CPQ

1. Overview

Younium CPQ (Configure, Price, Quote) is a quoting application built on top of the Younium subscription management platform. It enables sales teams to create structured, priced quotes that can be sent to customers for acceptance and converted directly into Younium subscriptions.

CPQ manages the full commercial journey from initial quote composition through customer signature and subscription creation. It is a standalone application at cpq.younium.com, with a sandbox environment at cpq.sandbox.younium.com, and is also available as an embedded extension within HubSpot.

Quotes cover both new business and amendments to existing subscriptions, and the same quote can be priced, approved, signed, and converted without leaving CPQ. CPQ is feature-gated through Younium's entitlement system, so the available feature set depends on the subscription tier of the organisation.

2. Core Concepts

Legal Entity

CPQ operates at the legal entity level. Each legal entity has its own settings, product catalog sync, quote numbering, branding, approval configuration, and e-signing configuration. A user may belong to one or more legal entities within a tenant.

Quote

A quote is the central object in CPQ. It represents a commercial proposal to a customer, containing one or more products with their charges, applicable discounts, subscription terms, and associated contacts. Every quote has a unique quote number (e.g. Q-2026-0001), formatted according to the legal entity's configured prefix and sequence.

Product and Charge Plan

Products are sourced from the Younium product catalog and synced into CPQ. Each product has one or more charge plans, and each charge plan contains one or more individual charges.

How a product is added to a quote depends on its structure. Products with a single charge plan are added at the product level, and all their charges come together. Products with multiple charge plans are added at the charge plan level, so the user selects which plan to use and the charges from that plan become line items. Pricing and quantity can be adjusted on the quote without affecting the catalog.

Subscription Terms

Each quote specifies the intended subscription structure upon conversion:

• Subscription type: Termed (fixed duration) or Evergreen (no fixed end date)
• Start and end date: Derived from start date plus initial term months for Termed subscriptions
• Initial term: Duration in months
• Renewal term: Duration in months for automatic renewals
• Auto-renewal: Whether the subscription renews automatically at the end of the term
• Notice period: Months of advance notice required for cancellation before renewal
• Billing frequency: The billing interval applied across all charges unless individually overridden

Which subscription types are available is controlled by the legal entity setting AllowedSubscriptionTypes (Termed, Evergreen, or Both). Each of the terms above has a legal entity default that pre-fills new quotes.

Customer Account and Bill-To Account

A quote always has a customer account — the party the quote is prepared for. It may additionally have a bill-to account (also called the invoice account): a different account that receives the invoices. When the two differ, the bill-to account carries its own address, VAT and organisation number, invoicing email addresses, payment term, and invoice delivery method, and it is the bill-to account that is written to Younium as the subscription's invoice account.

Approval Group

An approval group is a named set of CPQ users who can approve quotes. Each legal entity has a default group, and any active member of an assigned group can approve — approval is not routed to one specific person.

Settings

Currencies, countries, payment terms, and exchange rates available in CPQ are synchronised from Younium, so the currency list on a quote always matches what the platform accepts.

3. Quote Lifecycle

Every quote moves through a defined set of statuses. The lifecycle is controlled by a state machine that enforces which transitions are valid at each point.

Statuses

Note on Accepted vs Signed: A quote in Accepted status reflects customer intent but is not treated as Won in forecasting. Won status requires either full e-signing completion (Signed) or conversion to a subscription (Converted). This is intentional to prevent premature revenue recognition.

Lifecycle Stages

Beyond the status, CPQ derives a lifecycle stage that combines status with active modifiers:

• Editing: A sales rep has started editing a sent quote. The customer continues to see the previous version until an updated version is explicitly sent.
• Editing Pending Approval: The draft edits require approval before the updated version can be sent.
• Signing Paused: E-signing was voided (by the seller, by a signer reassignment, or by the provider). The customer cannot sign until the seller resumes or sends a fresh envelope.

A quote sitting in Draft with an approval request outstanding is shown as Pending Approval rather than plain Draft, so the queue state is always visible from the quote itself.

Key Transition Rules

• A quote in Draft can be sent directly (without an approval step) if no approval rules are triggered. The approval check is re-evaluated at the moment of sending, so a quote that becomes approval-worthy after an edit is blocked from going out.
• Editing a sent quote does not interrupt the customer-facing quote. The customer sees the last sent version until the updated version is explicitly published.
• Starting to edit a quote that has an active e-signing envelope automatically voids that envelope and sets the quote to Signing Paused.
• A quote in Declined or Lost can be reopened. Reopening always returns the quote to Draft for rework, clearing the decline, acceptance, e-signing, and approval state while preserving the record that it was previously sent.
• A quote cannot be reopened once its valid-until date has passed.
• A quote can be closed as lost from any state except Signed, Converted, Declined, Expired, or already Lost.
• Expiry is applied when the valid-until date has passed: the quote page stops offering acceptance, and the quote moves to Expired when a customer attempts to accept it.

