Quote to Cash - Project Details / Task List
Tag: quote-to-cash
Total Hours: 175h
Structure: Multi-Milestone (>50h)
Milestone 1: Quote to Cash - 1. Discovery & Configuration
Tag: quote-to-cash
Description: Discovery, vendor selection, CPQ configuration, and CLM integration setup
Hours: 75h
Task List: (Quote to Cash) 1. Discovery & Vendor Selection
Contains: Parts 1-2
| Task | Est | Description |
|---|---|---|
| 1. Map the Existing Q2C Process Flow | 4h | Document the complete current-state workflow from quote creation through cash collection, identifying all systems, handoff points, and manual processes. End state: Visual process map showing each stage, system touchpoints, and data flow gaps. • Interview stakeholders from Sales, Finance, Legal, and Operations to understand their role in Q2C • Document current tools used at each stage (CRM, spreadsheets, CPQ if any, contract tools, billing system, ERP) • Map data flow between systems and identify manual re-entry points • Identify the "dark zones" where data doesn't transfer automatically (e.g., quote to contract, contract to invoice) • Calculate current quote-to-cash cycle time and benchmark against industry standards (84 days average for B2B SaaS) |
| 2. Quantify Revenue Leakage and Inefficiencies | 4h | Measure the financial impact of current Q2C gaps including billing errors, payment delays, and manual effort costs. End state: Business case document with quantified losses and improvement targets. • Pull billing error rate data from finance (incorrect invoices, credit memos, disputes) • Calculate involuntary churn from payment failures (industry average is 0.8% of MRR) • Measure time spent on manual quote creation, approval chasing, and invoice generation • Identify revenue recognition issues or audit findings from past periods • Document compliance gaps (ASC 606/IFRS 15 manual workarounds) • Quantify the gap (e.g., "15% of invoices require manual correction, costing 20 hours/week") |
| 3. Define Requirements and Success Metrics | 3.5h | Gather requirements from all stakeholder groups and establish measurable success criteria. End state: Requirements document with prioritized features and KPIs. • Conduct requirements workshops with Sales (quoting needs), Finance (billing/rev rec needs), Legal (contract needs) • Document must-have vs. nice-to-have capabilities • Define approval workflow requirements (discount thresholds, deal desk involvement) • Establish success metrics: cycle time reduction target, error rate target, automation percentage • Get executive sign-off on requirements and success criteria |
| 4. Build Evaluation Criteria and Shortlist | 3.5h | Create structured evaluation framework and identify candidate Q2C platforms based on requirements. End state: Shortlist of 3-4 vendors with evaluation scorecard criteria. • Define evaluation criteria: CPQ capabilities, CLM features, billing automation, revenue recognition, integration depth • Weight criteria based on client priorities (e.g., compliance vs. speed vs. cost) • Research candidate platforms (DealHub, Subskribe, Maxio, Salesforce Revenue Cloud, Nue.io, Conga) • Note: Salesforce legacy CPQ entering End of Sale March 2025; consider Revenue Cloud for SF shops • Create shortlist of 3-4 vendors that match tech stack (CRM, ERP compatibility) |
| 5. Conduct Vendor Demos and POC | 6h | Run structured vendor demonstrations and proof-of-concept tests on core workflows. End state: Completed vendor scorecards with demo notes and POC results. • Schedule vendor demos with standardized agenda covering all key use cases • Prepare demo scenarios: standard quote, complex deal with discounts, contract amendment, invoice generation • Evaluate ease of use for sales reps (adoption is critical) • Test integration approach with existing CRM (Salesforce/HubSpot) and ERP (NetSuite/SAP) • Score each vendor against evaluation criteria • Conduct POC with top 1-2 vendors on actual client data if possible |
| 6. Finalize Selection and Procurement | 3h | Make final vendor recommendation, negotiate contracts, and complete procurement. End state: Signed vendor agreement with implementation timeline. • Present recommendation to stakeholders with pros/cons analysis • Negotiate licensing terms (per-user vs. transaction-based, annual vs. multi-year) • Clarify implementation support included vs. additional cost • Review data security and compliance certifications (SOC 2, GDPR) • Finalize contract and initiate procurement process • Establish implementation kickoff date |
Task List: (Quote to Cash) 2. CPQ & CLM Configuration
Contains: Parts 3-4
| Task | Est | Description |
|---|---|---|
| 7. Configure Product Catalog and Pricing Rules | 8h | Set up the product catalog, pricing structures, and discount rules in the CPQ system. End state: Complete product catalog with pricing logic that mirrors current rate card and business rules. • Import or build product catalog with all SKUs, bundles, and service offerings • Configure pricing tiers (volume-based, customer segment-based) • Set up discount approval thresholds (e.g., <10% auto-approve, 10-20% manager, >20% deal desk) • Build pricing rules for common scenarios (multi-year discounts, payment term adjustments) • Ensure SKU naming conventions match billing system to prevent reconciliation issues • Test pricing calculations against known good quotes |
| 8. Build Quote Templates and Document Generation | 6h | Create quote document templates and configure automated document generation. End state: Professional quote templates that auto-populate with deal data and generate PDFs. • Design quote template with branding, terms summary, and pricing table • Configure dynamic fields that pull from CRM opportunity and CPQ configuration • Set up multiple templates for different scenarios (new business, renewal, expansion) • Build approval stamp/signature block for internal approvals • Test document generation with sample data • Get Sales and Legal sign-off on template format |
