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CPQ Fundamentals

The end-to-end sales process of configuring a product or service offering, pricing it according to business rules, and generating a commercial proposal (quote). Qwoty automates and governs each step of this process.
A priced commercial proposal sent to a prospect. In Qwoty, a quote is the central object of the sales workflow, progressing through a series of statuses from Draft to Accepted. Also referred to as Proposition or Offer.
A single product entry within a quote. Each line includes a product, quantity, unit price, and applicable discount.
A revision of a quote after modification. Qwoty tracks the history of changes to maintain a complete audit trail.
The total value of a contract over its entire duration, including all one-time and recurring charges.
The conversion rate of quotes — the percentage of proposals that result in a signed deal.
A selling assistant that guides sales reps step-by-step through quote creation: selecting the right template, catalog, pricebook, and products. Reduces configuration errors and speeds up the process.

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Quote Statuses

Each quote moves through a defined lifecycle. The main flow is:

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Products

A unique identifier for a product or variant. Displayed as the Reference field in Qwoty.
A product billed once — e.g., setup fees, hardware purchases, perpetual licenses.
A product billed at a defined interval — e.g., SaaS subscriptions, annual licenses, maintenance contracts.
A specific version of a product defined by configurable attributes (size, color, tier, etc.). Variants share the same product page but can have distinct prices, images, and characteristics. Qwoty auto-generates all combinations from variant options you define.
A file associated with a product or variant: image, datasheet, video, technical specification. Stored in the Media Library and usable in quotes and the DealRoom.
A pre-configured pack of several products sold together, with quantities and discounts already set. Reusable in quotes in one click. Example: Starter Pack = 3 licenses + 1 training session + 1 year support, 15% discount applied.
An optional complementary product that can be added to a main product or quote.
A logical grouping of similar products to simplify navigation in the catalog. Configured under Product Options > Categories.
A visual builder for creating configurable products with complex option rules (dependencies, exclusions, constraints). Accessible at /products/configurator — Admin only.

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Pricing

A curated grouping of products made available for a specific sales context. Examples: France Catalog, Premium Catalog, Partner Catalog. Linked to one or more pricebooks and assigned to quote templates.
A price list defining the selling prices of products for a given segment, channel, country, or currency. Two types:
  • Fixed: absolute prices per product, indexed on a catalog.
  • Dynamic: derived from another pricebook with a multiplier or percentage offset applied.
Displayed as Price Grid in the interface.
The price per single unit of a product. Displayed as UP in quote line columns.
A progressive pricing model where each quantity bracket is billed at its own rate. Example: units 1–10 at €10, units 11–50 at €8, 51+ at €6.
The unit price is determined by the total quantity ordered and applied to all units. Example: order 50+ units → all units billed at the 50+ tier rate.
Periodic billing at a defined interval (monthly, quarterly, annually). Used for subscriptions and SaaS licenses.
Fixed unit price multiplied by the quantity entered in the quote.
Price calculated as a percentage of a reference value (total amount, another product’s value, etc.). Suited for service fees, commissions, or proportional surcharges.
Price calculated from the cost price with a margin or multiplier applied. Guarantees minimum profitability on each quote line.
A progressive pricing plan where price or quantity evolves automatically over time according to a defined schedule. Used for contracts with onboarding phases or progressive commitment tiers.
A reduction applied to a price. Two modes in Qwoty:
  • Manual: the sales rep applies a discount directly on the quote or per line.
  • Preconfigured: rules set by admins, activated in one click based on criteria (product type, quote amount, segment, team, payment terms, etc.).
A minimum or maximum constraint applied to prices or discounts to enforce commercial policy compliance.
The minimum authorized price. A guardrail that prevents selling below cost or below policy thresholds.
The maximum authorized price or discount. A guardrail that prevents excessive discounting or overcharging.
The predictable monthly revenue generated by recurring subscriptions.
The predictable annual revenue generated by recurring subscriptions.
The difference between the selling price and the cost price. Displayed as a real-time KPI in the quote editor sidebar.

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Templates & Configuration

The core sales funnel configuration object. A template pre-defines all the rules and resources for a given type of sale: catalogs, pricebooks, allowed discounts, payment terms, payment methods, DealRoom forms, contract templates, content blocks, approval workflow, KPIs, and authorized teams. When a sales rep creates a quote, they select a template that automatically configures all of these elements — ensuring commercial compliance, consistency, and speed.
The association between a quote template (sales funnel) and a contract model. Ensures the right contract document is automatically attached to each type of proposal.
Configuration template for orders generated from accepted quotes. Defines the structure and rules of the resulting purchase order.
The actual text of a contract document, enriched with dynamic variables automatically populated from quote and client data: {{client.name}}, {{quote.total}}, {{start_date}}, etc. Written once, reused indefinitely.
A pre-written, versioned marketing section (company overview, solution description, case study, team introduction, etc.) that sales reps insert into quotes in one click. Blocks are assigned to templates so Qwoty auto-inserts the right content per sale type.

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DealRoom

The shared online space between the sales rep and the client. A quote must be in Published status to be visible in the DealRoom. The client can view the proposal, comment, negotiate, complete the checkout form, and sign — all from a single link.
Client interactions tracked within the DealRoom: page views, sections read, time spent, actions taken (form submitted, signed, etc.). Used to prioritize follow-ups.
A participant on the client side who has access to the DealRoom (viewer, approver, or signer).
Uploading and sharing supplementary files directly in the DealRoom: datasheets, presentations, contractual annexes.
The DealRoom step where the client finalizes their order: billing form, shipping form, custom fields, and payment confirmation.
(Add-on) A dedicated space for recurring clients — distinct from the one-time DealRoom. Clients can browse their full history of quotes, orders, and contracts, download documents, and track order status autonomously.
Automatic follow-up emails sent to clients when a shared quote has not been viewed or signed after a configurable delay. Reduces lost opportunities without manual action.