Note on reopening a sent quote: While a reopened quote is being reworked, its customer link stays live but becomes read-only. The customer continues to see the last version that was sent to them and cannot accept, decline, or message until the seller sends the quote again. This prevents a customer accepting a version the seller has already withdrawn.

Quote Types: New Business and Amendments

A quote has a type that determines how it converts into Younium:

• Standard quote — a quote for a brand-new subscription. This is the default.
• Change quote — a quote that amends an existing Younium subscription. It is linked to a source subscription and carries an effective change date that defines when the changes take effect in Younium. Change quotes are assigned their own number sequence (e.g. CQ-2026-0001) in addition to the standard quote number.

Change quotes are presented to sales users as amendments: the action that creates the Younium order is labelled Amend Subscription, and the quote builder shows which subscription is being amended.

An amendment requires an explicit amendment type:

Only one open change quote can exist per source subscription at a time. When a user picks a subscription to amend, the picker flags any subscription that already has an open change quote, along with which quote it is.

The lifecycle and workflow for change quotes follows the same state machine as standard quotes.

Selecting a Subscription to Amend

When creating a quote, after selecting the customer the user is offered the option to base the quote on one of that customer's existing subscriptions instead of starting a new one. The picker lists the customer's subscriptions and their open-amendment state.

Cloning a Quote

Any standard quote can be cloned to start a new quote from proven content. A clone carries the commercial substance of the original: products, charges, tier ladders, quantities, prices, charge-level and order-level discounts, currency, subscription terms, billing frequency, notes, and the assigned document template. It receives a fresh quote number, a fresh customer link, and validity dates recalculated from today.

A clone deliberately does not carry anything tied to the original deal or its history: the customer and bill-to account, contacts, CRM links, e-signing state, acceptance and send history, version history, approval state, and the link to any created subscription. The clone starts in the quote wizard with no customer selected, so the user chooses who it is for.

Change quotes cannot be cloned, and the customer on a quote can only be changed while it is still in Building or Draft and not being edited as a draft overlay. Swapping the customer clears the quote's contacts.

4. Products and Pricing

Adding Products to a Quote

Products are browsed from the synced catalog. Single-plan products are added whole; multi-plan products are added by selecting a charge plan, and all charges within the selected plan are added together.

Charge Types

Usage and Measured charges are consumption charges. They are billed on actual consumption in Younium, so they never contribute committed revenue on a quote. They can instead carry a forecast — see Estimated Usage below.

Charge Pricing Models

Price Period

The catalog price for a recurring charge is denominated in a price period (Monthly, Quarterly, or Annual). CPQ normalises all recurring charges to monthly when calculating MRR, so that MRR × 12 = CARR.

Note on price period vs billing period: The price period says what the price represents; the billing period says how often the customer is invoiced. Changing the billing period changes invoicing cadence, not the run rate.

Tier Ladders on Volume and Tiered Charges

Volume and Tiered charges are priced through a tier ladder. Each tier defines a quantity band with its own price:

The ladder is editable on the quote and is validated as a whole. CPQ enforces that the first tier starts at zero, that every tier except the last has an upper bound, that only the final tier may be open-ended, that an upper bound is never below its lower bound, and that the bands are contiguous with no gaps or overlaps. Editing per-tier prices requires the charge to allow price edits in the catalog; editing tier bounds and per-tier discounts does not.

Quantity on a Volume or Tiered charge cannot exceed the ceiling of the highest finite tier. This limit does not apply to consumption charges, where the quantity is a forecast rather than a commitment.

An open-ended final tier is transmitted to Younium as an explicitly unbounded tier, so the platform prices it the same way CPQ does.

Adjustable Fields per Charge

On a quote, each charge can have its quantity adjusted, including to zero or a negative value — negative quantities are used to model credits and removals within an amendment, and flow through to metrics and to Younium as entered. Unit price can be overridden only if the charge is configured to allow price edits in the product catalog (AllowPriceEdit). Custom start and end dates can be set per charge, overriding the quote-level subscription dates.

Estimated Usage

Usage and Measured charges can carry a sales-entered forecast — estimated usage on a Usage charge, estimated quantity on a Measured charge. The forecast must be zero or greater, and zero is a meaningful value: it states explicitly that no consumption is expected.

