Younium CPQ User guide

1. Overview

Younium CPQ (Configure, Price, Quote) is a web application that helps sales teams create, manage, and send professional quotes to customers. It integrates directly with the Younium subscription management platform, so products, pricing, and customers stay in sync automatically.

With Younium CPQ you can:

• Build quotes by selecting products from your synced product catalog
• Apply quantity-based, tiered, and volume pricing with configurable discounts
• Route quotes through approval workflows when required
• Generate professional PDF documents from customizable templates
• Send quotes to customers via email with a branded, interactive quote page
• Collect electronic signatures directly within the quote workflow
• Convert accepted quotes into Younium subscriptions with one click
• Use the CPQ Agent (AI assistant) for product recommendations and quote analysis

Who Should Use This Guide

This guide is for sales representatives, sales managers, and operations staff who use Younium CPQ to create and manage quotes. It assumes you have a Younium account and that your administrator has configured CPQ for your organization.

2. Getting Started

Logging In

Access Younium CPQ through your organization’s Younium portal. Log in with your existing Younium credentials. CPQ uses the same authentication system, so you do not need separate credentials.

Production: <https://cpq.younium.com>

Sandbox: <https://cpq.sandbox.younium.com>

Navigating the Interface

After logging in, you land on the Quotes dashboard. Key areas include:

• Quotes List — Your main workspace. View all quotes with their status, customer, total, and creation date.
• Quote Builder — The detailed view for configuring a single quote: products, pricing, discounts, terms, and notes.
• Products — Browse the product catalog synced from Younium.
• Settings — Configure templates, approval rules, e-signing, and legal entity preferences (admin access required).

3. Creating a Quote

Step-by-Step: New Quote

1. Click “New Quote” on the Quotes dashboard.
2. Choose or search for a Customer. Start typing the customer name to search. If the customer doesn’t exist yet, you can create one.
3. Set a Contact. Select the recipient who will receive the quote. Enter their name, email, and optionally their title and phone number.
4. Name your quote. Give it a clear, descriptive name (e.g., “Enterprise License Agreement — Q1 2026”). The CPQ Agent can suggest a name if you prefer.
5. Set validity dates. Configure when the quote becomes valid and when it expires. The validity period appears on the customer’s quote page.
6. Click Create. Your quote is created in Draft status and you’re taken to the Quote Builder.

4. Configuring Products & Pricing

Adding Products

Inside the Quote Builder, add products to your quote:

1. Click “Add Product” to open the product catalog.
2. Browse or search for the product you need.
3. Select a Charge Plan. Each product can have one or more charge plans (e.g., “Monthly”, “Annual”, “Enterprise”).
4. Configure charges. Each charge plan contains individual charges (line items). Set the quantity and review the unit price.
5. Click “Add to Quote”. The product and its charges appear in the quote’s product table.

Adjusting Pricing

For each charge in your quote, you can:

• Change quantity — Adjust the number of units (e.g., user seats, licenses).
• Override unit price — Enter a custom price if the default doesn’t apply. There is a setting in the product catalog that defines if this is possible.
• Set a billing period — Choose monthly, quarterly, or annually for recurring charges.
• Set custom dates — Override the default start or end date for a specific charge.

Applying Discounts

Add discounts at the quote level or on specific charges:

1. Click “Add Discount” in the discounts section of the Quote Builder.
2. Choose the discount type: Percentage
3. Set the value (e.g., 15% or $500).
4. Select which charges it applies to: All Charges, or specific individual charges.
5. Optionally set date ranges to limit when the discount is active.

💡 Tip: Quote Summary Metrics The Quote Builder always shows live summary metrics at the top: Subtotal, Total, MRR (Monthly Recurring Revenue), ACV (Annual Contract Value), and TCV (Total Contract Value). These update immediately as you add products or change pricing.

5. Quote Lifecycle & Status Workflow

Every quote moves through a defined set of statuses. Understanding this flow helps you know what actions are available at each stage.

6. Approvals

If your organization has configured approval rules (e.g., quotes above a certain value require manager approval), the quote workflow includes an approval step.

Submitting for Approval

1. Finalize your quote. Make sure all products, pricing, and terms are correct.
2. Click “Submit for Approval”. This changes the status to Pending Approval.
3. Wait for the approver to review the quote. You’ll be notified when a decision is made.

