Implementing Conga CPQ typically involves several structured phases designed to ensure that the solution aligns with an organization's sales processes, pricing models, and integration needs. The duration can vary depending on company size, system complexity, and existing infrastructure, but on average, implementations can take between 8 to 20 weeks.
Typical Implementation Process:
Discovery & Requirements Gathering
Engage stakeholders to understand current quoting processes, business goals, and technical requirements.
Map out workflows and identify any specific customization needs.
Solution Design
Configure the system to align with business rules, approval workflows, and pricing models.
Design integrations with existing systems like CRM, ERP, and billing platforms.
Configuration & Customization
Build out product catalogs, pricing rules, discount structures, and templates.
Develop any necessary custom logic or modules to meet unique business needs.
Data Migration
Import necessary legacy data such as customer records, product catalogs, and pricing histories.
Integration
Connect Conga CPQ to tools like Salesforce, ERP systems, or custom platforms to ensure data consistency.
Testing
Conduct unit testing, user acceptance testing (UAT), and performance testing.
Validate system behavior against expected workflows and outputs.
Training
Train sales teams, administrators, and support staff on using the platform effectively.
Go-Live
Roll out the software in a live environment with continued monitoring and support.
Post-Implementation Support
Offer stabilization support and performance monitoring during the initial weeks after launch.
Customisation
Yes, Conga CPQ is highly customizable to support complex sales processes and unique business requirements. Its flexibility allows businesses to tailor the platform for different industries, pricing models, approval hierarchies, and product configurations.
Create tailored workflows for quote approvals, discounts, contract generation, and customer routing.
Template Customization
Design branded proposal and quote templates that suit different customer segments or regions.
UI/UX Customization
Modify the user interface to align with internal user roles and improve adoption.
Integration with Other Systems
Customize integrations with third-party tools or internal platforms via APIs or middleware.
Multilingual and Multi-Currency Support
Tailor the experience for global operations, supporting localization needs.
Role-Based Access Controls
Configure access permissions and visibility rules based on job roles or departments.
Additional Costs
While the base subscription fee covers core functionality, Conga CPQ may incur additional costs related to setup, customization, ongoing support, and system upgrades. These costs can vary based on company size, complexity, and service level agreements.
Common Additional Costs:
Implementation Fees
Charged upfront and include discovery, configuration, data migration, and integration work.
These can range from a few thousand to several hundred thousand dollars depending on the scope.
Customization and Development
Costs for custom modules, UI changes, or workflow enhancements not covered in standard implementation.
Training Costs
Optional training packages for users, admins, and support teams—available as workshops or self-paced materials.
Support Plans
Tiered support options ranging from basic business-hour support to premium 24/7 service.
Premium support often includes dedicated account managers and faster response times.
Maintenance and Updates
While regular updates may be included in the subscription, custom-built components might require additional maintenance.
Licensing for Additional Features
Advanced features such as analytics, AI-based pricing optimization, or integration connectors may require separate licensing.
Third-Party Integration Costs
If using external consultants or integration platforms, those services are billed separately.
Training
Conga CPQ provides a variety of training and support resources to help new users quickly become proficient with the platform. These services cater to different learning preferences and organizational needs, ranging from self-guided resources to instructor-led programs and ongoing technical support.
Training and Support Options:
Onboarding and Implementation Training
Structured onboarding programs are offered during implementation to ensure users and administrators understand the core features.
Sessions typically cover system navigation, product configuration, quote creation, pricing rules, and approval processes.
Self-Paced Learning
Access to an online learning portal with interactive tutorials, videos, and documentation.
Modules are often role-specific (sales reps, admins, developers) to ensure relevance.
Instructor-Led Training
Live virtual or in-person training sessions led by certified Conga trainers.
Designed for deeper learning, especially useful for administrators and power users.
User Guides and Documentation
Comprehensive documentation including setup guides, release notes, and feature explanations.
Frequently updated to reflect new features and enhancements.
Webinars and Knowledge Sessions
Regular webinars on best practices, new features, and advanced tips for optimizing CPQ performance.
Community Forums
Access to a user community where customers can share insights, ask questions, and find solutions from peers and Conga experts.
