A complete quote-to-cash system, built on Salesforce

The setup

A networking vendor selling a mix of hardware, perpetual and subscription software licenses, and support coverage. Salesforce runs the customer-facing side; NetSuite runs finance and fulfillment. Every sale involves quotes with product bundles, license keys that have to be generated and dated correctly, hardware serial numbers, and contracts that customers extend, combine, and true-up over time.

The problem

Off-the-shelf CPQ tools model simple subscription businesses. This business isn’t one: perpetual licenses behave differently from subscriptions, hardware ships with serial numbers that must stay attached to contracts, renewals need co-termination across contracts with different end dates, and international shipments need export-compliant paperwork. The lifecycle — quote, order, license, contract, renewal, invoice — was spread across tools and manual steps that had to agree with each other, and didn’t.

What we built

A custom Salesforce package, delivered incrementally as versioned releases, that carries the entire lifecycle:

• Quoting and bundling — quote and line-item grids, product bundles with features and options, discounting, and PDF quote documents generated and stored on the record.
• Orders and fulfillment — orders created from accepted quotes, with fulfillment and hardware serial-number data flowing in from NetSuite.
• License key management — automated key creation and activation, with bulk date updates handled by admin-friendly Flows.
• Contracts and renewals — single-contract extensions, combining multiple contracts into one renewal, co-termination pricing so add-ons align to existing end dates, scheduled true-ups for over-deployment, and mid-contract purchases.
• Export documentation — pro-forma invoices and packing slips with the compliance fields international hardware shipping needs (HS codes, ECCN, country of origin), generated from the order in one guided step, with orders locked once invoiced.

Each domain went live as its own increment — the package has shipped 50+ versions without breaking the lifecycle it carries.

Why anonymised

This case study is presented anonymously while we work through publication permissions. Reach out if you’d like a reference call with the team involved.