About this engagement
Our client operates a complex, multi-product, multi-currency sales motion across global markets. Pricing it accurately, and turning a closed deal into a clean subscription and revenue record, had become a manual, error-prone process spread across multiple systems.
We helped simplify this process by coming in to remove their dependency on a third-party billing tool and bring quoting, pricing, subscription creation, and revenue tracking fully inside Salesforce, no extra tooling required.
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100%
Elimination of an additional billing tool
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30+
Estimated hours of manual work removed each month
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By replacing our client's third-party billing tool with two native Salesforce screen flows, we automated their quoting, pricing, and revenue tracking across nine currencies in a single end-to-end workflow, making a once complex process accurate and efficient.
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Our client's sales motion had outgrown its tooling. To create a subscription, the team had to leave Salesforce, review the pricing in a spreadsheet, move into a separate third-party billing tool, manually re-enter everything, and circle back. Additionally, reps had to manually look up purchase tiers and work out bundle, multi-year, and regional discounts by hand, a slow process with inevitable errors.
The problem became glaring internationally, as there was no clean way to see normalized ARR (annual recurring revenue) across currencies, so finance had no easy read on the business in USD terms. Additionally, whether a deal was an expansion, a contraction, or a flat renewal was all tracked manually, with no audit trail and no automation.
While Salesforce CPQ may be a go-to option for some, our client did not want it, and given its end-of-sale status, that makes complete sense. They needed the power of a configure-price-quote system without the licensing cost or the dependency on an external billing platform. The goal was a native solution the team could fully control and hand off to internally.
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Our client's team went from toggling between platforms and re-keying every deal by hand, to a single guided workflow inside Salesforce that prices a deal, creates the subscription, and records the revenue change in a few clicks, with no copy-paste and no external billing tool.
At a high level, here is what changed:
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Before
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After
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Two systems to create one subscription
Leave Salesforce, re-enter everything, come back
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→
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One workflow, fully native
Quote to subscription without leaving Salesforce
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Pricing worked out in spreadsheets
Manual tier lookups and discount math
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→
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Pricing engine built into the flow
Tiers and discounts calculated automatically
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No normalization across currencies
Finance had no quick read in USD
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→
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Live FX with USD equivalents
Every deal priced in local currency and USD
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Revenue changes tracked by hand
No audit trail, no classification
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→
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Automated revenue change records
Classified on every subscription
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Let's break down how we got there.
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Two native Salesforce flows that work as one pipeline The heart of the solution is two guided screen flows that hand off to each other. The first prices the deal for the rep. The second turns that priced deal into a subscription for finance, with no re-keying, no copy-paste, and no external billing tool in between. What is a Screen Flow?
A screen flow is a guided, step-by-step process built directly inside Salesforce, the kind of thing that walks a user through a task one screen at a time, right on the record. Each step can collect input, run calculations, and create or update records behind the scenes, so the work happens in one place without anyone exporting data or switching tools.
The priced opportunity is the single shared artifact. Everything the rep configures flows into the finance subscription with nothing re-keyed in between. |
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A pricing engine rebuilt natively in SalesforceOur client's entire spreadsheet pricing calculator was rebuilt directly in Salesforce, so pricing now calculates automatically, in real time, the moment the rep builds the deal. The engine handles the full complexity of their motion, six products across Standard and Pro tiers, fourteen company-size budget tiers, and nine regional pricing schedules, without anyone leaving the opportunity:
Because the logic lives inside Salesforce, our client can maintain pricing themselves after handoff. No external tool or spreadsheet required. |
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Multi-currency pricing with live FX Since our client sells internationally, the currency had to be handled cleanly. The engine prices across nine currencies, and pulls live FX rates so reps always see both the local amount and its USD equivalent. The price book filters by currency, so a rep only ever sees a product's price in the relevant currency, and each currency renders in the format local buyers expect, down to details like integer formatting for Japanese yen. For finance, this finally gave a normalized USD view across the whole book of business, without a manual reconciliation step. |
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Year-by-year pricing for multi-year deals For multi-year contracts, the engine prices each contract year independently. Products, discounts, and pricing can vary from one year to the next. The review screen shows a full year-by-year breakdown with gross and net TCV (total contract value) per year, plus grand totals for ACV (annual contract value) and total contract value, so the full shape of the deal is visible before anyone confirms. |
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Automated revenue tracking with a clean audit trail Every time a subscription is created, a revenue change record is generated and classified automatically as a new deal, an expansion, a contraction, or a flat renewal. What used to be tracked by hand, with no audit trail, is now captured the moment the subscription is created, giving finance a reliable record of how revenue is moving. |
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Pricing a deal and turning it into a subscription went from a multi-system, manual task to a guided flow that runs in a few clicks. Reps no longer open a spreadsheet to work out a price, and finance no longer re-enters a deal into a separate billing tool to create a subscription. Five discount layers that were once calculated by hand are now applied instantly, and the rep-to-finance handoff happens through the shared opportunity products with nothing re-keyed in between.
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100%
Billing tool dependency eliminated
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The external billing tool is gone entirely. Quoting, pricing, subscriptions, and revenue tracking now live in one system the team owns outright, with no recurring license to pay and nothing to maintain outside Salesforce. |
Now that we've automated this process, a deal is priced, becomes a subscription, and generates a classified revenue change record without ever leaving Salesforce. The ARR audit trail that used to be maintained by hand is now automatic, and finance has a normalized USD view across all nine currencies on every screen. What was once a manual process that consumed 30-50 hours a month now takes a fraction of the time that it did before:
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Per new subscription
45-90 min → 5-10 min
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Per renewal
30-60 min → 3-5 min
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Reconciliation, per month
4-8 hrs → near-zero
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Most importantly, our client was left standing on its own feet. The solution shipped with full technical documentation and a user guide, the products and pricing logic already configured inside Salesforce, and a workflow that runs from quote to subscription to revenue tracking without a single external dependency. A motion that was slower and more error-prone is now faster and fully owned in-house.
Request a free consultation to discover how we can help you rebuild and scale your revenue engine.