1. Business Use Cases

ShareCRM CPQ helps you price and quote quickly, efficiently, and accurately to streamline the sales process and resolve common business pain points:

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Collaborative Quoting

Problem solved: Ironically, strict rules introduced to improve quote governance can become obstacles. For example, a rule might require approval from the manufacturing department to confirm Inventory availability, or multiple sales managers may need to sign off on a Quotation. While these rules aim to guarantee quote accuracy, excessive review often delays the process and risks losing the deal.

Guided Accurate Quoting

Problem solved: Making promises you can’t keep. If the sales team lacks visibility into organization changes, product additions/removals, or allowable discount ranges, they may overcommit to win deals. Keep sales updated on current prices, product lines, allowable discounts, and order availability so they produce realistic, executable quotations.

Bundled Product Configuration

Problem solved: The CPQ system lets you define product bundles in advance so you can preset valid combinations.

Dynamic Pricing

Problem solved: Price rules in the CPQ system let you adapt to dynamic pricing and support the primary goals of selling products.

When to use CPQ

Use CPQ when any of the following apply: - You sell a wide range of Products with complex structures. - You sell combined Products and services (for example: device sales plus repair services). - You want to accelerate quote generation across Products or services. - Your Products require customized Quotations where options are constrained and interdependent. - Your end-to-end business requires integrations with surrounding systems like CRM, ERP, etc.

2. Product Overview

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• Configure multi-level product structures: define multi-level Product compositions including parent-child relationships, configuration parameter details, child pricing rules, and constraint/dependency rules.
• Configure Attributes and Attribute Values: after linking Attributes and Attribute Values to Products, assign Price Lists and prices to Attribute Values to support multiple prices for a single Product. Includes creating Attributes and Attribute Values, linking Attributes to Products, and setting Attribute Price Lists.
• Quoting / Ordering usage: during Quotation or Order creation, select Product bundles to efficiently create complex Orders. The flow includes selecting a Product bundle, choosing parent Product Attribute Values, configuring child items and their Attribute Values, editing child prices and quantities, and editing parent prices and quantities.

3. CPQ Business Operations

3.1 CPQ Configuration

3.1.1 Enable CPQ

After purchasing the CPQ product, an admin can enable CPQ for the tenant at Backend > Business Rules Management > Mid-Sale Management Configuration > CPQ Configuration by toggling the CPQ switch.

Note: Once enabled, this switch cannot be turned off.

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CPQ Enablement Details

• Once the CPQ switch is enabled, it cannot be disabled. Print settings should be configured according to your business scenario by selecting the appropriate toggles.
• When CPQ is enabled, ShareCRM Quotation and Sales Order support complex Products and pricing; other business modules are not yet supported.
• When enabled, the Quotation and Sales Order product records automatically receive a “level” field.
  • This field only appears in print templates for Quotation, Quotation Line Items, Sales Order, and Sales Order Products; it can be shown via layout configuration.
  • In backend management, the “level” field on Quotation Line Items and Sales Order Products supports default value editing. The default is [.]. Only three default values are supported: [.] , [-] , [_]. Any other value or formula will default to [.] .

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• After enabling CPQ, Price Lists can only set discounts/prices at the Product bundle level; they cannot set prices for bundle child Products. If a bundle with configured child Products is selected on a Quotation or Sales Order, the final bundle price will be calculated based on the Price List discount at the bundle level.

3.1.2 Enable Standard BOM

Path: Business Rules Management > Mid-Sale Management Configuration > CPQ Configuration > Enable Standard BOM switch

When enabled, the tenant can create and maintain standard BOM (Bill of Materials) bundle Products in the Product Bundle object.

After enabling Standard BOM, the Product Bundle create/edit page will allow selecting “Standard BOM” as a value for the BOM Type single-choice field.

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3.1.3 Product Configuration Modes

Path: Business Rules Management > Mid-Sale Management Configuration > Product/Item Configuration > Product Configuration Mode switch

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3.1.3.1 Default Mode

Mode description: Default out-of-the-box mode. Product selection flow: search Products by criteria, select from results list (supports multi-select). If the Product or bundle parent has Attributes, you can configure Attributes in the list. For bundle Products, child configuration is handled separately via the Configure button which opens a dedicated configuration page.