A forecast does not create commitment. It is reported separately from committed revenue, on the quote, on the customer quote page, and in generated documents:

Consumption charges without a forecast contribute nothing and are presented to the customer as billed at invoicing. Forecasts are passed to Younium on conversion so the platform holds the same expectation.

Billing Configuration

Each recurring charge carries billing settings that are inherited from the catalog unless explicitly overridden:

• Billing period: Monthly, Quarterly, Annual, End of Term, Biannual
• Billing timing: In Advance or In Arrears
• Period alignment: Controls what date billing periods align to (align to order, align to charge, align to month, align to calendar quarter, or align to a specific date)

When quote-level billing frequency is enabled, a single billing frequency is set on the quote and all charges inherit it by default.

Settings

5. Discounts

CPQ supports discounts at two levels, which compose: a discount on an individual charge, and a discount across the order.

Charge-Level Discounts

An individual charge can carry either a percentage or a fixed-amount discount. It is applied to that charge before any order-level discount, and a charge total never falls below zero. Because it is applied at the line, it is already reflected in the quote subtotal. Volume and Tiered charges can additionally carry a discount per tier band.

Order-Level Discounts

An order-level discount applies across charges and is presented to the customer as a discount on the deal.

A fixed-amount order discount is distributed across the charges it applies to in proportion to their share of the subtotal, so recurring, one-off, and forecast consumption each absorb their part.

Discount Duration

Every order-level discount must state an explicit duration. This prevents an open-ended discount being created by accident and makes the revenue impact unambiguous:

Custom dates snap to billing period boundaries. Choosing a specific discount start date on a quote that has no subscription start date yet pre-fills the subscription start to match.

Any discount other than Whole contract is time-limited, because it is bound to specific dates rather than the subscription's own term.

Impact on metrics: Time-limited discounts are excluded from MRR and CARR, which reflect steady-state recurring revenue. They are included in TCV, which is calculated period by period across the full subscription term. A discount dated to end exactly at the term end is still treated as time-limited.

When a discount is created or edited, CPQ prices it server-side and shows the resulting impact on contract value and run rate before it is saved, so the effect is visible at the point of decision.

Discount Visibility

Order-level discounts are shown to the customer on the hosted quote page, with their description, type, value, applicable date range, and what they apply to. When a discount applies to specific charges, those charges are named. Discount data is also available to PDF templates, so template authors can render a discount breakdown in custom documents.

6. Quote Metrics

CPQ calculates the following figures on every quote, updated as products and discounts change:

On an amendment, CPQ also holds the equivalent figures for the subscription as it stands today, so the change in run rate and contract value can be reported rather than only the new absolute values.

Note on Evergreen quotes: An Evergreen subscription has no fixed term, so recurring TCV is not meaningful and is reported as zero. MRR and CARR are still calculated.

7. Approvals

The approval workflow is optional and controlled by the legal entity setting ApprovalEnabled. When enabled, CPQ evaluates every attempt to send a quote — and every attempt to publish a draft update of a sent quote — and requires approval when the quote breaches the configured rules. The check is enforced when the quote is sent, not only when it is submitted, so a quote cannot be edited past the rules after approval.

Approvers

Approvers are the members of an approval group. Each legal entity has a default group, and additional groups can be defined to route different situations to different people.

Any active member of an assigned group can approve — the request is not held for one named individual, and there is no quorum. Approving on behalf of the group completes that group's step.

Deciding Whether Approval Is Required

CPQ offers two ways to make that decision, set by ApprovalWorkflowEnabled.

Discount threshold. By default, a quote requires approval when its total effective discount percentage exceeds the configured maximum. The calculation combines order-level and charge-level discounts, and time-limited discounts are weighted by how long they run. The threshold is a ceiling rather than a limit: a quote discounted to exactly the configured maximum passes without approval. When approval is triggered, the reason is recorded on the request in plain language, naming the discount and the threshold it exceeded.

Approval workflow. A legal entity can instead decide approval with a visual workflow — a diagram of the organisation's own rules, replacing the discount threshold entirely while it is active.

Approval Workflows

A workflow is drawn as a graph, one per legal entity, and is evaluated against a quote whenever the approval decision is made. It is built from these nodes:

Conditions compare a fact against a value using equality, before/after for dates, and the numeric comparisons greater than, greater than or equal, less than, and less than or equal. Several conditions can be combined on one node with AND and OR.

