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Administrator Guide
Last Updated: 2026-03-13
Create Quote

Create Quote

  • See setup considerations topic for Services CPQ.
  • Set up integration with your existing Customer Relationship Management (CRM) source to sync customer and opportunity records.
  • Set up ID Generators for quote, quote configuration with document templates, and quote to contract mapping.
  • Configure the
    Quote Event
     business process.
  • Configure the
    Opportunity Event
     business process.
  • Configure these business processes as subprocesses to create projects and customer contracts from quotes:
    • Convert Opportunity Project to Project
    • Create Project
    • Customer Contract Event
    • Edit Project
    • Project Resource Request
  • Set up Project Hierarchies, Project Roles, Project Billing Rate Sheets, Project Standard Cost Rate Sheets, and Sales Items.
  • (Optional) Set up Project Phases and Project Tasks when building a quote with phases and tasks.
  • Ensure that the custom validations align between quotes, projects, and customer contracts.
  • Ensure that the required worktags align between quotes, projects, and customer contracts.
  • Security: Configure these domains in the Services CPQ functional area:
    • Process: Quotes
    • View: Quote Project Hierarchies
    • Process: Opportunity
       in the Customer Accounts functional area.
Workday enables you to create quotes from the
Create Quote
 task or from an opportunity that’s in open status. You can create multiple quotes for an opportunity based on different combinations of services. You can also copy an existing quote to create a new quote.
The quote status and designation determines when the quote can be converted to an opportunity project. A quote can be in
Draft, In Progress, Approved, Denied or Canceled
 status. A quote can also have a designation of
Primary
 which indicates that it can be shared with the customer.
  • When a quote is in draft status or waiting for approval, it displays as
    Proposed Primary
    .
  • After approval, a proposed primary quote converts to a
    Primary
     quote for the opportunity.
  • There can only be 1 primary quote per opportunity at a single point in time.
  • When another primary quote exists, designating a new quote as primary changes the existing primary quote to
    Not Primary
    .
A Project Manager who doesn't have access to the project hierarchy specified in the service, won't be able to view the quote even if they are part of the
Process: Quote
 domain.
  1. (Optional) Create quote from an existing or a new opportunity.
    1. Access the
      View Opportunity
       report, select an existing opportunity, and click the
      Create Quote
       button.
    2. (Optional) Access the
      Find Opportunities
       report. From the related actions menu of an open opportunity, select
      Quote
      Create
       and navigate to
      Step 3
       .
    When the opportunity doesn’t have a customer, it’s not yet available to create a quote.
  2. Access the
    Create Quote
    task.
  3. Complete these options:
    Option Description
    Opportunity
    Specify an opportunity that you want to create the quote for. Workday automatically populates the customer and company values.
    The prompt displays open opportunities.
    Customer
    The value populates automatically from the customer specified on the opportunity.  You can change the customer on the opportunity but can't edited it on the quote.
    Company
    The value populates automatically from the company specified on the opportunity. You can change the company on the quote that you have security access to. When the opportunity converts to a project, we create a downstream contract for this company.
    Quote Configuration
    Select a quote configuration that you've set up.
    Ensure that this quote configuration is available for the company specified on the quote.
    Copy From Existing Quote
    Select a preexisting quote to start from.
    Quote Name
    Specify a relevant name for the quote.
    Billing Model
    Specify a billing model that you want to use for the customer contract. Options are:
    • Fixed Fee
      : Bills a predefined amount based on the quote details.
    • Time and Expense
      : Bills labor time, expense, and third party cost incurred for the project.
    Considerations:
    • When you change the billing model for an existing quote, we don’t change the billing models for the various services.
    • When you add a new service, the billing model value will default from the quote header.
    • When you copy a service, the billing model value will default from the service being copied.
    Currency
    The value populates automatically from the default currency specified for the customer.
    You can change it to any currency that's configured for the customer.
    Worktags
    Workday automatically populates the values from the opportunity header. You can edit these worktags or specify additional worktags.
  5. (Optional) You can click the related actions menu under the
    Action
     column for the
    Service
     to:
    • Copy, edit, move, or delete the service.
