Sync quote and opportunity
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Summary of Sync quote and opportunity
This functionality enables sales agents to synchronize quote information with opportunity records within ServiceNow. By syncing quotes and opportunities, sales teams can maintain consistent, accurate revenue and pricing data across both records, facilitating precise tracking of opportunity revenue.
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Establishing Sync Between Quote and Opportunity
When a quote is created from an opportunity, the Source Opportunity field on the quote is automatically populated. Revenue metrics and prices are calculated for quotes with child line items. Synchronizing the quote with its related opportunity ensures prices and revenue metrics remain consistent across both records.
The opportunity record displays a Synced banner indicating the sync status. To enable automatic synchronization of the first quote with its opportunity, you can set the autoEnableSyncFirstQuote system property to true.
New versions of quotes can be created and synced with the original opportunity, provided the prior version was synced. Quote revisions are accessible via the Revisions tab on the quote record. Marking a quote as Accepted or Completed automatically updates the linked opportunity to Closed-won.
Field Mapping and Editing Restrictions
The sync process involves predefined mappings between fields on opportunity headers and quote headers, as well as between opportunity line items and quote line items. Key synced fields include terms, pricing, revenue metrics (e.g., MRR, ARR), currency, price list, product offerings, quantities, and unit prices.
While fields are synced, sales agents can only edit fields on the opportunity that are not synchronized with the quote. Once syncing is established, adding or deleting line items on the opportunity is disabled, and synced fields become read-only to preserve data consistency.
Practical Impact for ServiceNow Customers
- Ensures accurate and consistent revenue and pricing data between quotes and opportunities.
- Automates status updates of opportunities based on quote acceptance.
- Prevents data discrepancies by restricting edits on synchronized fields.
- Enables tracking of quote revisions linked to opportunities for better sales management.
This feature supports improved sales process efficiency by tightly coupling quote and opportunity data, which is critical for accurate forecasting and revenue recognition.
Sync quote information from the quote record to an opportunity record. This keeps the quote data consistent and accurate across both the records and enables sales agents to track revenue from opportunities accurately.
Establish a sync between quote and opportunity
As a sales agent, you can establish the sync between quote and opportunity records and ensure that a defined set of fields between opportunity-quote and opportunity line items-quote line items remain synchronized.
When a quote is created through an opportunity, the Source Opportunity field on the quote record is automatically populated with the details of the opportunity through which the quote is created. To create a quote through an opportunity, see Create a quote.
When a quote is created with child line items, the revenue metrics and prices for the quote are automatically calculated. To learn more about the revenue metrics and how they’re calculated, see Subscription revenue metrics.
When the quote record is synchronized with the opportunity record, the prices and revenue metrics are also synced and are consistent across both forms.
The Synced banner on the Details tab on the opportunity record displays whether the quote is in sync with its opportunity. To automatically sync the first quote with its source opportunity, set the autoEnableSyncFirstQuote system property to true.
To learn more about establishing a sync between quote and opportunity and automatically enable sync, see Sync a quote with an opportunity.
On the quote record, mark the State as Accepted or Completed to move the synced opportunity to Closed-won.
Map quote and opportunity header fields and line items
As a sales agent, you can only edit and make changes on the fields on an opportunity record that aren’t in sync with a quote.
| Opportunity header | Quote header |
|---|---|
| Term (months) | Term (months) |
| Total one-time price | Total one-time price |
| Total MRR | Total Monthly Recurring price |
| Total ARR | Total Annual Recurring price |
| Amount | Total Amount |
| Primary Quote | Quote id ref |
| Currency | Currency |
| Price list | Price list |
| Opportunity Line items | Quote Line items |
|---|---|
| Term (months) | Term (months) |
| Cumulative one-time price | Cumulative one-time price |
| Cumulative MRR | Cumulative Monthly Recurring price |
| Cumulative ARR | Cumulative Annual Recurring price |
| Cumulative TCV | Cumulative Net price |
| Product offering | Product Offering |
| Price list | Price list |
| Unit of measure | Unit of measure |
| Unit list price | Unit list price |
| Quantity | Quantity |
| Periodicity | Periodicity |
| Unit net price | Unit net price |