The facts available to conditions are:

Quote Rules from a Workflow

The Quote node can also constrain what a sales user is allowed to put on the quote, rather than only deciding approval. Each of the quote's subscription type, initial term, renewal term, auto-renewal, notice period, billing frequency, and currency can be:

Chained and Parallel Approval

An Approval node can name a specific approval group. When a workflow contains several Approval nodes, CPQ opens every approval that is ready at the same time in parallel, and opens downstream approvals only once the approvals before them are satisfied. This produces a sequential chain where the diagram is sequential, and simultaneous sign-off where it is not. An Approval node with no group named falls to the default approvers.

Before it is saved, a workflow is validated as a diagram: it must have an entry point, every branch must have a default path, conditions may only reference facts that are actually available at that point, and unreachable nodes are reported. A workflow can be run against a real quote in the editor and replayed step by step on the canvas to confirm it behaves as intended before it goes live.

Note on an incomplete workflow: If workflow mode is on and the workflow cannot be evaluated, CPQ requires approval rather than letting the quote through. If no workflow has been drawn at all, no approval is required. Quote field rules behave the opposite way: when they cannot be evaluated, no restrictions are applied, so a broken diagram never blocks a sales user from working.

Approval States

Submitting a draft quote for approval moves it to Pending Approval. Submitting a draft update of a quote that is already with the customer does not change what the customer sees — the quote stays Sent or Viewed while approval runs in the background.

Rejecting requires a reason, which is recorded and sent to the requester, and returns the quote to Draft for rework. Resubmitting after a rejection creates a new request and leaves the first attempt on record, so the approval history of a quote is complete.

Notifications

Approvers are notified when a quote is submitted, and the requester is notified when a decision is made. Where Slack is connected, approvers can also receive the request as a direct message and approve or reject without leaving Slack — see the Slack section below.

Settings

8. Quote Versioning

CPQ tracks versions of a quote. A version snapshot is created each time the quote is sent — on first send, on resend, and when an updated version is published from a draft edit — capturing the quote as the customer received it.

Each version records what changed relative to the previous one, covering added, modified, removed and ending charges, tier changes, discount changes, and changes to validity, subscription terms, currency, bill-to details, notes, and the assigned document template. On an amendment, the quote is also compared against the subscription as it stands today.

Versions carry a natural-language summary of the change (for example "Added Analytics Add-on, reduced Enterprise License quantity from 50 to 40, increasing total by 5%"). While a draft edit is in progress, CPQ compares the draft against the version the customer is currently looking at and generates the summary with AI, refreshing it when the underlying changes change and falling back to a plain generated summary if the AI service is unavailable.

Editing a Sent Quote

When a sales rep edits a sent quote, CPQ creates a draft overlay. The customer continues to see the last sent version until the updated version is explicitly published. The sales rep can compare the draft to the customer-facing version before sending.

Discarding the draft restores the quote exactly as it was in the last sent version — header details, subscription terms, products, charges, tier ladders, discounts, bill-to details, and totals — with no impact on what the customer sees. Custom field values entered against charges and products survive the restore, and contacts are left alone because they are operational rather than part of the quoted content. Billing data the customer submitted after the quote was sent is preserved rather than being wiped by the restore, unless the bill-to party itself changed.

If an approval rule is triggered during a draft edit, the approval runs in the editing overlay context without interrupting the customer-facing status.

9. The Customer Quote Page

When a quote is sent, the customer receives an email with a link to a secure, hosted quote page. The page does not require a login and is secured with a per-quote access token. Each contact on the quote can be given their own link, which identifies them when they read or send messages.

The access token has a configurable expiration period. After expiry, or when a magic link is always required, customers must request a fresh link via their email address.

What the Customer Sees

• Quote summary: name, number, validity dates, and status, and who the quote is invoiced to when that differs from the customer
• Key dates: subscription start, or the effective change date on an amendment, plus subscription type and initial term
• Product and charge table with quantities, prices, and totals, grouped either by charge or by product according to the legal entity's preference
• For Tiered and Volume charges, the per-tier pricing breakdown
• Order-level discounts, with their description, value, applicable date range, and the charges they apply to
• The summary of committed totals, and where consumption forecasts exist, the estimated usage breakdown alongside them
• Remarks from the sales team, which the customer can also add to
• Any custom fields configured as customer input
• Version history, if the quote has been revised, with change summaries
• The other contacts on the quote, where enabled, so the customer can see and invite colleagues
• A messaging interface for communicating with the sales team
• A PDF download, and once signing completes, the signed document

Everything on the page is presented with the seller's branding, so the customer sees the seller's identity rather than Younium's.

Preview Mode

Sales reps can open a quote's customer page in Preview Mode to see exactly what the customer will see. Preview Mode is fully read-only: the billing-data form, custom-field inputs, messaging, and the accept and sign actions are all disabled, so a rep cannot submit information on the customer's behalf or advance the quote while previewing. Views in Preview Mode are not tracked as customer views.