Technical Support
Tiered support plans (standard and premium) offering assistance via email, phone, or portal.
Premium support may include 24/7 access, faster response times, and dedicated technical account managers.
Security Measures
Conga CPQ is built with enterprise-grade security protocols to protect sensitive business data, such as customer information, pricing models, and sales transactions. The platform follows industry best practices for data protection, regulatory compliance, and risk mitigation.
Security Measures Include:
Data Encryption
Data is encrypted both in transit (using SSL/TLS) and at rest.
Ensures sensitive customer and financial information is securely stored and transmitted.
Role-Based Access Control (RBAC)
Administrators can define user permissions based on roles, ensuring users only access data relevant to their function.
Single Sign-On (SSO) and Multi-Factor Authentication (MFA)
Integration with enterprise identity providers for secure authentication.
Optional MFA adds an additional layer of security during login.
Audit Logs and Activity Monitoring
Tracks user activity and changes within the system to support compliance and internal audits.
Data Residency and Compliance
Supports data hosting in compliance with international regulations such as GDPR, HIPAA, and SOC 2.
Data centers are monitored and certified to meet high security standards.
Regular Security Testing
Conducts vulnerability assessments, penetration testing, and third-party audits to identify and resolve security gaps.
Secure APIs
API integrations are protected through authentication tokens and rate limiting to prevent misuse or breaches.
Updates
Conga CPQ follows a structured release schedule that includes regular updates, bug fixes, performance improvements, and new feature rollouts. These updates are managed to ensure minimal disruption to the user experience and allow organizations to plan for system changes.
Update and Release Management Details:
Scheduled Release Cycles
Conga typically releases major updates two to three times per year, with smaller patches or fixes issued more frequently as needed.
Release Notes and Previews
Customers receive detailed release notes ahead of each update, outlining new features, enhancements, and deprecated functionality.
Sandbox Testing Environments
Updates are made available in sandbox environments before production rollout, allowing customers to test and validate changes.
Backward Compatibility
Updates are designed to minimize disruption to existing configurations and integrations.
Legacy features are often supported for a period to ease transitions.
Change Management Support
Documentation and support are provided to help organizations adapt to new features.
Admin training sessions and webinars may accompany major releases.
Automated or Manual Deployment
Depending on customer preference and hosting model, updates can be automatically deployed or manually scheduled.
Customer Notifications
Clients are notified in advance of maintenance windows, new releases, or any system downtime required for updates.
Data Ownership and Portability
Conga CPQ maintains a clear stance on data ownership and portability, emphasizing that customer data remains the property of the client at all times. The software is designed to facilitate secure access, control, and extraction of data, supporting organizations in compliance, transitions, and integrations.
Data Ownership and Portability Policies:
Customer Data Ownership
All data entered into the Conga CPQ system by the customer is explicitly owned by the customer.
Conga acts as a data processor and does not claim any ownership over customer-generated content or configurations.
Data Access and Control
Customers can access their data at any time through the platform or via APIs.
Full administrative control allows users to manage, export, or delete data as needed.
Data Export Capabilities
The system supports multiple export formats (e.g., CSV, XML, JSON) for extracting product catalogs, quotes, pricing models, and other data.
This facilitates easy migration to another system or for use in reporting and analytics.
End-of-Contract Data Retrieval
At the end of a service contract, Conga typically provides a defined window during which customers can export or request a copy of their data.
Formal procedures are in place to ensure secure handover of data upon termination.
Data Deletion Policy
After the expiration or termination of a subscription, customer data is securely deleted from Conga’s servers within a specified retention period unless otherwise agreed.
Compliance with Standards
Conga adheres to industry standards and legal frameworks (e.g., GDPR) that reinforce the customer’s right to data portability and control.
Scaling Up / Down
Conga CPQ offers flexible subscription models that allow organizations to scale their usage according to changing business requirements. This includes adjustments to user counts, feature sets, and service levels. The ability to scale is governed by contract terms and typically involves coordination with Conga’s sales or customer success teams.
