial details related to subscription products.
2. Purpose: Ensures sales teams can manage and review key financial data effectively.

Opportunity layout with Net Amount and Additional Discounts.

Opportunity Product Layout

1. Update: Display fields that show subscription-related details to provide enhanced visibility for associated products.
2. Purpose: Allows users to manage and track subscription products more effectively within the context of an opportunity.

Opportunity Product layout with subscription fields.

Order Layout

1. Update: Add fields that capture subscription-specific details such as Net Amount and Additional Discounts for fulfillment and invoicing.
2. Purpose: Streamlines the order management process, ensuring accurate financial tracking and reporting.

Order layout with subscription fields.

Order Product Layout

1. Update: Display fields that show subscription-related details to provide enhanced visibility for associated products.
2. Purpose: Allows users to manage and track subscription products more effectively within the context of an Order.

Order Product layout with subscription fields.

Zero-Value Products and System Settings

QuoteX lets you define and capture various costs such as Percent of Total (e.g., Tech Fee, Admin Fee), Travel & Expenses, Professional Service Fees (for external resources), and Other Costs. It is therefore essential to have a native Salesforce product that defines a zero-value price book entry for each of these products in every available currency.

For example, as shown in the screenshots below, create products for items like Technology Fee, and then define those product Salesforce IDs in the custom setting fields (PSC System Settings) highlighted in the screenshots.

Example of a zero-value product with a price book entry.

PSC System Settings fields where the product IDs are defined.

Completed PSC System Settings configuration.

Creating and Syncing Rate Cards

Here is how to create a rate card and sync it with Salesforce Products. The same logic applies when updating a rate card.

Create a new rate card or update an existing one. The sync runs when both of the following are true:

1. Any of these changes or conditions occur:

1. The Resource Role field is changed.
2. The Resource Level field is changed.
3. The Account field is changed.
4. The Region field is changed.
5. The Practice field is changed.
6. The Suggested Bill Rate field is changed.
7. The Product field is blank.
8. The record is new.

AND

2. The Sync with Salesforce Products field is set to true.

Step-by-Step

1. Create a new rate card.
2. Define the Resource Role, Level, Region, Practice, and Suggested Bill Rate.

Creating a new rate card with role, level, region, practice, and bill rate.

Sync Conditions

The sync occurs when any of the following changes:

1. Resource Role
2. Suggested Bill Rate
3. The Sync with Salesforce Products checkbox is checked
4. Resource Level
5. Account
6. Region
7. Practice

Using this logic, we create a new rate card, as shown below. In the following screenshot, a corresponding Salesforce product has been automatically created with the respective price book entry, and the rate card has been successfully associated with the product.

Rate card linked to the auto-created Salesforce product and price book entry.

How to Use

Subscription Products Setup

1. We recommend adding "Software Product" or "Subscription Product" to the global picklist for roles.
2. Create a Salesforce product, mark it as a subscription product, and define the plan, as shown below.

Product marked as a subscription product with its plan defined.

1. Link the product to a region record marked as a subscription product.

Product linked to a region record marked as a subscription product.

1. Create a rate card using this region record to indicate that it is a subscription product.

If the region record is identified as a subscription product, the system bypasses the general product lookup on the rate card during subsequent processes, effectively ignoring it for subscription products.

Rate card created with the subscription region record.

Quote Example 1: Service Role Quote

1. Sell roles (e.g., 4 electricians for 10 weeks) in a project.

Service role quote with resource roles and durations.

1. After quote approval, trigger the sync to update the opportunity.

Triggering the sync from the approved quote.

1. Notice the opportunity with its Net Amount, products, and related details in the screenshot below.

Opportunity updated with Net Amount and products.

1. Review the related Opportunity Product record.

Opportunity Product record view.

Quote Example 2: Subscription Product Quote

1. Create a quote for a subscription product with a sitewide plan for 12 months.

Subscription quote with a 12-month sitewide plan.

1. Once the quote is approved, trigger the sync to the opportunity.

Triggering the sync for the approved subscription quote.

1. Notice the opportunity in the screenshot below.

Opportunity updated from the subscription quote.

1. Pay attention to the screenshot below, which highlights the fields populated on the Opportunity Product for subscription products.
2. This ensures users understand all the details provided for better clarity.

Opportunity Product fields populated for a subscription product.

That's it! You have now created both subscription and service role-based quotes. You can create the order by simply clicking the "Create Order" button from here.

Knowledge Article Number: KA-00059