How to Combine Salesforce CPQ and Tags for Maximum Impact

The Quote-to-Cash (Q2C) process is the backbone of any successful sales organization. Yet, for many businesses, it remains a complex, error-prone, and time-consuming journey. From configuring products and generating accurate quotes to managing contracts and invoicing, every step in the Q2C cycle must be seamless to ensure customer satisfaction and operational efficiency.

Enter Salesforce CPQ (Configure, Price, Quote) – a game-changing tool that simplifies and automates the Q2C process. By combining Salesforce CPQ with Tags, you can unlock new levels of efficiency, visibility, and control. In this article, we’ll explore how this powerful combination can transform your Q2C process with real-world examples and actionable insights.

Unlocking the Power of CPQ With Tags

Salesforce CPQ is already a powerhouse for streamlining product configuration, pricing, and quote generation. However, when paired with Topics (formerly known as Tags in Salesforce Classic), it becomes even more dynamic. 

Topics allow users to categorize, track, and organize data in Salesforce, making it easier to filter, search, and analyze key information. While Salesforce Classic used the term Tags, Lightning Experience introduced Topics, which serve the same purpose but with enhanced functionality, such as collaboration within Chatter and improved search capabilities.

By integrating Topics with CPQ, businesses can enhance their Quote-to-Cash (Q2C) workflows, improve collaboration, and gain deeper insights into their sales processes. This integration allows sales teams to quickly identify relevant records, track frequently used configurations, and streamline follow-ups without relying on complex reports or manual filtering.

Let’s dive into some practical examples of how CPQ and Topics can work together to deliver maximum impact.

When enabling Topics in Salesforce Lightning Experience, follow these three steps.

1. Navigate to Setup
   • Click the gear icon in the upper right corner and select Setup.
2. Enable Topics for Objects
   • In the Quick Find box, type Topics for Objects and select it.
   • Choose the object you want to enable Topics for (e.g., Quotes or Products).
   • Check the box labeled Enable Topics.
   • Optionally, select text fields to use for topic suggestions.
   • Click Save.
3. Add the Topics Component to the Record Page
   • Navigate to Object Manager and select the object you enabled Topics for.
   • Click on Lightning Record Pages and choose the page you want to edit.
   • In the Lightning App Builder, drag the Topics component onto the page layout.
   • Configure the component’s properties as needed.
   • Click Save and Activate if necessary.

By following these steps, you can enable and configure Topics in Salesforce Lightning Experience, enhancing your CPQ processes by allowing users to categorize and organize records effectively.

Integration Examples

1. Using Tags to Track CPQ Configurations

One of the most powerful use cases for Topics in CPQ is tracking product configurations efficiently. In businesses that offer highly customizable products, configurations can vary based on customer requirements, industry standards, or regional preferences. 

By leveraging Topics, sales teams can quickly categorize and retrieve relevant configurations without manually sorting through extensive data.

Topics can be assigned to CPQ configurations in two ways:

• Manually: A user can manually tag a configuration by adding a relevant Topic to the record. For instance, if a sales rep configures a Healthcare Equipment Package, they can tag it as “Healthcare” to easily locate similar configurations in the future.
• Automatically: Admins can automate the tagging process using Flows or Apex Triggers. For example, if a Quote includes a specific set of products that match predefined criteria (e.g., region-based pricing or bundled discounts), an automation can assign the corresponding Topic dynamically.

Example Use Case

A manufacturing company offers highly configurable products, such as industrial machinery with customizable specifications. Instead of searching through past Quotes manually, they implement Topics to group product configurations based on industry:

• Healthcare: Medical devices with specific compliance standards.
• Automotive: Machinery optimized for vehicle production.
• Retail: POS systems and checkout solutions.

Now, when a sales rep is working on a new deal, they can search by Topic (e.g., “Healthcare”) to instantly find previous configurations that align with similar customer needs, reducing Quote generation time and ensuring consistency in pricing and product selection.

2. Tagging Quotes for Easy Follow-Ups

Topics can also be used to streamline quote management by categorizing Quotes with relevant metadata such as:

• Pending Approval: Quotes awaiting managerial or legal review.
• High Priority: Urgent deals requiring immediate action.
• Renewal Opportunity: Quotes related to subscription renewals.

This helps sales teams quickly filter and prioritize their workload without manually sifting through multiple records.