Scalability Terms and Options:
User-Based Licensing
Licenses are typically priced per user, allowing organizations to add or remove users as teams grow or shrink.
Additional licenses can be provisioned through an admin interface or by contacting Conga.
Modular Feature Packages
Organizations can choose from different packages or add-on modules (e.g., advanced analytics, guided selling, AI optimization).
These modules can be added or removed to meet evolving needs.
Contract Amendments
Scaling up may involve a contract amendment, especially when increasing user tiers or adding premium features.
Downgrades or reductions are usually limited to the contract renewal period, depending on the terms agreed upon.
Cloud-Based Architecture
As a cloud-based platform, Conga CPQ can scale its technical resources (e.g., storage, performance capacity) without requiring infrastructure changes by the client.
Annual or Multi-Year Contracts
Most licensing agreements are annual or multi-year; scaling down mid-contract may not immediately reduce costs but can be planned for the next renewal cycle.
Customer Success Management
Conga provides account managers or customer success representatives who assist clients in reviewing usage and planning scalability strategies.
Flexible Deployment Options
Conga CPQ integrates with other Conga products, allowing companies to scale into broader quote-to-cash or contract lifecycle management capabilities over time.
The terms & conditions for contract renewal and cancellation
Conga CPQ typically operates under annual or multi-year subscription agreements. Renewal and cancellation terms are defined in the customer contract and are designed to provide both flexibility and continuity. It is important for customers to review these terms in advance to manage transitions or renegotiations smoothly.
Contract Renewal and Cancellation Terms:
Auto-Renewal Clauses
Most Conga CPQ contracts include an automatic renewal clause, meaning the contract will renew for an additional term (usually one year) unless the customer provides written notice of termination before a specified deadline.
The notice period is generally 30 to 90 days prior to the contract end date.
Early Termination
Early cancellation of the contract may be possible but typically incurs penalties or fees unless explicitly negotiated otherwise.
Customers are responsible for paying the remaining balance of the contract term unless a termination clause allows for prorated or waived fees under specific conditions.
Non-Renewal Process
To avoid automatic renewal, customers must submit a formal non-renewal notice, often in writing and addressed to their account manager or through Conga’s customer portal.
It is recommended to begin the non-renewal process well in advance of the renewal window.
Amendments at Renewal
Customers may renegotiate terms, adjust user licenses, or modify features at the time of renewal.
Any changes to scope, pricing, or support plans are documented in a new or revised agreement.
Data Access Post-Cancellation
Upon contract termination, Conga typically provides a grace period during which customers can export their data.
After this period, the data is securely deleted in accordance with Conga’s data retention policy.
Customer Support During Transition
Support may continue during the termination period to ensure a smooth transition, depending on the agreement.
Compliance
Conga CPQ is built to meet rigorous compliance and regulatory standards, ensuring secure handling of sensitive data, adherence to legal requirements, and operational integrity. These standards are particularly relevant for industries with strict data governance protocols, such as finance, healthcare, and global enterprises.
Compliance Standards Met by Conga CPQ:
SOC 2 Type II
Validates that Conga maintains strict information security policies and procedures, including data confidentiality, integrity, and availability.
Audited annually by independent third parties.
ISO 27001
Demonstrates Conga’s compliance with international best practices for information security management systems (ISMS).
GDPR (General Data Protection Regulation)
Ensures data handling practices for European customers meet legal requirements for data privacy, consent, and individual rights.
HIPAA (Health Insurance Portability and Accountability Act)
For clients in the healthcare industry, Conga offers features and practices designed to support HIPAA compliance, such as audit trails and data protection measures.
CCPA (California Consumer Privacy Act)
Supports transparency and data rights for residents of California, including right to access, deletion, and opt-out of data sale.
FedRAMP (for U.S. Federal Clients, where applicable)
For customers in the public sector, Conga may offer services that align with FedRAMP authorization when operating in secured environments.
Data Residency Compliance
Conga can offer region-specific data hosting options to meet local compliance regulations such as those in Canada, the EU, or Asia-Pacific regions.
Regular Audits and Certifications
Ongoing internal and external audits are conducted to maintain certifications and ensure adherence to evolving compliance requirements.