    • Split a service into phases, or phases and tasks when the effort estimation is not high level.
    • Add role, item, discount, expense, or third party cost.
  6. (Optional) Click
    More Actions
     and select an option.
    Option
    Description
    Edit Quote
    You can change quote details.
    Edit Quote Details
    You can change:
    • Quote Name
    • Billing Model
    • Currency
    • Select the
      Primary Quote
       check box to designate a quote as primary.
    • Start Date
    Edit Worktags
    You can change the defaulting worktags or add more worktags for:
    • The quote
    • Each service
    Manage Quote Attachments
    You can upload new attachments, view, or delete existing ones.
    View Quote
    Provides:
    • A read-only overview of an existing quote.
    • An option to copy the quote.
    • An option to view quote details
  7. Click
    Review Documents
     to view the quote document before submitting it for approval.
    Options
    Description
    Document
    Select the relevant quote document template that your CPQ Administrator configured for the quote.
    Workday hydrates the selected document with quote data.
    Save
    Click to retain the changes when you make manual edits to the quote document during the review process.
    Refresh Document Data
    Click the button to update the dynamic data fields with the latest quote data. Most manual edits made to the content are also retained.
    Considerations:
    • Manual edits made to repeater rows of a table that’s built with dynamic data fields are lost and the table will regenerate.
    • Condition rules on the document template will not be re-evaluated.
    Reset to Template
    Click the button to:
    • Revert all edits on the quote document.
    • Retrieve all updated published changes to the original document template.
  8. Click
    Submit for Approval
    .
    Workday automatically defaults the first approved quote for an opportunity to the primary designation.
  9. (Optional) Access the
    Copy Quote
     task.
    • Select
      No
       for
      Copy to Same Opportunity?
       to create a new quote by copying to a different opportunity. You can select a different Project Billing Rate Sheet or Sales Item Price List for each of the services. Workday automatically updates the new quote with new prices.
    • You can copy Quotes from opportunities with any status, but you can copy the quote only to an opportunity with
      Open
       status. We automatically populate the
      Customer
       based on the specified opportunity.
    • Alternatively, you can also copy a quote from the related actions menu of an existing quote on the
      View Quote
       report.
    • To copy a quote for a specify opportunity, access the
      View Opportunity
       report and select
      Actions
      Copy Quote
       for the relevant quote in the
      Quotes
       grid.
Workday initiates the business process for the quote event. When you approve the primary quote, Workday creates an Opportunity Project including a resource plan, and resource forecast with details from the quote. It also appends an [O] suffix to the name of the Opportunity Project. You can't edit certain data for this project.
After creating a quote, you can:
  • Copy the quote.
  • Change or cancel the quote.
  • Change the opportunity status.
  • Designate a quote as primary, by accessing the related actions menu of an approved quote and selecting
    Mark as Primary Quote
    .
  • Edit Totals
     at the header for a quote total or service total by Price, Margin, or Discount.
  • Manually print the quote document.
  • Send the quote document to Workday CLM for collaboration, redlining, and electronic signatures provided you have Workday CLM SKU and setup completed.
  • View change and process history for the quote by clicking
    History
    Process History
     on the
    View Quote
     report.
  • View the quote by:
    • Summary
       view: Displays quantity, unit of measure, unit cost, unit price, unit list price, and price for the service and roles .
    • Timeline
       view: Displays duration in Weeks, months, or contract years and displays roles data by Quantity (Hours or Days), Price, Cost or FTE values. Tip: You can click the Eye toggle to view phases and task dat a.
    • Work Breakdown
       view: Displays phases and tasks data, and roles data.
    • Change the Opportunity Status to a custom status, or Closed/Won or Closed/Lost. Based on your configurations, when the opportunity status changes, Workday converts the opportunity project to a project and creates a customer contract.
When you have multiple rates for 1 role, Workday creates the downstream customer contract in draft status with errors. To make the role unique on the contract line, ensure to fix the errors by adding either a phase, task, worktag, or a worker using a Billing Rate Rule.