Approving or Rejecting (for Approvers)

If you are an approver:

• Review the quote details, including line items, discounts, and total value.
• Approve to advance the quote to Approved status, making it ready to send.
• Reject with a reason. The quote owner will see your feedback and can revise and resubmit.

⚠️ Important: Approval Thresholds Approval rules are configured by your administrator. Common triggers include quote value exceeding a threshold, discount percentages above a limit, or specific product combinations. If you’re unsure why a quote requires approval, check with your admin.

7. Sending Quotes to Customers

Preparing to Send

Before sending, CPQ checks the quote’s readiness:

• Customer contact email — Required. The email address where the quote link will be delivered.
• Billing address — Recommended. If your settings require customer data before acceptance, the customer will be prompted to provide it.
• At least one line item — You cannot send an empty quote.

Sending the Quote

1. Click “Send Quote” from the Quote Builder or the quote’s action menu.
2. Review the email details: recipient name, email.
3. Click “Send”. The quote status changes to Sent and the customer receives an email with a secure link to their interactive quote page.

Email Tracking

After sending, you can track email engagement:

• Delivery status — Confirmed when the email reaches the recipient’s inbox.
• Opens — How many times the email was opened, with timestamps.
• Clicks — When the customer clicked the quote link.

8. The Customer Quote Page

When a customer clicks the link in their email, they see a branded, interactive quote page. This page is public (no login required) and secured with a unique access token.

What Customers See

• Quote summary — Quote name, number, validity dates, and status.
• Product and charges table — All line items with quantities, unit prices, and totals.
• Version history — If the quote has been revised, the customer can see what changed between versions.
• Messaging — A chat interface to communicate with the sales team directly on the quote.

Customer Actions

Depending on the quote’s configuration, the customer can:

• Accept the quote — Provide their name, email, and optionally a title, then confirm acceptance.
• Decline the quote — With an optional reason.
• Request changes — Send a message asking for modifications.
• Sign electronically — If e-signing is configured, the acceptance flow includes a digital signature step.
• Provide business data — If required, submit billing address, organization number, or other fields before acceptance.

9. E-Signing

Younium CPQ supports electronic signatures to make quote acceptance legally binding. E-signing is configured per legal entity by your administrator.

Signing Flow

For embedded signing:

• Customer clicks “Accept & Sign” on the quote page.
• A signing interface opens within the page.
• After the buyer signs, if a seller counter-signature is required, the seller is notified.
• Once all parties sign, the quote status updates to Accepted and the signed PDF is available for download.

Tracking Signing Status

You can monitor the e-signing progress from the Quote Builder:

• Configured — Signers are set up but no envelope has been sent yet.
• Sent — The signing request has been delivered.
• Partially Signed — At least one signer has completed their signature.
• Completed — All signers have signed. The signed document is available.
• Voided — The signing request was cancelled.

10. Quote Versioning

Younium CPQ automatically tracks versions of your quote whenever meaningful changes occur. This gives you a full audit trail and lets customers see what changed.

How Versioning Works

• Automatic snapshots — A version is created when a quote is created, sent, revised, or when its status changes.
• AI-generated change summaries — Each version includes a natural-language summary of what changed (e.g., “Added Analytics Add-on, reduced Enterprise License quantity from 50 to 40, increasing total by 5%”).

Editing a Sent Quote (Parallel Versioning)

When you need to revise a quote that has already been sent to a customer:

1. Click “Edit” on the sent quote. This creates a draft version while the customer continues to see the previously sent version.
2. Make your changes to products, pricing, or terms in the draft.
3. Compare your draft to the customer-facing version to review all changes before sending.
4. Send the update. The customer receives a notification and can see the new version along with a summary of changes.

💡 Tip: Discard Draft Changes If you start editing a sent quote but decide not to send the update, you can discard the draft. The quote reverts to the last sent version with no impact on what the customer sees.

11. Messaging & Collaboration

Every quote includes a built-in messaging system that enables communication between your sales team and the customer.