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Contracts & Signatures

Legally binding digital signature integrated directly into Qwoty. Two standards supported:
  • eIDAS (European standard, level 1) for European markets.
  • UETA (Uniform Electronic Transactions Act) for the US market.
Two signing modes: Open (anyone with the link can sign) and Restricted (only named signataries can sign).
The process of annotating and proposing modifications to a contract document, typically during negotiation. Available in contract editing mode.
A purchase order automatically generated when a quote reaches Accepted status. The order captures the committed products, quantities, and prices.
A container that groups all the quotes and orders from the same deal. Provides a unified view of the commercial relationship over time.
A complete log of all actions and validations performed on a quote, order, or contract. Ensures traceability and compliance.

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Subscriptions & Lifecycle

A recurring engagement between the client and the vendor, billed at regular intervals.
The process of extending an active subscription for another period.
Selling a higher-tier product or plan to an existing client.
Selling a complementary product to an existing client.
Increasing the scope of an existing subscription (more users, more features, more volume).
Reducing the scope of an existing subscription.
Aligning the end dates of multiple subscriptions so they renew simultaneously.
Customer loss — the cancellation of a subscription. A key metric for recurring revenue businesses.

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Approvals & Workflows

An automated validation circuit triggered when a quote meets certain configurable conditions: high amount, low margin, excessive discount, specific client, etc. The quote is blocked until approved. Prevents non-compliant commercial commitments.
The person (manager or admin) designated to validate a quote submitted for approval.
Automatic forwarding of an approval request to a higher level when the primary approver is unavailable or a threshold is exceeded.
A visual editor for configuring the business rules that govern Qwoty’s behavior: approval conditions, association rules (catalog, pricebook, discount), pricing logic. No technical development required.

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Organization & Users

The top-level account in Qwoty. An organization contains one or more workspaces.
An isolated working environment with its own data, users, and configuration. Multiple workspaces can coexist within one organization (e.g., by country, business unit, or environment).
A legal entity (subsidiary, brand, or company) operating within a workspace. Each Business Unit has its own name, legal information, VAT number, and visual identity (logo, colors, typography) — injected into generated documents and the DealRoom.
Defines the permissions and access level of a user. Qwoty provides four system roles:Custom roles with granular permissions can also be created.
A group of users sharing the same access to templates, catalogs, and discounts. Assigning a quote template to a team automatically grants all its members access to the same commercial resources.

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Configuration & Settings

The set of Qwoty data objects (products, clients, quotes, contracts, etc.) and their fields. Standard objects are fixed; Manageable objects can be extended with custom fields to adapt Qwoty to specific business needs.
An additional field added to a Manageable object to capture business-specific information. Each custom field has a name, an API Name (stable technical identifier), and a data type.
A stable, immutable technical identifier assigned to objects, fields, roles, teams, and other entities. Used in integrations and the Qwoty API to ensure consistency over time, even if display names change.
Configurable payment schedules composed of one or more milestones, each with a percentage of the total amount and a due date (e.g., Net 30, 3 installments, payment on receipt). Assigned to quote templates.
The payment modes offered to clients in quotes and in the DealRoom (credit card, wire transfer, direct debit, check, etc.). Each method includes client-facing instructions. Assigned to quote templates.
Configurable tax rules covering VAT by country, GST, US Sales Tax, eco-taxes, and local taxes. Each tax defines a type, name, country/region of application, and calculation method (percentage or fixed amount).
Qwoty supports multiple ISO currencies for international quoting. A default currency is set at workspace creation; additional currencies can be enabled. Prices are configured per currency in pricebooks.
Automatic quote numbering format configured by combining free text, an incremental counter, and date variables. Example format: PROJ-YYYY-XXXX.
Settings controlling the layout and formatting of PDF exports generated from quotes and contracts.
The centralized file repository for all assets used in Qwoty: product images, logos, datasheets, marketing assets, contractual documents. Organized by category (Product, Content, Contract) and file type.

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Integrations & Technical

A system managing customer relationships and sales pipelines. Qwoty integrates natively with HubSpot, Pipedrive, and Salesforce for bidirectional contact, company, and opportunity synchronization.
An enterprise management system covering finance, operations, inventory, and more. Qwoty can synchronize product and order data with ERP systems via API or native integrations.
Synchronization in both directions between Qwoty and a connected system (CRM, ERP): changes in either platform are reflected in the other.
An automatic HTTP notification sent to an external system when a specific event occurs in Qwoty (e.g., quote accepted, order created). Configured under Settings > Developers > Webhooks.
Qwoty’s native REST API exposing all objects. Each object has a UUID (Qwoty identifier) and a stable API Name. Used for CRM/ERP synchronization and advanced automation. Keys and documentation available at Settings > Developers > API.
Upload of CSV files for bulk creation or update of data: products, variants, clients, prices. Enables catalog and client base initialization from existing system exports.
The Qwoty integration marketplace listing available connectors: ERP, accounting tools, payment solutions, communication platforms, and other business applications.
(Add-on) Stock management module: tracks inventory levels per product and variant, synchronizes with external inventory systems (ERP, WMS), and can condition product availability in quotes based on real-time stock.

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Interface Vocabulary

Last modified on October 27, 2026