This document provides an overview of the quote to cash process and considerations for improving systems that support it. It discusses key areas like quote configuration, contracting, order management, and billing. The host is Venkat Ranga from Aryaka who has experience implementing business systems for large tech companies. The document outlines maturity indicators for critical areas like CPQ, contract management, and revenue management. It aims to facilitate a discussion on optimizing the quote to cash process using automation and integrated systems.

1. Quote to Cash
Hosted by:
“Business Systems Community”
&

2. Join the conversation using #BizSystemsMagic
Venkat Ranga
● Head of Business Information Systems –
Aryaka
● Two decades of industry presence,
executing high value strategic business
initiatives for Silicon Valley Tech Firms
(fortune 500)
● https://www.linkedin.com/in/venkatranga/
● Twitter: @venkatranga
● email: venkat.ranga@aryaka.com
I’m Hiring

3. Join the conversation using #BizSystemsMagic
Why Quote to Cash?
● Field/Inside Sales & Sales Ops
○ High quality friction-less quotes (guided
selling)
○ Speed is an essence
○ High accuracy à High win rate
● Legal
○ Know the details of Terms and
Conditions upfront
● CSM (Renewals & Success)
○ Friction-less renewal
○ Customer 360 - Single view of Customer
subscription or order details
○ X-sell/Up-Sell
● Finance
○ Customer credit worthiness
○ Visibility into billing terms à Higher
Margins
○ Cash Management
○ Be in front of Revenue leakage
● Leadership
○ Influence customer and/or sales rep
behavior to achieve favorable outcome
for the company
○ Faster deal close (efficiency and
effectiveness) – time is money
○ High customer value (ARR/MRR)

4. Join the conversation using #BizSystemsMagic
Quote to Cash
• SKU Pricing
Models
• Configure
(New, Amend,
Renewal)
• Discounting
• Approval flow
Quote
• Creation
• Negotiation
• Execution
Contract
Mgt
• Provisioning
• Renewal
Opportunity
Order
Fulfillment
• Billing Plans
• Recurring
• Utilization/
Bursting
• Invoice
• Collection
Billing
• Onetime Fees
• Recurring Fees
• VSOE
• 606
Rev Rec
Functional Groups
• Product
• Sales, Sales Ops
• Renewals
• Leadership Functional Groups
• Legal
• Finance
• Sales
• Leadership Functional Groups
• Product
• Engineering
• Technical
Support Functional Groups
• Finance
• Collection
• Taxation
Functional Groups
• Revenue
• New Rev Rec
standards (606)
• Cash flow/Margin
• Taxation
• Incentives
• Credits
• Credit worthiness
• Provisioning &
Fulfillment
• Protect IP and
company interests
• T&C, Compliance
Frictionless Process
Automation

5. Join the conversation using #BizSystemsMagic
SMB Organization - System Landscape
Opportunity: Salesforce, Microsoft Dynamics
Quote: Apttus, Salesforce CPQ, Zuora, Oracle Big Machines
Contract: Salesforce, Spring CM, Conga, Apttus
Microsoft AMT (Agreement Management Tool)
Order: Salesforce, Microsoft Dynamics, Zuora
Custom Zuora
Salesforce
NetSuite
Aria
Workday
Zuora -
RevPro
NetSuite -
ARM
in no particular order
Opty Quote Contract Order Fulfillment Billing Rev Rec
i PaaS: MuleSoft, Dell Boomi, Informatica, Workato and SnapLogic

6. Join the conversation using #BizSystemsMagic
Quote – SKU Pricing Models
● Simplify your SKU setup
● Maintain different pricing for Bundles and individual SKUs
● Develop XL model
● Maintain discount structure at partner/reseller/customer level
● Develop SKU cradle to grave process (EOL)
○ SKU association (old to new)
● Make one application as SKU Master
• Pricing Models
• Configure
(New, Amend,
Renewal)
• Discounting
• Approval flow
Quote