Sending Messages

• Customer messages — Visible to both the sales team and the customer on the quote page.
• Internal notes — Visible only to your team. Use these for internal discussions, strategy notes, or to document decisions.
• CPQ Agent notes — The AI assistant can post internal notes with analysis or suggestions related to customer messages.

AI-Powered Suggestions

When a customer sends a message, the CPQ Agent automatically analyzes it and may generate suggestions for you:

• Suggested responses — Draft replies you can send as-is or edit before sending.
• Action suggestions — Recommended actions like adjusting pricing, adding a product, or escalating to a manager.

You can accept, modify, or dismiss any suggestion.

12. PDF Generation & Templates

Generate professional PDF documents from your quotes using customizable Word templates.

Generating a PDF

• Open a quote and click “Preview” or “Download PDF”.
• CPQ merges your quote data into the assigned template and generates a PDF.
• The PDF includes all quote details: customer information, line items, pricing, terms, totals, and any custom fields.

Templates

Your administrator manages document templates in Settings > Templates. Templates use Word mail merge fields to insert dynamic data. Common fields include:

• Quote.Number, Quote.Name, Quote.Status, Quote.CreatedDate
• Quote.ValidFrom, Quote.ValidUntil, Quote.Currency
• Quote.MRR, Quote.ACV, Quote.Total
• Customer.Name, Customer.Address, Contact.Name, Contact.Email
• Owner.Name, Owner.Email (the sales rep)

💡 Tip: Template Studio Younium CPQ includes a Template Studio where administrators can upload, validate, and manage template versions. It detects available merge fields and validates that your template references exist in the data model.

13. CPQ Agent (AI Assistant)

The CPQ Agent is an AI-powered assistant built into the quoting workflow. It helps you work faster and make better-informed decisions.

What the CPQ Agent Can Do

• Product recommendations — “What products should I include for a 50-user SaaS company?”
• Cross-sell and upsell suggestions — “Customers who buy Product A often also add Analytics.”
• Natural language product search — “Find me something for data analytics.”
• Pricing suggestions — Get recommended pricing based on deal context.
• Quote analysis — “Analyze this quote for completeness and risk.”
• Email generation — Generate personalized emails to accompany your quote (formal, friendly, or urgent tone).
• Quote name generation — Automatically suggest a professional name for your quote.

Using the CPQ Agent

Open the CPQ Agent panel from any quote view. Type your question or request in natural language. The Agent understands the context of your current quote and can take actions like adding products or adjusting line items (with your confirmation).

⚠️ Note: AI is Advisory The CPQ Agent provides suggestions and recommendations. All actions require your confirmation before they are applied. You can always override or ignore the Agent’s suggestions.

14. Converting Quotes to Subscriptions

Once a quote is accepted, you can convert it into a Younium subscription with a single click.

How Conversion Works

1. Open an accepted quote and click “Convert to Subscription”.
2. CPQ sends the quote data to Younium, creating a subscription with all the products, charges, and terms from the quote.
3. The quote status changes to Converted. You’ll see the Younium subscription number and a link to it.

15. HubSpot Integration

If your organization uses HubSpot CRM, Younium CPQ is available directly within HubSpot as an extension on deal records.

What You Can Do from HubSpot

• View existing quotes associated with a deal.
• Create new quotes using a guided wizard that pre-fills customer and deal information from HubSpot.
• Configure products by opening the full CPQ interface in a modal.
• Send quotes to customers directly from HubSpot.
• Track email delivery and see if the customer has viewed or acted on the quote.
• Sign quotes (seller counter-signature) when e-signing is configured.
• Convert accepted quotes to Younium subscriptions.

💡 Tip: HubSpot + CPQ Workflow The HubSpot integration pulls customer and deal context automatically. When you create a quote from a deal, the customer name, contact, company ID, and other details are pre-filled, saving you time.

Enable HubSpot Integration

1. Connect Younium CPQ to HubSpot by following the steps in Settings > CRM Integrations > HubSpot
2. Install the Younium CPQ integration for HubSpot by using the following URLs:
   Production (Connecting to a Younium Production account): Younium CPQ for HubSpot Production
   Sandbox (Connecting to a Younium Sandbox account): Younium CPQ for HubSpot Sandbox

For additional support, contact your Younium administrator or visit the Younium Help Center.