Customer Actions

Depending on configuration, the customer can accept the quote, decline it, request changes, or send a message. If e-signing is configured, acceptance triggers the signing flow instead of direct acceptance, and only the designated signer can complete it.

Acceptance is blocked while any of the following is outstanding: required billing data has not been submitted, a required customer-input custom field is empty, a billing address is missing where one is needed for invoicing, or signing is paused. The page states which of these is holding the quote up rather than simply disabling the button.

The page also becomes read-only when the quote has been accepted, declined, or expired, and while a reopened quote is being reworked by the seller.

Settings

Note on hiding custom fields: Turning off the custom fields section changes only what is displayed. A custom field marked as required for the customer still blocks acceptance, so a field should be made optional rather than hidden if it is not needed.

10. Customer Data Collection

Before a customer can accept a quote, CPQ can require them to provide structured billing data. This is controlled by the RequireCustomerDataBeforeAccept setting, and which fields are asked for is configured per legal entity.

Configurable Fields

Invoice delivery method accepts Email, Print, Electronic Invoice, External Print, and Automatic Electronic Routing, and is passed through to Younium as selected.

Note on the e-invoice fields: The e-invoice scheme and address are only required when the invoice delivery method is Electronic Invoice. They are not requested for any other delivery method, including Automatic Electronic Routing, and the requirement updates live as the customer changes the delivery method. The two fields are always configured as a pair.

VAT and Organisation Number Validation

A VAT number entered with a recognised EU country prefix is validated against the EU VIES service, both when a sales user enters it on the quote and when a customer submits it on the quote page. The result is shown next to the field, with an explanation available in place:

Numbers for countries outside VIES coverage are reported as unverifiable without a lookup, and a VIES outage is treated the same way, so a service problem never prevents a customer accepting a quote. The customer account and the bill-to account are validated independently.

The organisation number is captured as entered and is not externally validated. Both the VAT and organisation number are pre-filled from the Younium account, including on amendments, and are written back to Younium on conversion.

Billing Address

A billing address is required for invoicing. Where the quote already has one — from the customer account or the bill-to account — the customer is not asked again. Where customer data collection is switched off entirely, or the address is already part of the configured field set, CPQ does not ask for it separately. Only when an address is genuinely missing does the quote page ask for one before allowing acceptance.

Where Submitted Data Goes

When the quote has a separate bill-to account, the data the customer submits is applied to that account, and the form makes clear which company is being invoiced. Invoice reference and billing contact are always held on the quote itself. On conversion, the account details are written to Younium along with the subscription.

Settings

11. Custom Fields

Custom fields allow organisations to extend the data model of CPQ entities. They can be used to capture additional information during quoting, display it to customers on the quote page, and sync values to Younium upon conversion.

Supported Entities

Custom fields can be defined for Quote, Quote Product, Quote Charge, Product, Charge Plan, Charge, and Account. Values sync to the corresponding Younium entity — a quote field to the order, a quote product field to the order product, a quote charge field to the order product charge, and an account field to the account.

Field Types

Text, Text Area, Number, Decimal, Date, Date/Time, Boolean, Picklist, Email, URL, Currency.

Behaviour Options

Fields also support a placeholder, help text, length and value limits, picklist options, a validation pattern with its own message, grouping, and sort order.

Display Location

Quote-level custom fields can be shown either in the quote header card or in a dedicated Additional Information panel. Account-level fields can be shown inline on the customer card, alongside the billing details they relate to, or in the Additional Information panel. On the customer quote page, all customer-input fields are presented together in a single Additional Information section regardless of where they sit for the sales user.

Where Required Fields Block Progress

Fields marked as customer input appear on the hosted quote page for the customer to complete, whether or not they are required — so optional information can be gathered without blocking the deal. The form stays editable until the customer saves it, and can be revisited afterwards. It locks once signing is under way, so the document being signed cannot change beneath it. On conversion, the values the customer entered are mapped through to Younium along with the rest of the quote's custom fields.

Custom field values are also available to PDF templates, so they can be rendered in generated documents.

Younium Sync

Custom fields can be mapped to Younium fields by name. When a quote is converted to a subscription, the mapped field values are written to the corresponding Younium entity. Definitions can also be imported from Younium's field configuration.

12. Contacts and Messaging

Contacts

A quote carries its own contacts, managed in CPQ rather than synced from Younium. Each contact has a name, email, phone, title, and a role such as Decision Maker, Technical Evaluator, Budget Approver, Legal / Procurement, Executive Sponsor, or End User. Contacts can carry an internal comment that the customer never sees.

