Quote to cash
Connect a configured proposal to its approvals, executed terms, fulfilled order and reconciled invoice.
8 stages · 4 approvals
Roles and responsibilities
-
Step 1Configure
Quote NumberOwnerAccountGrand Total
-
Step 2Approve
QuoteQuote AccountQuote OwnerQuote Grand Total
-
Step 3Send
Quote NumberOwnerAccountGrand Total
-
Step 4Contract
QuoteContractDocument TypeRecipientContract
-
Step 5Order
Sales Order NumberAccountQuoteContract
-
Step 6Schedule
ScheduleDescriptionScheduled DateService Period Start
-
Step 7Invoice
Invoice NumberAccountCustomer PONumberInvoice Date
-
Step 8Collect
Credit Memo NumberInvoiceAccountReasonService credit
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Configure
Sales Rep starts from the account or opportunity, resolves imported product mappings and selects options and bundles. Configuration checks reconcile required components. Pricing allocates line, header and promotion discounts across the commercial term, with floors, costs, service dates and billing milestones reviewed on a consistent basis.
Approval required
Approve
Sales Manager decides the applicable manager-tier concession, Executive Approver decides assigned upper-tier or floor exceptions, and Deal Desk decides assigned special terms. Each decision binds the immutable submitted revision. An automatic band proceeds only when every other required check is satisfied.
Send
Sales Rep sends the approved document and monitors the exact envelope. Required signature completion and buyer evidence are validated against that revision; stale or voided callbacks cannot accept a replacement proposal. ForReview acceptance retains the buyer's written evidence and still waits for any required contract signature.
Approval required
Contract
Deal Desk verifies the agreement against the executed quote, or reviews and obtains the contract signature for the ForReview path. Operative renewal and service terms were disclosed before signature. One-time no-term sales skip contract creation while retaining their accepted quote authority.
Approval required
Order
Deal Desk confirms the exact allocated quantity and value, required purchase order, addresses, contract readiness and credit exposure. Confirmed uninvoiced commitments consume available credit. Release sends the frozen configuration to fulfillment; uncertain delivery outcomes are reconciled before retry.
Approval required
Schedule
Billing Specialist reviews the line-level net billing obligations, service periods and milestone triggers against the released allocation, then activates the schedule. Shipment and customer acceptance retain distinct evidence. A commercial change requires renewed authority rather than an arbitrary schedule edit.
Invoice
Billing Specialist runs eligible due work from Active schedules. Each obligation is claimed once and tax is finalized before issue. Actual accounting acknowledgment is recorded separately, and sending follows the configured acknowledgment policy. Retrying an acknowledgment cannot create another local invoice or remote posting.
Collect
Billing Specialist applies same-account payments within remaining balances and follows overdue work. Credits retain eligible invoice-line value and the required approval; surplus becomes account credit. Returns and refunds use linked confirmed financial effects, preserving the original cash and invoice history.
Approvals and exception handling
4 approvals required in this process
-
Approve
Sales Manager or Executive Approver or Deal Desk signs when required · send waits
QuoteVersions, QuoteVersionLines, QuoteDiscountAllocations, DiscountApprovalSteps, ApprovalDelegations -
Contract
Deal Desk signs for term agreements · order waits
Contracts, ContractLines, QuoteVersions, EQuoteEnvelopes -
Order
Deal Desk signs · schedule waits
SalesOrders, SalesOrderLines, OrderAllocations, Accounts, EventDeliveries -
Schedule
Billing Specialist signs · invoice waits
InvoiceSchedules, InvoiceScheduleLines, FulfillmentEvents - Accepted quantitiesAllocated net amounts remain conserved through staged orders, schedules and invoices.
- Quote changes create reviewed revisions; accepted changes use linked amendments.
- Signing, contract verificationOrder release and schedule activation retain their separate evidence.
- Duplicate events reuse the original resultUncertain remote outcomes require reconciliation before retry.
When the process needs attention
-
exception
Approve
Sales Manager decides the applicable manager-tier concession, Executive Approver decides assigned upper-tier or floor exceptions, and Deal Desk decides assigned special terms.
