Creating and Managing Quotes for Greenfield Enterprises

This document outlines the process of creating a new quote for Greenfield Enterprises, starting from selecting the appropriate billing account to sending the finalized quote to Zuora for subscription creation. The instructions are designed to guide users through each step in a clear and professional manner, ensuring a seamless integration between Salesforce and Zoho Billing.

Step 1

Begin by creating a new quote. A quote can be initiated directly from either the opportunity page or the account page.

Step 2

Let's go through the process of creating a new quote from the account page for our customer, Greenfield Enterprises. We'll proceed to send this quote through the complete sales cycle. For this scenario, Greenfield Enterprises intends to purchase the basic cloud storage standard plan, along with an add-on product. These products are predefined in Zoho Billing, and are accessible within Salesforce.

Step 3

To create a quote, ensure that the Greenfield Enterprises account is selected. To proceed, click on the "New Quote" button to generate a quote for them.

Step 4

The process involves two main steps. Step one involves selecting a billing account, and step two involves selecting a subscription. Let's start by selecting a billing account.

Step 5

The billing account details are automatically displayed based on the selected account. We have configured one billing account, which appears by default. If a new billing account needs to be created, click on the "New Billing Account" button.

Step 6

By selecting this option, you can create a new billing account. When the quote is sent to Zoho, Zoho Billing will automatically generate a corresponding customer account with a CRM ID. This automated process is different from our previous manual methods. We will explore this option further in a later demonstration.

Step 7

Proceeding to step two, which involves selecting a subscription. As this is the first quote for the account, no existing subscriptions are listed yet. Click on "New Quote" to create a new one.

Step 8

Fill in the quote details. The quote details page is divided into two sections: the quote detail section and the subscription section. Initially, the sections are collapsed.

Step 9

Click to expand these sections. In the quote information section, you can edit the quote name, associate it with an opportunity, and define the start date, which defaults to today's date.

Step 10

The quote is valid until October 29, 2026, which is one year from now. These are the mandatory details. Customer acceptance date and service activation date are not required, as the Zoho quote configuration setting defaults to the trigger date.

Step 11

Collapse this section and proceed to the subscription section. As noted, some default values are pre-defined in the Quote Studio settings under default value settings.

Step 12

Some fields are pre-filled by default. The subscription term type is set to "termed," but you can switch to "evergreen" if needed. For this scenario, we'll keep it as "termed."

Step 13

In the terms and conditions section, the initial term is set to 12 months and the renewal term to 6 months. It is configured to auto-renew and be invoiced separately.

Step 14

The renewal setting is configured to renew with a specific term. In the billing section, billing details are populated. Collapse this section and proceed to add products.

Step 15

In the subscriptions add products section, products can be added in two ways. If you know the product name, quickly use the search option. For example, search for the cloud storage plan.

Step 16

As you type, the products and their rate plans will be listed. Look for the cloud storage base plan, which includes the cloud storage standard plan. Details show a one-time access fee of $50 and a monthly recurring fee of $12.

Step 17

Add the standard plan by clicking the plus button. A success message will confirm that one product is added. Another way to add a product is by clicking on the "Browse Products" button.

Step 18

Clicking "Browse Products" opens a selection window with two filters: quick filter and product filter. For listing base products, click on "Base Products." To filter by region, such as USA, use the quick filter.

Step 19

Here, the cloud storage base plan is selected by default, as chosen previously. A tick mark indicates the selection.

Step 20

Reset all filters. To find an add-on product, filter by add-on services. Selecting this filter lists all cloud storage add-on services under the cloud storage add-on and one-time services product.

Step 21

Select the cloud storage backup add-on plan, which is priced at $20 per month. Click the plus button to add it and then click on "Add Selections."

Step 22

Review the products and their rate plan charges. There are two products: a one-time $50 access fee and recurring monthly fees of $12 and $20 for the backup add-on.

Step 23

Proceed to review the quote matrix. Click on the "Preview Matrix" option to see the calculated charges.

Step 24

Click on a charge to view its breakdown over the period from October 29, 2025, to October 28, 2026. To review the subscription matrix overall, click the graph icon on the right panel. Here, gross TCB and discount TCB are displayed.

Step 25

No discounts are applied, showing $5. Details of net and gross monthly recurring revenue and net total contracted billing are also available. Moving on to the timer icon.

Step 26

View the quote timeline. The one-time service and base plan, the standard plan, were added on October 29, 2025. Click the icon again to slide back.

Step 27

Apply a 2% discount to the add-on by editing the discount field or effective price field. After making the changes, click outside the screen.

Step 28

With a 2% discount applied, the new effective price is $19.60. Note that the charges total has not yet been recalculated.

Step 29

To recalculate the charges, click on "Preview Matrix" again.

Step 30

Observe the updated charge totals. Now review the quote details and proceed to save the quote.

Step 31

Click the "Save" button. The system will check for compliance with any rules.

Step 32

The quote is successfully saved. Click on "Submit" to continue.

Step 33

On the quote details page, there is a tab called "Quote Studio," which is designed based on Quote Studio settings. Scroll down to explore this section.

Step 34

Here, the quote details, information, summary, and charges are displayed in the Quote Studio layout. To add a payment method to the customer's account, click on the dropdown and select the "New Payment Method" button. We have pre-configured a payment page from Zuora Billing. Enter the customer's payment method details and save it to be sent to Zuora when the quote is finalized.

Step 35

The payment method is successfully created, with Autopay enabled and set as the default method. This configuration follows the quote configuration settings.

Step 36

Click "OK" to confirm. Next, proceed to document generation using Sdocs.

Step 37

To create a Sdoc document, click and navigate to select the "Sdocs" button.

Step 38

Select the PDF option to create a quote document. This document can be shared with the customer as a PDF, either by printing or via email.

Step 39

Once the document is signed, probably using the Sdocs signature feature, the quote is finalized and can be sent to Zuora. Navigate back to the quote page.

Step 40

Assuming the quote is approved by the customer, it is ready to be sent to Zuora Billing for subscription creation. Click on the dropdown and select "Send to Zuora."

Step 41

Review the quote details and click "Submit." A confirmation will appear indicating the quote has been successfully sent to Zuora. Click "OK."

Step 42

To verify if the quote has been sent to Zuora, note the quote number, Q000103. Proceed to the Zuora Billing tenant.

Step 43

Select the customer account for Greenfield Enterprises.

Step 44

The payment details submitted in the quote have been synced here, showing the payment method and Autopay settings. Further down, you can find the subscription details.

Step 45

Review the subscription details.

Step 46

The subscription details, including the quote details from Q000103, are available for viewing.

Step 47

Scrolling further down, observe the order information, which includes two products. The order action for adding the products is displayed. Continue scrolling to see the details of the two products.

Step 48

An invoice has been generated and posted, as the "Generate Invoice" option was enabled. This completes the quote cycle.