With Freshworks CRM Sales Cloud, you can add your Products or Services catalog to configure how prices are applied on deals, and generate quotes using the Configure, Price, Quote (CPQ) feature.
Enable the Products Module
To enable the Products module go to Admin Settings > CPQ Settings. Click on the toggle to enable Products.
By enabling the Products module, you can import products or add them manually.
You can choose from one of three pricing type choices:
One-time pricing: A flat or unit-based pricing.
Subscription pricing: You can choose from monthly, quarterly, half-yearly, or yearly subscription-based pricing models. You can also add the number of billing cycles for the subscription.
Both: You can have either one-time or subscription-based pricing.
Note: You can also add the tax to be applied by specifying the tax percentage. The tax percentage will automatically apply to all the Products.
On enabling the Products module, you will receive an email outlining the following migration: All the products associated with deals will get added to the related section.
Add Products to Deals
Once you've added Products in Freshworks CRM, to associate them with deals, go to Admin Settings > CPQ Settings > Enable Add products to deals toggle
Note: Deal value becomes a read-only field when a deal is associated with Products. Ensure that your Products are configured before you enable this setting.
To associate Products with a deal,
Go to Deals module.
On the list view, click on a deal to view the landing page of a deal.
Click the Products (box) icon on the right.
Click the Add or Edit or Add Product button.
Choose the category.
Click on the search bar to search and select your product/s.
To add a discount, click the Add or Edit or Add Product button and enter the value of the discount for some or all of the products. The deal value will automatically change in accordance with the discount applied.
The tax percentage applied by the admin will also reflect here.
The deal value is auto-calculated based on the inputs provided.
Enable the CPQ add-on for Users
Go to Admin Settings > Roles to enable CPQ for users based on their role from the Roles section. You can see the total number of licenses purchased.
For existing roles, you can enable the CPQ add-on by editing the role.
When adding a new role, you can enable CPQ on creation. You can assign the new role to existing users and the CPQ add-on will be available to all users with this role.
Now that you’ve enabled CPQ for your role, head over to Admin Settings > CPQ settings > Documents. Enable the Documents toggle.
Enabling Documents will have an impact on your account, confirm the change on the next step.
Next, configure the document types required. Create up to 20 unique document types that users can choose from. The values displayed here will be shown on the document type dropdown in the Documents module. The default options are Quote, Proposal, Non-disclosure agreement, and Master service agreement. Add custom document types and click save.
Configure the Documents module
The next step is to configure the fields in the document module. The default required fields are Document type, Document template, Deal, and Primary contact. You can map the fields here with the fields in the other modules. The related values from the fields will be automatically populated on the Documents module, eliminating the need for salespeople to manually input the data and reduce the chance of error.
Here’s how you can map your module field with the document:
Head over to the Documents module from the Admin Settings.
From the “Add field” option, choose the custom field type. Example: We can create a “Billing City” field that can be added as a placeholder to the document.
Map the field with the “Billing City” field from the Accounts module.
Click Save. The value will be pre-filled in the document and any changes made on the deal field will automatically reflect in the document draft.
Set up custom document stages that suit your sales process. The default stages include Draft, Sent to customer, Accepted, and Declined.
Create a document template
To ensure consistency in design and content across documents, you can set up document templates for each document type. Users can create the required document using the template as a base. To create document templates, head over to Admin settings > Document Templates > Create template. Give the document template a name and choose the document type.
You can create your template on the canvas by dragging and dropping components from the right pane. Here’s the list of available elements that you can use:
Add text to your document and easily format the font and style of the text. Use placeholders to automatically fill in the record value in the document. You can disable the “Allow users to edit text” option. This helps ensure that the required text in the document cannot be edited by the user.
Add relevant images to your document.
Add videos to your documents using YouTube or Vimeo links. When the document is sent as a PDF to the customer, the video will have a clickable link embedded in the cover image.
Page Header and Footer
Set the header and footer for your document to display your company name, logo, and other information. You can create a new header/footer from scratch or use the existing header template. When creating a new header/footer, you can add an image with text and set the required layout. The recently used images are displayed on the pane to enable easy access to images. Once the header/footer is set up, you can save it as a template using the save option.
Use this element to create tables with column headers and add/remove columns or rows as required.
Note: Table does not support images in the header field.
2 column rich-text/3 column rich-text
Use the 2 column rich-text/3 column rich-text element to display information with text, images, and videos.
When used, the page break element pushes the content after it to the second page. This can be viewed on the PDF generated.
The pricing table displays the product pricing information right from the Products module. The products can be added during document creation. You can customize the fields displayed on the pricing table and also enable/disable product image and description. The maximum limit for columns is 7, name and total price are required fields.
Note: If there are invalid fields in your template, your template will not be saved and an error message will appear. The invalid field will be highlighted in red.
Choose from existing email templates and tag your document with an email template. When the document is created and ready to send to the customer, the email content will be replaced with the email template.
Sync Documents with Deals
Sync a deal with a document to ensure that any update made on one record reflects on the other. This two-way sync helps users save time spent manually updating records and also avoid missing out on any updates. You can sync a document with a deal from the Products section on the deal landing page.
To sync a document with a deal,
Navigate to the Products icon in the left pane.
Enable the Auto-sync Products with Document checkbox.
In the next screen, choose the document from the dropdown that lists the documents associated with the deal. The products associated with the deal will be automatically updated with the products listed in the document. Any updates to the products on the deal and vice-versa will be automatically synced with the document.
You can view the associated documents on the deal landing page in the Related Documents section.
The deal value becomes a read-only field when a deal is synced with a document.
At a time, only one document can be synced with a deal.