| 9. Configure Approval Workflows | 6h | Build multi-stage approval workflows based on deal characteristics. End state: Automated approval routing that enforces discount policies and deal desk requirements. • Map current approval matrix (who approves what based on discount, deal size, terms) • Configure approval workflow stages in CPQ • Set up notifications and escalation paths for stalled approvals • Build deal desk queue for complex deals requiring manual review • Configure mobile/email approval capabilities for managers • Test approval routing with scenarios at each threshold level |
| 10. Configure Contract Templates and Clause Library | 8h | Set up contract templates and build a clause library for standard and negotiated terms. End state: Master service agreement and order form templates with modular clause options. • Import or create MSA, Order Form, and Amendment templates • Build clause library with pre-approved language options (payment terms, liability caps, SLAs) • Configure fallback clauses for negotiation scenarios • Set up contract metadata fields (effective date, term length, renewal terms, auto-renewal) • Integrate Legal playbook guidance for when to escalate non-standard terms • Test template generation from CPQ quote data |
| 11. Build Contract-to-Quote Data Flow | 10h | Establish bidirectional data sync between CPQ and CLM so quotes automatically generate contracts and contract changes update deal records. End state: Seamless quote-to-contract flow without manual data re-entry. • Map CPQ fields to CLM contract fields (products, pricing, customer info) • Configure automatic contract generation when quote reaches "approved" status • Build sync for contract status back to CRM opportunity (sent, negotiating, signed) • Set up version control for contract amendments during negotiation • Configure signature routing through e-signature tool (DocuSign, PandaDoc, Ironclad) • Test end-to-end flow: quote approval triggers contract, signature triggers deal close |
| 12. Configure Amendment and Renewal Workflows | 13h | Build workflows for mid-contract amendments and renewal scenarios. End state: Amendment and renewal processes that keep CPQ, CLM, and billing in sync. • Configure amendment workflow for add-ons, upgrades, and downgrades • Build proration logic for mid-term changes • Set up renewal notification triggers (90/60/30 days before expiration) • Configure auto-renewal handling vs. manual renewal process • Establish version tracking so amendments reference original contract • Test amendment scenario: customer adds seats mid-contract, verify proration calculates correctly |
Milestone 2: Quote to Cash - 2. Billing & Revenue Recognition
Tag: quote-to-cash
Description: Billing system integration, invoicing, revenue recognition, and compliance setup
Hours: 45h
Task List: (Quote to Cash) 3. Billing & Revenue Recognition
Contains: Parts 5-6
| Task | Est | Description |
|---|---|---|
| 13. Map Contract Data to Billing Records | 8h | Configure the integration between CLM/CPQ and billing system so signed contracts automatically create billing records. End state: Signed contracts trigger invoice schedules without manual billing setup. • Map contract fields to billing system fields (customer, products, pricing, dates, payment terms) • Configure billing record creation trigger (contract signed, start date, etc.) • Set up invoice schedule generation (monthly, quarterly, annual, milestone-based) • Handle proration logic for mid-period starts • Build SKU mapping table to resolve any naming differences between CPQ and billing • Test: signed contract generates correct invoice schedule automatically |
| 14. Configure Invoice Generation and Delivery | 7h | Set up automated invoice generation, formatting, and delivery to customers. End state: Invoices auto-generate and deliver on schedule with correct line items and amounts. • Configure invoice template with branding and required fields (PO number, billing contact) • Set up invoice generation schedule (day of month, X days before due date) • Configure delivery methods (email, customer portal, EDI for enterprise customers) • Build dunning sequence for overdue invoices (reminder at 7/14/30 days) • Set up credit memo and refund workflows for billing corrections • Test invoice generation and verify amounts match contract terms |
| 15. Connect Payment Collection and Cash Application | 8h | Integrate payment gateways and configure cash application to close the loop from invoice to collected revenue. End state: Payments auto-apply to invoices with minimal manual reconciliation. • Integrate payment gateway(s) (Stripe, ACH, wire, credit card) • Configure automatic payment for customers on recurring billing • Set up payment matching rules for manual payments (check, wire) • Build failed payment retry logic and dunning escalation • Configure cash application to match payments to open invoices • Monitor involuntary churn metrics and payment failure rates |
| 16. Configure Revenue Recognition Rules | 8h | Set up ASC 606/IFRS 15 compliant revenue recognition in the billing or ERP system. End state: Revenue schedules auto-generate based on contract terms and performance obligations. • Document client's revenue recognition policy (point-in-time vs. over time, performance obligations) • Configure rev rec rules in billing/ERP system for each product type • Set up deferred revenue handling for prepaid contracts • Build revenue schedule generation from contract terms (pro-rata, milestone, usage-based) • Configure handling for multi-element arrangements (software + services bundles) • Validate rev rec treatment with Finance/Accounting team |