7. Join the conversation using #BizSystemsMagic
Quote – Quoting
● Ability to select different price books while quoting
● Ensure system is able to add maximum number of lines needed for
your quoting needs
○ Check on application limitations
● Guided Selling
● Identify minimum customer information needed while building a
quote
● Insist on co-term, renewal will be much cleaner
• Pricing Models
• Configure
(New, Amend,
Renewal)
• Discounting
• Approval flow
Quote

8. Join the conversation using #BizSystemsMagic
Quote – Discounting/Approval flow
● Streamline discounting and approval processes based on margin
● Maintain pre-agreed discounts at customer and partner levels
● Skip the approval process for standard discounts
● Enable parallel approval processes (sales, legal and finance)
● Introduce quote header and line level discounts for percentage and
dollars
● Multi-Year Ramp up/down discounts
● Ensure approval flow kicks in for orders above threshold discount at
header level
• Pricing Models
• Configure
(New, Amend,
Renewal)
• Discounting
• Approval flow
Quote

9. Join the conversation using #BizSystemsMagic
Contract
● Decide standard and non-standard contract clauses
● Agreement among finance, legal and sales teams upfront so T&C
can be redlined
● Develop separate standard NDA and MSA for direct, partner and
resellers
● Add T&C upon selecting relevant product or service during the
quoting process
● Electronic signing tools
● Decide contract content repository
• Creation
• Negotiation
• Execution
Contract
Mgt

10. Join the conversation using #BizSystemsMagic
Order
• Provisioning
• Renewal
Opportunity
Order
Fulfillment
● Make the order a single source of truth (maintain as granular as
possible)
○ All SKUs (billable, non-billable, one-time, subscription, assets)
○ Billing terms (start date, end date, term) at line level
○ list price, sale price, discount info at line level
● Know your SaaS metrics (ARR, MRR) - Typically captured at
opportunity and Account
● Continue to refine renewal opportunity as and when change order
takes place
● Develop custom objects and bring in fulfillment status, billing and
invoice payment details to show the account health

11. Join the conversation using #BizSystemsMagic
Billing
● Agreement for pre-approved billing terms and models
○ One time vs. Subscription billing
○ Upfront vs. Rear billings
○ Usage, overage, and credit
● Setup SKUs that reflect product grouping/family and support Rev
Rec
● Identify what to automate and what not to automate
● Identify billing methods between partners, resellers and direct
customers
● Enable Taxation
• Billing Plans
• Recurring
• Utilization/
Bursting
• Invoice
• Collection
Billing

12. Join the conversation using #BizSystemsMagic
Quote to Cash – Maturity Indicators
CPQ Contract Management Order & Revenue Mgt
Incentive compensation aligned with
sales, pricing and promotions
Individual business groups can initiate
the contract types along with timelines
and urgency
Ability to manipulate orders at the line
level, see in-flight changes to orders,
changing delivery conditions
Accurate margin calculations during the
quoting process
Real time process, consistent legal
language across all contracts, electronic
signatures and red linings
Asset-based ordering. Automatically pass
all details captured in the quote to the
contract and finance team
Consistent accurate pricing Ability to control and see whatever is
necessary to improve compliance with
government regulations
Orders captured and consolidated across
all channels including E-Commerce,
distributors, partners, and direct sales
End to End visibility into contracting,
pricing, and quoting across the value
chain
Common templates for every day
contracts and common clauses
Order visibility for customers across
channels, showing order status,
including delivery dates, shipment cost,
and taxes
Higher deal win rates, average deal size High-value resources focus only on
exceptions, rest is automated
Visibility and fulfillment across all
channels. Inventory stats, on-time
customer billing and accurate cash
collection
Faster, more accurate quoting Centralize contract documents Fast Renewals
Source : Intelligent Quote to Cash by Kirk Krappe

13. Thank you!
Notes, slide decks, takeaways will be posted on
systematic.workato.com
Hosted by:
“Business Systems Community”
& Workato