Applicable scenarios: Complex Product BOMs where you need to see child item details during configuration; child items have model Attributes that must be set during selection.

Example: Industrial machinery - A machine may consist of power system, control system, actuators, sensors, etc. - Power systems may include electric, hydraulic, or pneumatic; control systems may include PLCs or microprocessors. - Subcomponents may have multiple types (e.g., motors: DC, AC, stepper, servo). - When configuring a machine, the user must select subcomponent configurations and motor types.

3.1.3.2 Cart-style Ordering

Mode description: This mode requires Attributes or CPQ to be enabled. It supports an e-commerce Cart-style workflow to complete Product selection, BOM configuration, and quantity editing in one place.

Applicable scenarios: When multiple Products are selected at once, including standard Products and bundle Products; varying quantities and many model/parameter options need selection.

Example: A data center purchase: customers buy servers, storage, and network equipment in one order. Storage must choose capacity; network devices must choose models; servers have complex BOMs requiring child component selection. Server BOM example: 1. Base configuration: CPU: Intel Xeon Platinum 8280, 64 cores, 2.5GHz; RAM: 256GB DDR4 ECC Registered; Storage: 2TB NVMe SSD 2. Optional upgrades: CPU upgrade: Intel Xeon Platinum 8380, 128 cores, 3.0GHz; RAM: 512GB or 1TB; Additional storage: extra 1TB NVMe SSD or 4TB 7200RPM HDD 3. Add-ons: GPU: NVIDIA Quadro P6000 16GB; NIC: Dual-port 10GbE SFP+; PSU: 2000W 80+ Platinum 4. Software options: OS: Windows Server 2022 Standard or Linux CentOS 7.x; Virtualization: VMware vSphere or Hyper-V

3.1.3.3 Attribute-driven Ordering

Mode description: This mode requires Attributes to be enabled. Product Attributes are presented through sales-driven or progressive guided flows to configure complex BOM parameters without exposing BOM complexity. Guided Attribute selection delivers fast quoting.

Applicable scenarios: Highly technical or complex BOMs where sales reps cannot memorize configuration details. The rep specifies the customer scenario or requirements and the system filters child components accordingly.

Example: E-Signature product families: Products are categorized and sales reps select the customer scenario; the guided Attribute selection completes the complex BOM configuration.

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3.2 Operational Instructions

3.2.1 Product Bundle Management

After enabling CPQ, the tenant will have a predefined Product Bundle object to create BOM-hierarchical bundle Product records.

3.2.1.1 Create a Product Bundle

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Basic field descriptions: - Parent Product: a Lookup to the Products object. You can use an existing Product as the parent of the bundle or create a virtual Product as the parent. Note: once a Product is designated as a parent, it can no longer be sold individually. - BOM Type: default system value is “Configuration BOM”, used for configurable/custom Products. If Standard BOM is enabled, two BOM types are available: - Configuration BOM: for customized Products, allows selection during order time based on customer needs. - Standard BOM: for standardized Products with a fixed bill of materials, suitable for regular production and Inventory Management. - BOM Purpose: single-choice field to specify the BOM application. System provides two options: Sales BOM and Service BOM. - Sales BOM: default. Used in the sales process for configuration and Quotation. Sales BOMs can be added to: - Predefined objects: Opportunity, Quotation, Contract, Sales Order, etc. - Custom objects: Sales BOMs can also be attached to custom objects via the CPQ plugin, enabling greater flexibility. - Service BOM: used for service-related Product configuration and management. - Bom Version: - An auto-increment identifier used to manage multiple BOM versions associated with the same parent Product. - The system creates a unique incrementing identifier for each new BOM version to ensure unique referenceability.

3.2.2.2 Create Product Bundle from a Product

• From a new or existing Product edit page: after entering base Product information, use Save and Configure Product Bundle to open the Product Bundle configuration page. The current Product will be prefilled as the parent Product.

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• From the Product details page: on the Product Bundle tab, click the Add icon to create a Product Bundle; the current Product becomes the default parent Product.

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• From the Product list page: you can directly open Product Bundle configuration.

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Note: Entering configuration from these entry points shows all Products where “Is Product Bundle” is Yes. Selecting a Product configures that Product’s Product Bundle.

3.2.2 Product Bundle Child Item Configuration

Supports Add Product and Add Group functions.

