Products & quotes

Build an offer with the right products, a defensible price and clear technical and commercial approvals.

Pending Quote ApprovalsQuotesApproval conditions
Approval conditions

Visible to: CPQ Admin, Sales Manager. Visibility does not establish approval authority.

PendingApproval
  • QTS-10935 OPP-57685
  • QTS-35894 OPP-89311
  • QTS-92807 OPP-24007
  • QTS-61562 OPP-89331
  • QTS-21518 OPP-79107
QTS-10935
Opportunity
OPP-57685
TotalAmount
24,694.95
Currency
CRR-11315
TotalDiscountPercent
10,460.47
PreparedBy
CH

Approval conditions.

Records in this module

Price the actual commercial unit

Products distinguish one-time purchases, subscriptions and usage charges. The selected unit and cadence describe what the price buys: an item, seat, service hour, recurring period or measured usage unit. The offer retains the quantity, committed periods and any agreed proration.

Price books belong to a selling entity and currency with an effective interval. Each product entry supplies its authorized price and approval boundaries. Missing or overlapping applicable entries require resolution before an offer is released; the rep cannot insert a convenient list price to conceal a discount.

CPQ Admin prepares product, price and technical-rule changes. Independent domain approval activates them. Technical rule authority does not give CPQ Admin authority to approve a deeper commercial discount or their own rule change.

Check the proposed configuration

Configured products retain selected options and the versions of the applicable dependency, compatibility and quantity rules. The result explains which combinations passed and which need resolution. A later rule edit cannot change what was reviewed on a sent quote.

Unresolved conflicts remain visible. A technical exception approves only its recorded configuration scope and does not waive price, tax or signature requirements. Conversely, a commercial discount decision cannot turn an invalid product combination into a supported solution.

ReviewResponsible decision
Standard valid configurationApply the active technical rules to the chosen offer
Nonstandard technical scopeIndependent CPQ Admin reviews the exact exception
Commercial discountEligible Sales Manager reviews the line and authority
Changed accepted termsPrepare a successor version for the appropriate review

Review every line's discount

The quote resolves the authorized list price, calculates the offered net price once and extends it over the agreed quantity and committed term. Its overall discount is a disclosure; each line must independently satisfy the applicable boundary.

An eligible Sales Rep may release a standard offer within the inclusive self-release ceiling and every other policy check. Above that ceiling, an independent Sales Manager needs both the applicable line authority and personal authority. A missing limit does not create unlimited discretion. Deeper exceptions follow the protected commercial policy or return for revision.

Pending Quote Approvals shows the exact work awaiting a commercial or technical decision. The record retains the preparer, material editors, actual approver and reviewed policy. Assigning the same person a different role cannot make their review independent.

Keep term value and estimates distinct

One-time charges extend over their purchased quantity. Recurring charges use the accepted cadence, service interval and proration. Committed usage minimums can form part of the agreed value; uncommitted future usage remains a labeled estimate. The minimum and later measured usage share one period charge, reduced by prior billing.

Tax evidence identifies whether the proposal contains an estimate or an authoritative assessment. The customer-facing total and terms disclose that basis. Missing required tax evidence remains unresolved, while a material change to the commercial total follows the required renewed review.

Currency, charge unit, rule version and rounding travel with each line. Conversion to an accepted contract preserves the net amount without applying the quote discount again. Staged ordering and billing later consume portions of that accepted value.

Send the version that was approved

Submission freezes the material product, price, quantity, term, configuration and signer basis. A revision replaces the offer through a linked version and invalidates stale pending decisions or sending requests. Previously executed actions remain visible for reconciliation.

Sales Rep sends through the configured provider or the reviewed manual route. Actual dispatch evidence establishes that the quote was sent. A generated document or queued request cannot establish customer receipt or acceptance, and uncertain delivery is resolved before a blind retry.

The accepted quote remains linked to contract drafting and negotiation. Customer acceptance of an offer and activation of the final agreement retain their separate evidence; the contract must satisfy its own commercial and full-signature controls before a deal is won.

Modules

Roles and permissions

Sales Rep

Owns assigned leads, customer relationships, pipeline, quotes, follow-up and renewal work.

Permissions and records
  • Manage own Accounts, Contacts, Leads, Opportunities, OpportunityProducts, OpportunityContacts, Activities and draft Quotes/QuoteItems through parent ownership
  • Decide evidence-based qualification on assigned Leads and execute the unique reviewed conversion
  • Prepare Contracts and Renewals for owned accounts
  • Self-release a known standard quote only when every line is within its resolved inclusive MinDiscountPercent ceiling and all technical/policy checks pass
  • Products
  • Quotes
  • QuoteItems
  • PriceBooks
  • PriceBookEntries
Sales Manager

Owns commercial authority, team forecasts, approved commission basis and contract decisions.

Permissions and records
  • Manage team Accounts, Contacts, Leads, Opportunities, child product/contact rows, draft Quotes/QuoteItems, Activities, Contracts, Renewals and escalated Cases within entity
  • Approve line discounts up to the minimum of price-book MaxDiscountPercent and own ManagerDiscountLimitPercent, independently where required
  • Approve beyond-standard commercial exceptions only with explicit ExceptionDiscountLimitPercent and policy ceiling, never by sending them to CPQ Admin
  • Independently approve final ContractTerms at Negotiate, excluding preparer/material editors
  • Quotes
  • QuoteItems
  • CRMPolicies
Marketing Manager

Owns scoped campaign planning, recipient preferences, segmentation and independently approved bulk outreach.

Permissions and records
  • Manage draft Campaigns, CampaignMembers, Segments, Emails/MessageDeliveries, intake Leads/LeadScores and source-backed CommunicationPreferences
  • Prepare scoring and communication CRMPolicies
  • Independently approve bulk CampaignRelease for a version prepared/materially edited by another Marketing Manager, including segment, content, channel, purpose and cadence
  • Pause/cancel future outreach and apply verified suppression immediately
  • CRMPolicies
CPQ Admin

Prepares product, pricing and technical configuration rules and independently reviews technical exceptions.

Permissions and records
  • Manage draft Products, PriceBooks/PriceBookEntries, CPQRules and Configurations
  • Prepare commercial price changes for independent Sales Manager approval
  • Independently activate technical rules and approve TechnicalConfiguration exceptions on the exact version, excluding author/material editor
  • View entity Quotes/QuoteItems and commercial decisions for pricing/configuration review
  • Products
  • PriceBooks
  • PriceBookEntries
  • CPQRules
  • Configurations
  • Quotes
  • QuoteItems
AR Clerk

Owns operational receivables, accounting reconciliation and independent authorised financial payout requests.

Permissions and records
  • Prepare and issue eligible Invoices/InvoiceItems, TaxAssessments, PaymentsReceived, PaymentApplications, CreditAdjustments/CreditApplications, Refunds and DunningActions within entity
  • Verify actual receipt/settlement evidence and reconcile accounting identities
  • Apply same-customer bounded cash/noncash allocations with explicit cross-currency evidence
  • Issue routine within-policy credits/discounts/write-offs and submit disputed/above-limit adjustments for a different authorised AR Clerk's approval
  • TaxAssessments

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