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Configure Quote Templates and Track Contracts

Learning Objectives

After completing this unit, you’ll be able to:
  • Explain how quote templates help sales reps efficiently prepare quotes for customers.
  • Set up quote templates.
  • Create contracts.

Quotes Basics

As your sales reps work their deals, they prepare quotes for customers. Quotes show your customers the prices of the products and services your company offers.

Your reps have the flexibility to create a set of quotes that show different combinations of products, discounts, and quantities. That way, your customers can compare prices.

First things first, though. Our Salesforce admin, Maria, enables Quotes. Here’s how.

Enable Quotes

  1. From Setup, Maria enters Quote in the Quick Find box, then selects Quotes Settings.
  2. She then selects Enable.Enable Quotes from Setup
  3. Maria selects the page layout on which she wants the Quotes related list to appear, and then saves her work.Select Page Layouts on Which You Want Quotes Appear

Our sales rep, Lance, continues to work an opportunity. He set the opportunity’s stage to Proposal/Price Quote. So now he’s ready to get a quote to his customer at Dickenson PLC. Let’s look at how he prepares the quote.

Create a Quote

Lance is at the proposal stage in his opportunity, from which he creates his quote.
  1. From the opportunity, he starts a new quote.

    Create a Quote from the Quotes Related List

  2. He enters specifics for the quote.

    New Quote Details

  3. Lance saves his work, and then the new quote appears.

    New Quote Appears in Quotes Related List

    At this point, he selects the quote, and he sees that the product from the opportunity appears as a line item. Lance can add other products as line items if he wants to.

    Product Appears as a Quote Line Item

    He’s done for now, but he can later choose to add more line items to the quote.

  4. Lance plans to send multiple quotes to his customer. After he and his customer agree on a specific quote, Lance is ready to sync the quote. When he syncs the quote, its line items appear as the opportunity’s products. That way, Lance isn’t at risk of having discrepancies between the line items in his quote and the products in his opportunity.

    Sync Quote Line Items with Products on Opportunities

Prepare Quotes for Delivery to Customers

You learned how sales reps create quotes. Now it’s time to see what happens with those quotes afterward. It involves you, so read on!

Your sales reps generate PDF files for the quotes they send to their customers. Salesforce includes a standard template, but sometimes your reps want to generate quote PDF files with different details.

Take, for example, the reps at Ursa Major. They want to exclude the Tax field when they provide quotes to customers for service plans. So their admin, Maria, creates a template for them. Here’s how.

Create a Quote Template

  1. From Setup, Maria enters Templates in the Quick Find box, then selects Quote Templates.

    Access Quote Templates from Setup

  2. Maria creates a template. Then, she gives it a name and saves it.

    Name for New Template

  3. Maria then scrolls to the Totals section and removes the Tax field.
  4. Then she saves her work. Maria’s ready to release the template to her reps, so she activates it.

    Activate Link for Quote Template

How Sales Reps Generate PDF Output for Quotes

  1. From a quote, Maria’s reps click Create PDF.

    Select a Quote Template

  2. Then, her reps select the template of their choice.
  3. Reps then create the PDF file. And see? No sales tax!

    PDF Output Without Sales Tax

  4. Then, reps save the PDF files to their quote records, where they can access the PDF files and send them to their customers.

    Quote PDF File Accessable from Quote Record

Contracts Basics

When a customer decides which products or services to buy, your rep delivers a contract that documents the prices and terms both parties agree to. Lots of companies use contracts to set the terms for doing business with other companies.

Salesforce helps your reps create, track, and manage the contracts they deliver for their accounts and opportunities. Reps track contracts through your company’s approval process. And they can use workflow alerts to remind them about contract renewals.

Set Up Contracts to Appear on Opportunity Details

Maria’s sales reps want to see contracts on their opportunities. So she uses field-level security and field accessibility—not page layouts—to include a contract on opportunity details.
  1. From Setup, Maria clicks Object Manager at the top of the page. She selects the Opportunity object, and clicks Contract in the fields area. Then, she clicks Set Field-Level Security.

    Set Field-Level Security to See Contracts from Opportunities

  2. She selects Visible for each profile that she wants the Contracts related list to appear on, and then saves her changes.

    Set Feild-Level Security to add Contracts to Opportunity Details

  3. Maria clicks View Field Accessibility.
  4. For one of the profiles that Maria wants contracts available, she clicks Hidden.

    Customize Field Access on Opportunities

  5. Maria selects Visible under Page Layout.

    Field Access Set to Visible

  6. Then she saves her changes. Profiles are now marked Editable.

    Profiles marked editable.

  7. To verify that her changes took effect, Maria creates an opportunity and adds a contract to it.

    Add Contract to New Opportunity

    After she saves the new opportunity, she sees the contract related to it in opportunity details.

    Related contracts in the Details tab.

How Sales Reps Create Contracts and Relate Them to Opportunities

Now that Maria set up contracts to appear in opportunity details, let’s see how her sales rep, Lance, creates contracts and relates them to his opportunities.

Create a Contract

  1. From the App Launcher, Lance selects Contracts.

    Contracts from the App Launcher

  2. Then, he clicks New.

    Click New

  3. Lance enters details specific to this contract. Then, he saves his work.

    New Contract Details

    Lance sees the new contract.

    New Contract Appears

    And it automatically appears on the Contracts related list on the Dickenson PLC account.

    New Contract Appears on the Account

Relate a Contract to an Opportunity

  1. Lance opens an opportunity for Dickenson PLC that he wants to relate to a contract.
  2. He clicks Details.

    Opportunity Details

  3. Then, Lance selects a contract from a list that’s specific to the Dickenson PLC account.
  4. He saves his work, and sees the contract related to his opportunity.

    Contact Appears on Opportunity

Maria got her sales reps on track to selling products from a price book she created. Remember how those prices were lower than the standard list values?

Then, Maria enabled Quotes, so that her reps can provide quotes to their customers. After her reps and their customers agree on specific quotes, her reps can then sync the quote line items with the opportunity’s products.

And finally, she set up contracts to appear on opportunity details—handy for letting reps quickly access contracts related to their opportunities.

Resources

Use these resources to learn more about quotes, quote templates, and contracts.
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