Quotation guide & FAQ

Quotation in VLOXQ

Full flow from HubSpot→Vlox→Zuora

Quotation - How to handle new customer, upgrade, downgrade, non-recurring, migration in quotes

This section contains

1. New customer

2. Non-recurring

3. Upgrade/downgrade

4. Migrations

5. Conversions

See slides for all parts if the process here:

Full flow from HubSpot→Vlox→Zuora

New customer flow

See flow in slides here

See video walkthrough of it all

New customer flow

Read step by step description here

1. Create deal in HubSpot

• Create a deal for the customer.

2. Open the Vloxq card

• When the customer is ready for a quote, click the Vloxq card on the right side of the deal.

• Configure the quote, then click "Create" – this sends data back into HubSpot.

3. Send quote

• Send the quotation to the customer by email.

• Note: only Vloxq can update line items on the deal.

4. Trigger e-sign with Oneflow

• Click the Oneflow button on the deal.

• Choose workspace and template. Template is auto-filled with quote data from Vloxq.

5. Customer signs

• Deal stage is moved to “Verbal agreement”.

• Verify data and move deal to “Won”.

6. Automatic creation in Zuora

• If the customer is new, account, order, and subscription are created in Zuora.

• Information from HubSpot and Vloxq is used (PO number, invoice text, etc.).

7. Invoicing

• Invoices are sent from Visma, based on Zuora input.

Non-recurring flow

See flow in slides here

See video walkthrough here

Assessio non recurring new flow

Read step by step description here

1. Create deal in HubSpot

• Set revenue type = non-recurring (affects which products are available in Vloxq).

2. Configure quote in Vloxq

• You can set:

  • Billing target date (when you want the customer to receive the invoice),

  • Start/end date for service, training, or certification.

• Click "Create" → data is pushed to HubSpot.

3. Send quote & e-sign

• Email quote to the customer.

• Trigger e-sign by clicking Oneflow and selecting template.

4. Customer signs

• Deal stage: “Verbal agreement” → verify → move to “Won”.

5. Zuora handling

• If customer is new, a non-recurring charge is created in Zuora.

6. Invoicing

• Invoice is sent via Visma, based on Zuora data.

Upgrade/downgrade

See flow in slides here

See short video here

Assessio downgrade/upgrade

Read step by step description here

1. Create deal

• Use Existing Customer pipeline.

• Set deal type to Upgrade/Downgrade.

2. Configure quote in Vloxq

• Add current product, “Previous MRR”, and the new price.

• Add new products if needed (these count as upgrades).

• Vloxq auto-calculates the delta.

• If using ramps, set pricing per interval.

3. Create & send

• Click "Create" → quote data is pushed to HubSpot → email the quote.

4. E-sign

• Use Oneflow to select template and send e-sign.

5. Customer signs

• Deal stage becomes “Contract signed” → verify → move to “Won”.

6. Zuora update (manual)

• Finance manually adds the subscription or charge in Zuora.

7. Invoicing

• Visma sends invoice based on Zuora.

Migration

See slide of flow here

See short video here

Assessio migration process

Read step by step description here

1. Create deal

• Use Migration pipeline.

• Add migration-specific information.

2. Configure quote in Vloxq

• Select the new subscription the customer is migrating to.

• Click "Create" to push quote data to HubSpot and send the quote.

3. E-sign

• Trigger e-sign with Oneflow → pick template and send.

4. Customer signs

• Deal stage is moved to “Signed” → verify → move to “Won”.

• Fill in migration-specific fields to help Finance process the subscription correctly.

5. Zuora update (manual)

• Finance manually enters subscription or charge in Zuora.

6. Invoicing

• Sent from Visma using data from Zuora.

Vloxq training 1 - showing the full flow