Quote-to-Order Lite Workflow

Quote To Order

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

Introduction

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 efforts 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

Instant Quote Generation

• Quickly create accurate and detailed quotes for subscription-based products and services in just a few clicks, improving sales cycle times and reducing errors.

Seamless Service Configuration

• Easily configure and customize subscription services, ensuring they are tailored to customer requirements while aligning with your internal business processes.

Order Fulfillment Automation

• Automate the entire order fulfillment process, allowing for faster processing and reducing manual intervention, which enhances operational efficiency and reduces time-to-delivery.

License Assignment Workflow

• Simplify the assignment and management of subscription licenses through a streamlined, automated workflow, making it easier for sales teams to handle subscription-based offerings.

Custom Invoice Generation

• Generate invoices based on fulfilled orders, ensuring timely and accurate billing that aligns with the customer’s subscription plan and order details.

Subscription Product Integration

• Integrate Salesforce subscription products with rate cards and sync them to ensure pricing consistency and manage custom price books for a more granular approach to subscription pricing.

Sync to Opportunity

• Trigger synchronization of the primary quote to the related opportunity, automatically updating opportunity details and providing sales teams with the latest information.

Customizable Rate Cards and Price Books

• Create and sync custom rate cards for subscription products, ensuring flexibility in pricing and maintaining historical pricing data for accurate billing.

Installation and Setup

Prerequisites

• This add-on package requires PSC QuoteX version 1.75 or higher to be installed and requires add-on package Percent Of Total version 0.5 or higher to be installed.
• 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.
• If you have an active license but your current version of PSC QuoteX is below 1.75, you must upgrade to version 1.75 or higher before you can install this add-on.

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

• Open the installation URL in your browser.
• Log in to the Salesforce org where you want to install the package.
• Select Install for All Users to apply the package with a sitewide license.
• Check the box for I acknowledge... since this managed package is not listed on AppExchange.
• 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 functionality. These permissions enable users to manage subscription products, configure rate cards, sync quotes with opportunities, and process orders seamlessly. Each item below highlights the purpose of the object or field, followed by configuration details:

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

• PSC Region: We are enhancing the functionality of the PSC Region by repurposing it to not only serve its existing purpose but also to establish a direct association 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 effectively.
• Purpose: Enables linking subscription products to specific region record, facilitating using a region record as Subscription Product
• Action: Assign Read and Edit permissions to manage region-product associations effectively.

• PSC Rate Card: To align service roles with Salesforce native products, additional fields have been introduced in the PSC Rate Card Object to establish a connection with Salesforce native products. A checkbox has also been added to trigger the synchronization process.
• Purpose: Syncs rate cards with Salesforce products and tracks custom price book entries.
• Action: Provide Read and Edit access to configure rate cards and maintain price synchronization.

• PSC Quote Request: To enable the 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 will update the opportunity with the latest values from the quote and refresh it accordingly.
• Purpose: Triggers sync actions to update opportunities based on approved quotes.
• Action: Ensure Read and Edit permissions are granted for managing quote requests.

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

• Opportunity Product:
• Purpose: Displays detailed information about subscription products associated with an opportunity.
• Action: Provide Read and Edit permissions for enhanced visibility and management of product details. Ensure all the psce_ext namespace field are having read and edit permission. (attention Discount Amount in below screenshot)

• Order: To facilitate the transformation and migration of values from Opportunity to Order, new fields have been introduced in the Order object
• Purpose: Captures key subscription data such as Net Amount and Additional Discounts for invoicing and fulfillment.
• Action: Assign Read and Edit access to these fields to track order details accurately.

• Order Fulfillment: For more complex process, feel free to use Native FulfillmentOrder object by Salesforce.
• Purpose: Facilitates managing the end-to-end order fulfillment process.
• Action: Grant full CRUD (Create, Read, Update, Delete) permissions to ensure complete control over order processing.

• PSC Timeline Resource: 
• Purpose: Provide read and edit access to the new `psce_ext` namespace fields in the PSC Timeline Resource. 
• 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.

• Order Product: 
• Purpose: Provide read and edit access to the fields in the Order Product to manage order-related details effectively. 
• Action: Grant Read and Edit permissions to ensure users can view and update relevant information in the Order Product as needed. 

Once the necessary permissions have been provided, we can proceed to update the layouts to ensure users can easily operate and utilize these new features. This will enhance the user experience by making the new functionality accessible and streamlined for efficient use.

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

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

• PSC Quote Request Layout:
• Update: Add the sync trigger checkbox to enable quote updates to reflect in opportunities.
• Purpose: Facilitates automated updates for improved accuracy and efficiency.

• Opportunity Layout:
• Update: Include fields like Net Amount and Additional Discounts for tracking financial details related to subscription products.
• Purpose: Ensures sales teams can manage and review key financial data effectively.

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



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

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

Since QuoteX allows you to 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’s 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 SFDC IDs in the custom setting fields (PSC System Settings) highlighted in the screenshots.

Lets see, how to create a rate card and it syncs with Salesforce Products. (Similar logic for Update)

Simply, create a new rate card or update a rate card, with logic

1. Any of these changes or conditions occur:

• The Resource Role field is changed.
• The Resource Level field is changed.
• The Account field is changed.
• The Region field is changed.
• The Practice field is changed.
• The Suggested Bill Rate field is changed.
• The Product field is blank.
• The record is new.

AND

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

Creating and Syncing Rate Cards

• Create a New Rate Card
• Define the Resource Role, Level, Region, Practice, and Suggested Bill Rate.

Sync Conditions

• Sync occurs when any of the following changes:
• Resource Role
• Suggested Bill Rate
• The Sync with Salesforce Products checkbox is checked.
• Resource Level
• Account
• Region
• Practice

Using this logic, we are creating a new rate card, as shown below. In the following screenshot, you'll see that 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.

How to Use

Subscription Products Setup

• Recommend to Add "Software Product" or "Subscription Product" to the global picklist for roles.
• Create a Salesforce product, mark it as a subscription product, and define the plan, as shown below:

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

Simply 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 will bypass the general product lookup on the rate card during subsequent processes, effectively ignoring it for subscription products.

Quote Example 1: Service Role Quote

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

• After quote approval, trigger sync to update the opportunity

• Notice that the opportunity with Net Amount and products etc in the below screen shot

• Related Opportunity Product Record View

Quote Example 2: Subscription Product Quote

• A subscription product which is having Sidewide plan for 12 months.

• Once the quote is approved, we trigger the sync to opportunity.

• Notice the opportunity in the screen shot below

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

That's it! As you can see, we have seamlessly created the subscription and service role-based quotes. Now, you can effortlessly create the order by simply clicking the "Create Order" button from here.