Exactly one contact is the signer — the person who can accept the quote and complete e-signing. The first contact added becomes the signer, and the signer can be reassigned later; reassigning while an e-signing envelope is active voids that envelope.

Contacts can be invited to the quote, each with their own link. On the quote page, a customer can see the other contacts, invite colleagues, edit their own details, and remove themselves. Email addresses are fixed once set, so a contact's identity cannot be changed after they have been invited.

When a quote is created for an account that has been quoted before, contacts can be imported from that account's previous quotes rather than retyped, skipping anyone already on the quote.

Note on the billing contact: The billing contact captured during customer data collection is an invoicing detail on the quote, not a contact with access to the quote page.

Messaging

Every quote includes a built-in messaging channel between the sales team and the customer.

Messages are classified as:

• Customer messages: Visible to both the sales team and the customer. Sending a customer message when the quote is in Sent or Viewed status moves the quote to Awaiting Response.
• Internal notes: Visible only to the sales team. Used for deal strategy, internal context, or AI-generated suggestions.

When a seller replies to a customer message, the quote status returns from Awaiting Response to Sent.

Remarks

Separately from messaging, a quote carries remarks: a note that is part of the commercial document rather than a conversation. Remarks are written by the sales team on the quote, shown to the customer on the quote page where the customer can also edit them, rendered into generated documents, and carried to Younium as the subscription's remarks on conversion. Remarks are editable until the quote is accepted, declined, or expired.

Settings

13. E-Signing

E-signing is optional and configured per legal entity. When enabled, quote acceptance triggers an electronic signature flow rather than a simple click-accept.

Supported Providers

CPQ integrates with DocuSign and PandaDoc. The active provider is configured per legal entity. Scrive and GetAccept appear in the provider list as forthcoming and cannot yet be connected.

Signing Flow

The standard flow for a quote with e-signing configured:

1. Customer accepts on the quote page. The acceptance is confirmed immediately and the signing document is prepared in the background, so the customer is never left waiting on the provider.
2. Once the document is ready, the quote moves to Awaiting Signature and the customer signs — either embedded in the quote page or through the provider's own email, depending on configuration.
3. If a seller counter-signature is required, the quote moves to Partially Signed and the seller is notified.
4. Once all parties have signed, the quote moves to Signed and the signed document is available from the quote page.

If preparing the document fails, the quote reports the failure on the quote page instead of appearing to have stalled, and the seller can start signing again.

Signing Statuses

The seller signatory is resolved from the quote's designated signer, falling back to the quote owner, so documents are always addressed to a real person.

Signing Paused State

E-signing can be interrupted and blocked in several ways:

• The seller explicitly cancels the signing request
• A signer is reassigned, voiding the existing envelope
• The seller starts editing the quote while an envelope is active
• The e-signing provider notifies CPQ of a void or decline

When signing is paused, the customer's Accept and Sign action is blocked and the page explains why. The seller can resume by sending a new signing request, publishing an updated version, or explicitly resuming from the signing panel. When signing is resumed, the customer is notified by email so they are prompted to complete signing.

Settings

14. Slack

Where a Slack workspace is connected, CPQ posts quote activity into Slack and lets approvers act on quotes without leaving it. A workspace is connected per legal entity, and an administrator selects the channel that receives team activity. Individual users additionally link their own Slack account, which is what allows CPQ to message them directly and to attribute their actions.

What Is Posted

Each message names the quote and customer and carries its value, so the channel is readable without opening CPQ.

Approving from Slack

An approval request arrives as a direct message with Approve, Reject, and Open quote actions. Approving acts immediately; rejecting asks for a reason first, since a rejection reason is always required. Once a decision is made, the original request message is updated to show the outcome, so a request cannot be acted on twice.

Only a linked Slack user who is a member of an approval group can approve or reject. Anyone else is told privately that they cannot act on the request, rather than the action failing silently.

15. PDF Generation and Templates

CPQ can generate a PDF document for any quote. PDFs are rendered by merging quote data into a Word (.docx) template.

Template Studio

Administrators manage document templates in the Template Studio. Templates use merge fields to insert dynamic quote data. The Template Studio analyses an uploaded template, reports any merge field it does not recognise, and can list the available fields.

Templates are maintained per document type — quote, change quote, order confirmation, invoice, and contract — with one default per type for each legal entity. An individual quote can be assigned a specific template to override the default. An amendment falls back to the quote template when no dedicated change quote template exists.

Fonts used by a template are embedded when the template is uploaded, so generated documents render consistently regardless of what is installed wherever they are opened. Existing templates were backfilled with their fonts.

