CPQ RFP template
CPQ projects rarely fail on quote documents. They fail on the pricing model nobody wrote down, the approval rules that live in a manager's head, and the handoff to billing that still needs someone to retype the order. This RFP makes you document those three things first, then tests every vendor against your real price book, your approval matrix, and a mid-term amendment.
Download it
What you get
- A pricing model inventory to fill in before vendors see anything
- Weighted requirements for pricing, product rules, approvals, amendments, and ERP and billing integration
- Scripted demo scenarios built from your own price book and approval matrix
- Commercial and exit questions, including who owns the pricing rules you build
- A note on why amendments and renewals are the real test
Who it's for
- Deal desk and RevOps teams selecting a CPQ tool
- Finance and billing owners who receive the orders
- Sales leaders who approve discounts
What's inside
5 sections, each listed with its own size. The first is previewed below; the remaining 4 come with the download, with blank rows ready to fill in.
| Section | Size | Previewed |
|---|---|---|
| Pricing model inventory | 5 columns, 5 worked example rows | Below |
| Requirements | 8 columns, 10 worked example rows | In the download |
| Scripted demo scenarios | 5 columns, 5 worked example rows | In the download |
| Commercial and exit questions | 8-point checklist | In the download |
| Why amendments decide CPQ evaluations | Guidance notes | In the download |
Preview of section 1
Pricing model inventory
Complete before the RFP goes out. One row per pricing element.
| Element | How it works today | Example | Volume | Owner |
|---|---|---|---|---|
| Price books | One per currency and one for partners | USD, EUR, GBP, partner USD | 4 price books | Deal desk |
| Pricing method | Per seat, tiered by volume | 1-50 seats $100, 51-200 $85, 201+ $70 per seat per month | Core product | Finance |
How to use it
1. Write down the pricing model before the RFP
Fill in the pricing model inventory: every price book, currency, pricing method, bundle, and discount rule in use. If the deal desk cannot write it down, no vendor can configure it, and the RFP answers will be guesses.
2. Attach your approval matrix
Give vendors the actual approval rules: who approves which discount at which deal size, and what happens when two conditions apply. Ask them to configure it in the demo, not describe it.
3. Test an amendment quote
New quotes are easy. Adding seats mid-term, co-terming to an existing contract, and a ramped renewal are where CPQ tools differ. Make these scripted scenarios with weights to match.
4. Bring billing into the room
The finance or billing owner should score the integration requirements and watch the order hand-off in the demo. If an order still has to be retyped into billing, most of the CPQ benefit is lost.
Frequently asked questions
What should a CPQ RFP include?
Your documented pricing model, weighted requirements for pricing, product rules, approvals, quote documents, amendments and renewals, CRM sync, and ERP or billing integration, plus scripted demos on your own price book and commercial and exit questions.
How do you evaluate CPQ software?
Give every vendor your price book and approval matrix and have them configure the same scenarios: a tiered quote, a discount approval, a ramped deal, a mid-term amendment, and the hand-off to billing. Score each on the response scale with evidence.
What is the hardest part of a CPQ implementation?
Usually documenting the pricing and approval rules, and connecting accepted quotes to billing without re-entry. Both depend on decisions the business has to make before configuration starts.