Best Practices For Automation Implementation Based on Topics

To automatically route Quotes to the right sales reps or trigger approval processes, Salesforce admins can leverage Flows, Advanced Approvals, and Apex Triggers to create a seamless workflow. Below are different ways to implement automation based on Topics (Tags) added to a Quote.

1. Using Flow to Route Quotes Based on Topics

Admins can set up a Record-Triggered Flow that dynamically reassigns Quote ownership or escalates Quotes based on specific Topics.

How It Works

• Create a Flow on the Quote object that triggers when a Topic is added (e.g., “High Priority”).
• Use a Decision Element to check for specific Topics.
• If the Topic matches predefined conditions, use the Update Records action to assign the Quote Owner to a senior sales rep or move the record to an escalation queue.

Example: A SaaS company tags a Quote as “High Priority.” The Flow detects this and automatically assigns it to a senior sales rep, ensuring faster follow-up.

2. Triggering Advanced Approvals with Flow

Salesforce Advanced Approvals can be triggered by updating key Quote fields when a Topic is added.

How It Works

• Create a Record-Triggered Flow on the Quote object.
• When a Topic (e.g., “High Discount”) is added, the Flow updates a specific field, such as:
  • Trigger_Approval__c = TRUE (custom checkbox field).
  • Discount_Percentage__c based on predefined logic.
• In Advanced Approvals, configure an Approval Rule that watches for Trigger_Approval__c = TRUE or a high discount percentage.
• Once the condition is met, the approval process automatically initiates, routing the Quote to the appropriate approver (e.g., VP of Sales).

Example: A sales rep applies the “High Discount” Topic to a Quote. The Flow updates a field, triggering the Advanced Approval process, which sends the Quote to the Sales Director for review.

3. Using Apex Triggers for Custom Routing and Notifications

An Apex Trigger can be written for more advanced use cases to execute custom routing logic and send notifications when a Topic is added.

How It Works

• The Trigger detects when a Topic is added to a Quote.
• It then:
  • Updates the OwnerId field to reassign the Quote.
  • Posts a Chatter notification to alert the assigned rep.
  • Creates a Task to follow up within a specified timeframe.

Example: A manufacturing company uses Apex Triggers to automatically assign high-value Quotes to their enterprise sales team and notify them in real time.

By leveraging Flows, Advanced Approvals, and Apex Triggers, businesses can enhance Q2C workflows, automate approvals, and improve sales efficiency in Salesforce CPQ.

Real-World Scenario: Improving Q2C With CPQ and Tags

To illustrate the transformative power of combining CPQ and Tags, let’s look at a real-world case study.

Case Study: Streamlining Q2C for a Global IT Solutions Provider

A global IT solutions provider was struggling with a fragmented Q2C process. Their sales team spent hours manually configuring products, tracking quotes, and following up with customers. Errors were common, and the lack of visibility into the pipeline led to missed opportunities.

By implementing Salesforce CPQ and integrating Tags, the company achieved the following results:

1. Faster Quote Generation: Tags were used to categorize frequently used product configurations, reducing quote generation time by 40%.
2. Improved Pipeline Visibility: Quotes were tagged with stages (e.g., “Draft,” “Approved,” “Closed Won”), providing real-time insights into the sales pipeline.
3. Enhanced Collaboration: Tags enabled cross-functional teams to quickly identify and address bottlenecks, improving collaboration between sales, finance, and operations.

Within six months, the company saw a 25% increase in quote accuracy and a 15% reduction in sales cycle time.

Key Takeaways

Combining Salesforce CPQ with Tags is a powerful strategy for streamlining the Q2C process. By leveraging Topics to track configurations, manage quotes, and enhance visibility, businesses can achieve greater efficiency, accuracy, and customer satisfaction.

Here are some actionable next steps to get started:

• Audit Your Q2C Process: Identify pain points where Tags could add value.
• Train Your Team: Ensure your sales and operations teams understand how to use Tags effectively.
• Start Small: Implement Tags in one area (e.g., quote management) and scale as you see results.

Final Thoughts 

The Q2C process doesn’t have to be a source of frustration. With Salesforce CPQ and Tags, you can transform it into a competitive advantage. By adopting this approach, you’ll not only streamline operations but also create a more seamless experience for your customers.

What challenges have you faced in your Q2C process? Have you explored using Tags with CPQ? Share your experiences and questions in the comments below – let’s continue the conversation!