-
late
Collect
Billing Specialist applies same-account payments within remaining balances and follows overdue work.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Configure | QuotesQuoteLinesQuoteLineOptionsQuoteDiscountsBillingMilestones | Complete commercial proposal prepared |
| 2 Approve | QuoteVersionsQuoteVersionLinesQuoteDiscountAllocationsDiscountApprovalStepsApprovalDelegations | Required decisions bind the submitted revision |
| 3 Send | EQuoteEnvelopesEQuoteEventsQuotesBusinessEvents | Exact sent revision and buyer evidence retained |
| 4 Contract | ContractsContractLinesQuoteVersionsEQuoteEnvelopes | Executed agreement verified where required |
| 5 Order | SalesOrdersSalesOrderLinesOrderAllocationsAccountsEventDeliveries | Accepted scope confirmed and released |
| 6 Schedule | InvoiceSchedulesInvoiceScheduleLinesFulfillmentEvents | Reconciled billing plan activated |
| 7 Invoice | InvoicesInvoiceLinesInvoiceScheduleLinesEventDeliveries | Eligible obligations billed and posting reconciled |
| 8 Collect | PaymentsPaymentApplicationsCreditMemosFinanceAdjustmentsAccountCreditApplications | Effective cash, credit and correction balances retained |
Process reports
All reportsRenewal Outcomes
Expiring contract terms from RenewalDecisions: completed renewal, evidenced nonrenewal, expired or unresolved. Before/after ARR uses effective renewable ContractLines and the signed price basis/uplift, excluding one-time items and repeated term generation.
Quote Velocity
Elapsed time from Quotes.CreatedAt to each frozen version SentAt and valid acceptance/decline/expiry. Provider recipient views/signatures are distinct from full envelope completion; deduplicate EQuoteEvents by source key and retain unresolved attempts separately. Slice by owner, family and provider; no fabricated terminal time for still-open work.
Bundle Attach Rate
For each bundle or promotion, eligible quote versions with that bundle attached divided by eligible evaluated quote versions; show denominator and exclude duplicate evaluations. Revenue and margin come from final allocated bundle-group value and all component costs; unknown-cost coverage remains visible.
Bookings by Period
Accepted, executed and verified commitments recognized under the selected booking policy, with written acceptance awaiting signature shown separately. Original/add amounts, signed replacement/cancellation ChangeAmount and renewals are distinct; reconcile ContractLines, accepted versions and order allocations without double-counting staged orders or replacement states. Report ARR as run rate, not cash or revenue recognition.
Billing Backlog
Accepted released allocation net amount less issued schedule consumption, by account/contract/service period. Separate active due plans, pending milestones, inactive schedules and released amounts without a plan; credit memos do not silently make the same obligation billable again.
Invoice Aging
Positive finalized issued invoice Balance in current, 1–30, 31–60, 61–90 and over-90 days past DueDate as of a stated date/timezone. Show retained unapplied cash and available account credit separately; exclude Draft/Void artifacts and unconfirmed reversals/refunds.
Days Sales Outstanding
For a stated rolling period: end-of-period gross receivables divided by net credit sales during that period times period days. Use finalized issued invoice totals less issued credits as sales, with cash sales excluded by the frozen Invoices.SaleType classification; denominator zero/negative yields unavailable. Payment/application dates provide separate actual days-to-settle cohorts, not a substitute DSO formula. No GL or revenue-recognition result is implied.
Run by an agent
Agent support
Configure human approval actions separately from assistant preparation. Discount and terms decisions, contract verification, order confirmation and release, schedule activation and credit decisions stay with authorized people. An assistant cannot grant itself delegation, change an accepted proposal, treat a missing provider response as success or turn a suggested cash match into an approved correction.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› quote to cash · configure on Quotes, QuoteLines, QuoteLineOptions, QuoteDiscounts, BillingMilestones
✓ Sales Rep starts from the account or opportunity, resolves imported product mappings and selects options and bundles.
› quote to cash · approve on QuoteVersions, QuoteVersionLines, QuoteDiscountAllocations, DiscountApprovalSteps, ApprovalDelegations
⏸ approval when required · waiting for the sales manager or executive approver or deal desk
# 6 more stages after approval: send, contract, order, schedule, invoice, collect
Other processes
5 moreConfigure and price
Build a complete product configuration and a traceable price before submitting the quote for review.
6 stages · 0 approvals
Discount approval
Review concessions and terms against the complete proposal, with clear authority, delegation and revision history.
6 stages · 1 approval
Acceptance to order
Verify the executed sale and release only the quantities, terms and value the buyer authorized.
6 stages · 2 approvals
Schedule to invoice
Activate the agreed billing plan, issue each obligation once and reconcile cash and credits to the account.
6 stages · 2 approvals
Renewal
Prepare the next service term from current contracted entitlements and the renewal terms the buyer accepted.
6 stages · 2 approvals