Order to Cash Process
May 31, 2024
Table of Contents
Opportunity to Quote
Salesforce Opportunities
New Opportunity Setup
Opportunity Information
Budget and Contacts
Finance Information (I–VI)
Solution Overview
Service Overview
Closed Won & Lost Details
Purchase Info (Quote / Invoice Detail)
Contract Tax & Billing Differences
Proposal Creation (Salesforce & Proposify)
cPanel / Partner Portal Configurations
Post-Closing Next Opportunity Setup
FAQs
Sales to Invoice Process
Invoicing Owners & Steps
Invoice Requested
Invoice Sent
Accounts Receivable & Collections
Payment Collection (I–II)
Suggested Finance Improvements
1. Opportunity to Quote
Salesforce Opportunities
There are four types of Opportunities:
New Business
Initial contract with a customer
Cross-Sell / Upsell
Mid-term additions
Additional seats
New or upgraded features
Renewal
Renewals and upsells on the anniversary date
Partner
Partner leads (Referral / White-label)
New Opportunity Setup
Opportunity Information
Close Date
Expected agreement finalization date
Used for forecasting
Must not be in the past while open
Renewal should be ready to close 30 days before service start
Opportunity Name
Type (see above)
Is Order Form Attached
Signed order form, or unsigned with PO
Account Name
ICP / IPP (Ideal Customer / Partner Profile)
BD Owner
Vertical / Sub-vertical
POC (Proof of Concept)
Proposal Sent (Yes / No – must be saved in Salesforce)
Opportunity Source
Fit Assessment
Budget and Contacts
Budget Assessment
Speed Assessment
Stakeholder Assessment
Primary Contact
Billing Contact
Project Manager
Prospect State / Territory
Finance Information
These fields relate to contract terms, not invoicing terms.A single contract may generate multiple invoices.
Finance Info I – Contract Value
License Amount (Recurring Software)
Service Amount (Recurring Services: Support, Training)
One-time Revenue (Configuration & Setup)
All values reported in USD
Finance Info II – Service Terms
Number of Licenses (Agent Seats)
Contracted Months (12 / 24 / 36)
Service Start Date
Service End Date
cPanel Site ID
Discount Applied (and reason)
Finance Info III – Year 1 Contract Value (Commission Basis)
Used for commission calculation
Prior Period ARR required for renewals
No PP ARR for new business or mid-term upsells
Renewal with upsell must be flagged as True
One-time revenue excluded from PP ARR
Finance Info IV – Upsell Configuration
Use annualized license amount, even if billing is partial-term
Example:
$1,044 annual license
6 months remaining → billing $522
License amount still recorded as $1,044
Finance Info V – Issuing Company
Comm100 CA (default)
Comm100 US (US-based customers only)
Rules:
US customers must be billed through Comm100 US
Ensures correct tax handling
Renewals for US customers should migrate to US entity upon new contract
Finance Info VI – Invoicing & Payment Tracking
Purchase Order #
Invoice Generated (Invoice ID)
Paid checkbox & Paid Date
Commission Paid Date (Finance-managed)
Commissions paid only after invoice is marked paid
Solution Overview
Server Type: Cloud / Private / On-Prem
Data Center Location
Opportunity Plan Details
Service Overview
Track:
Onboarding & Training
Bot Services
Other Services
Total service value auto-calculates
Track hours purchased vs delivered
Purchase Info (Quote / Invoice Detail)
Purpose
Build accurate quotes and invoices
Ensure alignment with cPanel
Must be completed before Quote stage
Key Fields
cPanel Site ID
Profit Center
Invoice Type & Currency (pulled from cPanel)
Service Start & End Dates
Issuing Company
Billing Notes (PO, special terms)
Discount Guidelines
Always start from list price
Apply discounts at line-item level
Avoid “extra discount” field
Use clean numbers (10%, 15%)
Preserve decimal accuracy in Salesforce
Round to 2 decimals when copying to Proposify
Contract Tab (Billing vs Contract Term)
Contract term ≠ billing interval
Example:
Annual contract
Monthly billing
Contract Tab annualizes pricing for proposals
Invoice Tab shows next billing amount
Proposal Creation (Salesforce & Proposify)
Before Starting
Opportunity Stage: Solution Building
Steps
Create Document in Salesforce
Select correct template (CA vs US, New vs Renewal)
Fill Document Settings
Verify pricing & variables
Copy pricing table from Salesforce
Verify signee details
Request approval from Sales Ops
Manager approval required
Sales Ops final approval
Sharing Proposal
Preferred: Send via Proposify (tracked)
Alternative: Copy link
Salesforce stage must be updated to Negotiation
cPanel / Partner Portal Configuration
SKUs and pricing must match Salesforce
Subscriptions and billing profiles must be accurate
AE responsibilities:
Subscriptions
Billing configuration
Payment terms
Close Won Checklist
Before Close Won
Billing entity correct (CA vs US)
Billing address and contact confirmed
Subscriptions aligned
PO received (if required)
Signed documents saved
PP ARR entered for renewals
After Close Won
Invoice number recorded
Next renewal opportunity created
Sales to Invoice Process
Invoice Requested
Automatic email to Finance
Invoice created within 1 business day
Invoice saved as Draft in cPanel
AE reviews and posts invoice
Invoice Sent
Send via cPanel or personal email (CC billing@comm100.com)
Update Salesforce:
Check “Invoice”
Enter Invoice ID
Accounts Receivable & Collections
Payment Collection
AE responsible for payment follow-up
Monitor overdue invoices
Commissions paid only after payment
Once Payment is Received
Update Salesforce opportunity
Check Paid
Enter Paid Date
Finance prepares commission payout