Sync quote and opportunity
Summarize
Summary of Sync quote and opportunity
This feature enables sales agents to synchronize quote information with opportunity records within ServiceNow. It ensures consistency and accuracy of quote data across both records, allowing sales teams to track revenue from opportunities precisely. Synchronization automatically updates prices, revenue metrics, and related details between quotes and their associated opportunities.
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Establishing Sync Between Quote and Opportunity
Sales agents can link quote and opportunity records to keep a specific set of fields synchronized between them, including both header fields and line items. When a quote is created through an opportunity, the Source Opportunity field populates automatically. Revenue metrics and pricing are calculated when the quote includes child line items.
A “Synced” banner on the opportunity record indicates if the quote is in sync. The system property autoEnableSyncFirstQuote can be set to true to automatically synchronize the first quote with its source opportunity. New versions of a quote can be created and synchronized with the original opportunity, provided the previous version was also in sync. Changing the quote state to Accepted or Completed moves the linked opportunity to a Closed-won status.
Field Mappings and Restrictions
Synchronization applies to both header fields and line items, with default mappings ensuring consistent data between opportunity and quote records. Key fields include terms (months), pricing details (one-time price, monthly recurring revenue, annual recurring revenue, total amount), currency, price list, and product offerings.
When records are synced, fields on the opportunity that correspond to quote data become read-only to maintain data integrity. Adding or deleting line items on the opportunity is disabled while in sync, ensuring that all changes are managed through the quote record.
Practical Benefits for ServiceNow Customers
- Maintains consistent and accurate revenue data between quotes and opportunities.
- Automates synchronization to reduce manual updates and errors.
- Enables clear visibility of quote status directly from the opportunity record.
- Supports version control of quotes while preserving synchronization with opportunities.
- Restricts edits on synchronized fields in opportunity records to protect data integrity.
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 |