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Why Is Salesforce Line-Item Management a Challenge?

By Jake Lee

Branded content with Windmillsoft

Implementing Salesforce is usually a smooth process – until it comes to managing line items. But why does line-item management seem like a time-consuming and complex challenge?

In this post, we’ll explore the reasons why line-item management often becomes a sticking point during Salesforce implementation, and share actionable strategies to simplify the process and make your implementation a success.

Understanding Line Items in Salesforce

A line item refers to an individual product or service in Opportunity, Quote, or Order, and includes details such as quantity, price, and discounts. 

Salesforce offers an out-of-the-box (OOTB) line-item configurator, which has features such as a product selector and multiline editor. For example, when adding products to an Opportunity, users can select multiple items using the product selector and then use the multiline editor to enter quantities and discounts (if applicable), then save all at once.

Challenges With the OOTB Line-Item Configurator

The OOTB line-item configurator is sufficient for many use cases but may fall short when it comes to advanced or specific business requirements. This necessitates additional customization and development resources, such as:

  • Dynamic Calculations Limitations: The OOTB configurator only calculates discounts, subscription periods, or amounts after saving, leaving users without immediate feedback on their input. This lack of real-time visibility can hinder workflows that depend on instant data updates.
  • Limited Data Integration: The OOTB configurator can only reference data from price book entries and cannot seamlessly integrate with external systems or data sources. 
  • No Custom Object Support: The OOTB configurator is restricted to standard objects like Opportunity, Quote, or Order, and does not support other standard or custom objects.  When registering related records in these objects, users must select, edit, and save each record individually, making the process inefficient for large-scale operations.

Alternatives to OOTB Line-Item Management

To address these challenges without extensive coding or resource investment, here are some alternative strategies for effective implementation:

  • CPQ Solutions: Salesforce and various ISV partners offer CPQ (Configure, Price, Quote) solutions that automate product configuration, pricing, and quote generation.
  • SmallBuilder Line Items: This no-code builder tool allows you to create advanced line-item configurators for not just Opportunity, Quote, and Order, but also any standard and custom objects.
FeatureCPQ SolutionsSmallBuilder Line Items
Core Key FunctionalitySupports the full CPQ processSupports advanced line-item configurator
CostRelatively high (may be excessive for SMBs)Free for up to 10 users (tiered pricing plans thereafter)
StrengthsIdeal for complex sales processesFast, no-code setup: supports all objects
DrawbacksHigh implementation and maintenance costsLimited functionality for highly complex CPQ workflows

SmallBuilder Line Items: A Better Way

Managing line items doesn’t have to be a burden. SmallBuilder Line Items is an intuitive no-code solution that simplifies line-item management while minimizing resource requirements:

  • Line-Item Configurator Builder: A point-and-click interface that allows users to select target objects (e.g. Quotes), configure lookup record selectors (e.g. price book entries), and line-item editors.
  • Enhanced User Experience: Each configurator supports filters, dynamic calculations, and data source integrations. Also, the configurator can be added as actions on any record detail pages. 

Summary

Developing custom line-item configurators to meet specific and advanced requirements often involves significant time, cost, and maintenance. These challenges can be particularly burdensome for fast-paced business environments, especially for small-to-medium businesses.

By leveraging tools like CPQ solutions or SmallBuilder Line Items, organizations can efficiently overcome these obstacles. CPQ solutions are ideal for large enterprises with complex sales processes, while SmallBuilder Line Items offers a fast, cost-effective, and user-friendly alternative for smaller businesses or those needing flexibility across both standard and custom objects.

If you’d like to see how SmallBuilder Line Items can transform your Salesforce experience, explore its various use cases on our blog, or try it out on the AppExchange. It’s free for up to ten users – start simplifying your line-item management today!

The Author

Jake Lee

Jake is the CEO of South Korean-based Salesforce consulting partner, Windmillsoft.

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