Data Available to Templates

Templates also expose flags and counts — whether a quote has recurring, one-off, or usage charges, whether it has estimated usage, discounts, or multiple products, and how many of each — so a document can adapt its layout to the quote rather than printing empty sections.

Beyond straight field substitution, templates support conditional content, loops over charge lines and tiers, tag-based inclusion so a single template can serve several situations, and formatting control over how numbers and dates are rendered. Signature and date placeholders are available for both the buyer and the seller, and are translated to the configured e-signing provider's own anchors.

16. Email Delivery and Tracking

CPQ sends emails for quote delivery, approval notifications, e-signing events, and messaging.

Email Templates

Each email type has a default template whose subject and body an organisation can override, preview against sample data, and reset. The types are quote sent, change quote sent, approval requested, approval decision, new message, contact invitation, seller signature required, fully signed, signing voided, and signing resumed.

Seller branding values — company name, logo, brand colours, and fonts — are available as placeholders in every email type, alongside the details specific to that email such as recipient and sender names, quote number, value, and the quote link.

Email Tracking

For quote delivery emails, CPQ tracks delivery, opens with their timestamps, clicks on the quote link, and bounces. Tracking events are reflected in the quote's activity timeline.

17. CPQ Agent (AI Assistant)

The CPQ Agent is an AI-powered assistant integrated into the quoting workflow. It operates on the context of the current quote and product catalog.

Advisory only: All actions proposed by the CPQ Agent require explicit confirmation before being applied. The agent cannot take autonomous action on quotes.

Capabilities

• Product search and recommendations: Natural language search across the product catalog; cross-sell and upsell suggestions based on deal context.
• Quote analysis: Reviewing a quote for completeness, risk factors, or pricing consistency.
• Quote editing: Adding, removing, or updating charges on a quote — including automatically entering edit mode on sent quotes.
• Email generation: Drafting personalised quote emails in configurable tones.
• Quote naming: Suggesting a professional quote name based on the customer and products.
• Customer message analysis: When a customer sends a message, the Agent analyses it and may suggest a reply or recommend an action.
• Change summaries: Describing in plain language what a revised quote changes relative to the version the customer has.

Confirmation Modes

The confirmation behaviour of the Agent is configurable at the legal entity level:

Settings

18. Branding

CPQ supports custom seller branding, configured per legal entity. Branding applies both to the customer-facing quote page and to outgoing transactional emails, so the customer experience is consistent across channels.

Configurable Brand Settings

The company logo is also available to PDF templates, and the quote page footer text and the option to hide the "Powered by Younium CPQ" badge are configured with the other quote page settings.

19. HubSpot Integration

Younium CPQ is available as an embedded extension within HubSpot, appearing on deal records as both a tab and a sidebar card. The integration is connected per legal entity through HubSpot OAuth, and requires access to deals, companies, contacts, and line items.

Capabilities from HubSpot

• View all quotes associated with a HubSpot deal, with the account's recurring revenue summarised
• Create new quotes using a guided wizard, pre-filled with deal, company, and contact data
• Open the full CPQ quote builder in an embedded modal, and clone or delete quotes without leaving HubSpot
• Send quotes to customers and track email delivery, opens, and link clicks
• Complete seller counter-signature when e-signing is configured
• Convert accepted quotes to Younium subscriptions
• Nominate one quote per deal as the active quote, which is the quote that drives the deal's value and line items

Users are connected to CPQ through a user mapping so quotes created from HubSpot are attributed correctly; where no explicit mapping exists, CPQ matches on email address within the portal.

Deal Value

The deal amount CPQ writes is configurable per legal entity:

On an amendment, CPQ writes the change rather than the absolute figure, so a deal reflects the value the amendment adds. The amount is refreshed when the active quote's content changes and when the quote is created, sent, or synced manually.

Deal Stage Mapping

CPQ can update HubSpot deal stages when quote lifecycle events occur. Mappings are configured per pipeline, so each pipeline maps its own stages to CPQ events. Stages can be mapped for quote sent, viewed, approved, accepted, declined, signed, converted, lost, and expired.

Note on pipelines: CPQ only ever writes a deal's stage, never its pipeline, and it verifies that the mapped stage belongs to the deal's current pipeline before writing. A deal therefore stays in the pipeline its owner put it in. Where no mapping exists for the deal's pipeline, or the mapped stage does not belong to it, the stage is left untouched.

Internal statuses such as Building, Draft, Pending Approval, and Awaiting Signature have no stage mapping, so early-stage quoting activity does not move a deal.

Line Item Synchronisation

The quote's charges are written to the deal as line items when the quote is sent, and when a user nominates a quote as the deal's active quote. Nominating an active quote replaces the deal's line items with that quote's, and runs in the background so the user is not held up.

