Case Study: System Integration and Quoting Tool Migration at a Tech Corporation

Summary

Our client, a leading global software company. Leader in high technology solutions, serving sectors such as defense, aerospace, and digital security.

The main goal in this project was to integrate two Salesforce instances into a single platform, combined with the migration of the quoting system from Kugamon to Salesforce CPQ. SalesOpsGuru streamlined processes, reduced inefficiencies, and empowered the sales team to focus on high-value activities, ultimately enhancing global performance. This case demonstrates the value of systems harmonization and the strategic use of Salesforce tools in optimizing their overall sales processes.

The Challenges

Because of an acquisition of another company, this organization faced operational inefficiencies due to the use of two separate Salesforce instances across different companies, their sales operations and sales performance were being impacted, due to:

• Fragmented data and inconsistent reporting

• Lack of standardized sales processes and workflows

• Difficulty in managing global sales operations.

• Inefficient quoting and order processing due to reliance on a quoting tool named Kugamon, which lacked the flexibility and scalability needed for both organizations.

• Lacked standardized processes across the sales teams.

Our Solution

To help this organization improve sales performance, streamline operations, and provide their sales teams with a unified platform.  This organization requested our services to work along with members of their IT and Sales Operations teams, in order to help them achieve the following:

• Consolidate the two Salesforce instances into a single global instance.

• Standardize sales processes across the organization.

• Migrate from the quoting tool Kugamon to Salesforce CPQ, improve quote efficiency and streamed line order processing.

• Harmonize and empower the global sales team under a unified system for better visibility and control.

Salesforce Instance Consolidation: The first step involved integrating the two separate Salesforce instances used by both companies into one unified instance. To achieve this, we helped the organization with:

• Migrating and cleansing data from both instances to minimize duplication and ensure accuracy.

• Standardizing fields, objects, and processes to create a uniform system.

• Creating a single source of truth for sales data, making global reporting and performance monitoring more accurate and consistent.

• Setting up user roles and permissions that aligned with the new global structure, ensuring that regional teams could still function effectively while benefiting from global alignment.

Quoting Tool Migration (From Kugamon to Salesforce CPQ): The existing Kugamon tool, which was insufficient for the complexity of the organization’s quoting needs, was replaced with Salesforce CPQ. For this transition we helped their team by working with IT in:

• Implementing Salesforce CPQ to streamline and automate the quoting process, offering robust functionality for pricing, discounting, and approvals.

• Customizing CPQ to accommodate complex product configurations, allowing the sales team to generate quotes quickly and accurately for complex product bundles.

• Improving integration between the quoting tool and other processes like order processing, invoicing, and forecasting, eliminating manual data entry and reducing errors.

• Providing enhanced visibility into the sales pipeline by integrating CPQ with the consolidated Salesforce instance, enabling leadership to monitor quote and order status in real time.

Global Sales Organization Harmonization: To drive efficiency, we helped the organization take steps to harmonize sales processes and structure, by:

• Implementing standardized processes across companies, regions and teams, including lead management, opportunity tracking, and forecasting, using Salesforce workflows and automation.

• Introducing uniform training for all sales representatives to ensure that everyone understood and could leverage the new tools, enabling quicker adoption of Salesforce CPQ and the global instance.

• Establishing a Global Sales Operations function to oversee and monitor the sales process across regions, ensuring continuous alignment with business objectives and resolving any operational issues promptly.

• Providing sales leadership with enhanced analytics and reporting capabilities via Salesforce dashboards and integrating tools such as Tableau, which allowed real-time visibility into performance, pipeline health, and key metrics.

The Results

By leveraging our Salesforce expertise, our extensive experience working in Salesforce migrations and harmonization and CPQ expertise, we helped this organization achieve the following:

• Increased Sales Efficiency: The consolidation of the two Salesforce instances and the adoption of CPQ improved the sales team’s efficiency by significantly reducing manual data entry and quote generation times.

• Improved Data Accuracy: With a unified Salesforce instance and a standardized quoting tool, data discrepancies were minimized, allowing for more accurate forecasting; as well as, improved opportunity management, KPIs and reporting.

• Faster Quoting Process: Salesforce CPQ’s advanced functionality reduced the time required to generate and approve quotes, particularly for complex deals, which improved deal velocity and customer satisfaction.

• Enhanced Global Visibility: Leadership gained real-time insights into sales performance across regions, which enabled better decision-making and strategic planning.

Stronger Collaboration: The unified system fostered stronger collaboration among sales teams across both organizations, different geographies, driving a more cohesive and effective global sales organization.

Conclusion

In conclusion SalesOpsGuru helped this organization improve their CPQ functionality, and the alignment of all the processes around all sales orders, opportunities, leads, and customer data within a single, cohesive Salesforce instance; without having to delay of sacrifice any sales orders.

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