| 17. Build Audit Trail and Compliance Reporting | 7h | Establish audit-ready documentation and compliance reporting for revenue transactions. End state: Complete audit trail from quote through recognized revenue with compliance reports. • Configure audit logging for all quote, contract, invoice, and payment changes • Build compliance reports for ASC 606 disclosure requirements • Set up data retention policies for quotes, contracts, and invoices (7+ years typical) • Document revenue recognition methodology for auditors • Create reconciliation reports: bookings vs. billings vs. revenue • Test audit trail by tracing sample deal from quote through rev rec |
| 18. Set Up Financial System Integration | 7h | Configure integration between billing system and general ledger/ERP for financial close. End state: Billing data flows to GL automatically with proper account mapping. • Map billing line items to GL account codes (revenue, deferred revenue, AR) • Configure journal entry generation frequency (daily, weekly, real-time) • Build reconciliation reports between billing system and GL • Set up month-end close automation for revenue reports • Test month-end close process with Finance team • Document close calendar and integration touchpoints |
Milestone 3: Quote to Cash - 3. Testing & Deployment
Tag: quote-to-cash
Description: End-to-end testing, user acceptance, training, and phased rollout
Hours: 55h
Task List: (Quote to Cash) 4. Testing & Deployment
Contains: Parts 7-8
| Task | Est | Description |
|---|---|---|
| 19. Execute End-to-End Integration Testing | 8h | Test the complete Q2C flow from quote creation through revenue recognition with realistic scenarios. End state: Validated end-to-end workflow with documented test results. • Create test plan covering all Q2C stages and integration points • Execute test scenarios: new customer, expansion, renewal, amendment, cancellation • Test edge cases: complex discounts, multi-currency, international tax, custom terms • Verify data accuracy at each handoff point (CPQ to CLM, CLM to billing, billing to GL) • Document integration failures and work with vendors to resolve • Achieve sign-off on integration testing before UAT |
| 20. Conduct User Acceptance Testing (UAT) | 8h | Run UAT with actual users from Sales, Finance, and Operations to validate usability and accuracy. End state: UAT sign-off from all stakeholder groups. • Recruit UAT participants from each user group (sales reps, managers, deal desk, finance) • Create UAT scripts based on their daily workflows • Facilitate UAT sessions with guided scenarios and open exploration • Track issues and categorize (blocker, major, minor, enhancement) • Work through blockers and major issues before go-live • Obtain formal UAT sign-off from each stakeholder group |
| 21. Perform Data Migration and Validation | 8h | Migrate historical data (products, customers, contracts, pricing) and validate accuracy. End state: Clean, validated data in production systems ready for go-live. • Define data migration scope (active contracts, pricing history, customer records) • Extract and transform data from legacy systems • Load data into Q2C platform(s) with validation checks • Reconcile migrated data against source systems • Clean up duplicates and data quality issues • Get Finance approval on migrated financial data accuracy |
| 22. Develop Training Materials and Documentation | 6h | Create role-specific training materials, quick reference guides, and process documentation. End state: Complete training curriculum and documentation package. • Build training deck covering Q2C process overview and system workflows • Create role-specific guides: Sales (quoting), Deal Desk (approvals), Finance (billing/rev rec) • Develop quick reference cards for common tasks (create quote, process amendment, generate invoice) • Document troubleshooting procedures for common issues • Record video walkthroughs for self-service learning • Build FAQ based on UAT feedback and questions |
| 23. Conduct Training Sessions | 6h | Deliver training to all user groups with hands-on practice in the system. End state: All users trained and confident using the new Q2C workflow. • Schedule training sessions by role (Sales team, Deal Desk, Finance, Operations) • Deliver live training with hands-on exercises in sandbox environment • Allow time for questions and real-world scenario practice • Distribute training materials and documentation • Set up office hours for follow-up questions during first 2 weeks • Track training completion and follow up with no-shows |
| 24. Execute Phased Rollout | 10h | Launch Q2C system in phases to minimize disruption and allow for iterative improvements. End state: System live in production with all users active. • Define rollout phases (by team, region, product line, or deal type) • Launch Phase 1 with pilot group and monitor closely • Maintain parallel processing with legacy systems during transition period • Track adoption metrics (quotes created, approval times, invoice accuracy) • Address issues discovered in each phase before expanding • Execute cutover to full production once pilot phase validates stability |
| 25. Establish Ongoing Support and Optimization | 9h | Hand off to client team with support structure and continuous improvement plan. End state: Client self-sufficient with documented processes and optimization roadmap. • Transfer admin credentials and documentation to client RevOps/IT team • Define escalation path for issues (internal support vs. vendor support) • Schedule 30/60/90 day check-ins to review performance metrics • Create optimization backlog based on user feedback and performance data • Document recommended enhancements for Phase 2 (advanced analytics, additional integrations) • Close out project with executive stakeholder review |
Summary
- Total Milestones: 3 (75h + 45h + 55h)
- Total Task Lists: 4 (consolidated from 8 Parts)
- Total Tasks: 25 (one per Step)
- Total Hours: 175h
- Generated from: playbook_quote-to-cash.md
- Generated on: 2025-12-31