Each line carries its name, quantity, unit price, discount, billing frequency, recurring billing dates, and the HubSpot product it corresponds to. On an amendment, only charges that actually differ from the current subscription are written, and each is marked as new or changed, so the deal shows the shape of the amendment rather than the whole subscription. Consumption charges without a forecast are written at zero value so the deal total matches the quote.

Younium Properties on the Deal

After conversion, CPQ writes back the resulting order: younium_order_id, younium_order_number, and younium_order_status (active or draft).

Empty values are omitted rather than written as blanks, so CPQ never clears a property it has no value for.

Younium Properties on Line Items

Company Properties

CPQ writes the Younium account identity back to the deal's company on send: younium_account_id, younium_account_number, younium_legal_entity, younium_org_nr, younium_tax_reg_nr, and younium_invoice_email.

In the other direction, creating a quote from a deal imports company data onto the quote — invoice email, VAT number, and organisation number from the Younium properties, and the address from either the Younium properties or HubSpot's standard address fields. The import only fills fields that are empty, so it never overwrites what a sales user has already entered. A company name change in HubSpot is synced to CPQ, updating the customer name on that company's quotes that have not yet been converted.

Note on property names: These younium_* properties come from Younium's HubSpot schema. CPQ writes to them by name, so renaming or deleting them in HubSpot stops the corresponding data flowing.

Beyond the built-in properties, any younium_* deal or company property that matches a CPQ custom field by name is exchanged automatically, which allows an organisation's own fields to flow between the two systems without bespoke configuration.

Account Linking

A Younium account is linked to a HubSpot company by the account's integrationHubspotCompanyId custom field, falling back to the account's external CRM identifier. When no Younium account can be found, the deal is shown as not linked to Younium and quoting continues against the HubSpot company until conversion creates the account. On conversion, CPQ stamps the link onto the new account and writes the account number back to the HubSpot company.

Where an organisation invoices a different company than the one on the deal, CPQ can take the invoice account from a HubSpot association: an administrator nominates which deal-to-company association label identifies the invoicing company, and CPQ resolves the bill-to account from the company carrying that association. This requires the company to have its Younium account number populated; otherwise the quote bills the primary account.

Settings

Events available for the activity log are quote sent, viewed, accepted, declined, signed, converted, lost, message sent, signer viewed page, approval submitted, approved, and rejected.

20. Younium Synchronisation

CPQ holds its own copy of the reference data it needs to quote, kept in step with Younium.

What Is Synchronised

Quote contacts are not synced — they are managed in CPQ on the quote itself.

When It Runs

Synchronisation happens during onboarding, on demand, and in response to Younium events. The onboarding wizard performs the initial sync in dependency order and can be resumed or restarted if it is interrupted. An administrator can afterwards sync any single data set, or everything, from the Younium integration settings, and can refresh an individual product or account.

Younium webhooks keep the catalog and accounts current between syncs. CPQ subscribes to product created, updated, and deleted events, and to account created and changed events, updating its copy as they arrive.

Removals and Deactivation

When a full synchronisation completes, anything no longer present in Younium is retired rather than silently kept. Products absent from the pull are deactivated and hidden from quoting, and the same applies to their charge plans, charges, and prices; charge plans and charges missing from a product's payload are deactivated individually. Accounts absent from the pull are deactivated. A product deleted in Younium is deactivated the same way when the deletion event arrives. Reference data — countries, currencies, payment terms, exchange rates, and legal entities — is removed outright, since these lists have no history to preserve.

Products are also withdrawn from quoting once their end-of-new-sales date has passed.

Note on Younium migrations: If a Younium environment is migrated and the platform's internal identifiers change, CPQ recognises the catalog by product, charge plan, and charge numbers within the legal entity and re-points its stored references. Existing products, and the quotes built on them, keep working rather than reappearing as duplicates.

When the Younium Connection Fails

Actions that need Younium — converting a quote in particular — depend on the signed-in user's Younium credentials. If those credentials have been revoked or are no longer valid, CPQ reports the connection as disconnected and prompts the user to reconnect, rather than presenting the problem as a failure of the quote. Conversion errors returned by Younium are surfaced with the platform's own validation detail so the cause is visible.

21. Users and Roles

CPQ has two roles:

Users are brought in from Younium. Younium users holding Sales Admin or System administrator roles become CPQ administrators on import, and an existing standard user is promoted if their Younium role is an administrator one. The first user in a tenant becomes an administrator so the organisation can configure itself. Administrators can browse Younium's users and import the ones who need access.

22. Connections to Other Domains