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• Add Product:
  • Opens a modal Product selection page supporting regular Products and bundle Products. The selection UI indicates whether a Product is a bundle.
  • If “Is bundle” = No, the Product is added as a regular child item.
  • If “Is bundle” = Yes, the selected bundle is added as a child (called “reused BOM”).
    • Reused BOMs can be referenced by any Product as a child; changing a reused BOM Product will affect all bundles that reference it.
• Add Group:
  • Use groups to organize child items by scenario, type, etc. To create an empty BOM, add a group without child items and add children later.
  • Group fields:
    • Group options control: constrain selections within the group — single-select or multi-select.
    • Single-select: can set whether selection is required.
    • Constraint type: choose single-select to limit the user to one Product/component in the group.
    • Required: set whether at least one Product/component must be selected when submitting the configuration.
    • Multi-select: supports Min and Max child counts to limit the number of selectable Products in the group.
    • Quantity limits:
      • Minimum child count: numeric constraint for the minimum selectable children in the group.
      • Maximum child count: numeric constraint for the maximum selectable children in the group.
    • Enabled status:
      • Default is enabled. Setting to No will update all group child items’ Enabled status to No for bulk disabling.

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• Each child Product can itself have child Products, enabling multi-level hierarchies. Save to complete configuration.

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3.2.4 Constraint & Dependency Rules

1. Product Constraints

• Product constraints define relationship rules between Products. Supported relationships: Must Select and Cannot Select. This function only supports Product-to-Product constraints, not BOM or Attribute constraints.

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1. Product Attribute Constraints

• Attribute-level constraints apply to child items inside a BOM when Product configuration uses Attributes. The system supports creating, editing, and exporting these rules.

picture coming soon: Caption: Supports create, edit, and export operations.

• Product constraint relationships include three types: Must Select, Cannot Select, and Must Select within a range.
  • Example: If Processor == i5 then Core Count must be 4 cores: the Core Count option is auto-selected and locked.
  • If a rule is Cannot Select, then selecting 4-core will be disabled/grayed out.

picture coming soon: Caption: Product constraint examples: Must select, Cannot select, Must select within range.

picture coming soon: Caption: Must-select range example: If Core Count = 4 cores, GPU brand must be chosen from a predefined set (e.g., ASUS, YORK, HISENSE, HITACHI). Other brands are not selectable.

• If you need to constrain numeric relationships among accessories (e.g., CPU cores affect GPU quantity), use advanced formulas. Advanced formulas require enabling the Quoter (gray release) feature. After approval, the Advanced Formula feature becomes available.

picture coming soon: Caption: The quantity of constrained child items can be a fixed value or a calculated formula. During configuration, the constrained child default quantity will follow the formula. Users may modify quantities; if the submitted values violate the rule, the system warns and asks for confirmation.

picture coming soon: Caption: Constrained quantities can be set as fixed values or formulas. Noncompliant submissions prompt a confirmation warning.

3.2.5 Configure Product Attributes

• Create Attributes and Attribute Values:
  • Manual creation:
    • Entry: CRM module > Products management list > Attributes list page.
  • Import: see import instructions (help link).
• Define Attributes and Attribute Values:
  • Create an Attribute first, then add Attribute Values. You can copy or delete Attribute Values and reorder them by dragging the handle.

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• Link Attributes to Products:
  • Once linked, you can define the available Attribute Value range and display Attributes and values on the Product detail page.

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• Attribute Price Lists:
  • Attribute Price Lists link to the master Price List and define applicable Price List scope. Edit Attribute Price List detail prices to implement different prices for the same Product based on Attribute Values.

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3.2.6 Select Attribute Values When Ordering

When creating an Order or Quotation, select a Product and choose Attribute Values. The Attribute Price List sets the price, and selected Attributes and Values display in the line-item list.

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3.2.7 Product Quoting & Ordering

When creating a Quotation or Sales Order, select Products, filter Product bundles by Attribute Values, configure bundle Attribute Values, choose child items, set prices and quantities, and generate the Quotation or Sales Order.

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3.2.8 ERP Integration

ShareCRM supports integration with mainstream ERP systems to achieve seamless handoff: Orders and Products ultimately map to ERP Materials (BOM) and Orders.

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Note: Currently, Sales Contracts align with Sales Orders and Quotations and already support CPQ.