This email belongs to the CPQ replacement guide for RevOps consultants, which explains why discount requests, approval records and rejected quote versions can be left behind in a replacement. If the cutover date is still moving, work through the CPQ replacement archive context checklist first, then come back here.
The ready-to-adapt draft
Fill each brace from your design-session notes. Keep the finished email under 190 words, so it can be read on a phone between meetings.
Subject: Discount and approval history before the {old_cpq} cutover
Hi {first_name},
Thanks for the time in the design session on {meeting_date}. One thing I wanted to put in writing: we asked where the exceptions that led to each final commercial agreement are kept. {deal_desk_lead} confirmed that discount requests and approver comments sit in approval records back to {first_year}, that earlier quote versions are kept, and that the new tool will import final quotes only.
SourceX licenses approved business data directly from companies for AI training and evaluation, and handles the agreement, rights review, data preparation, delivery and payout. Nothing leaves {company} unless you agree terms. To be clear about my position: I am a SourceX referral partner and may receive a reward from SourceX if a qualifying license completes. SourceX pays it separately, it never reduces what {company} would receive, and it has no effect on the CPQ project.
If useful, I can introduce you to SourceX. They would begin with a description only: which record types, roughly how many years, which systems and who can approve a conversation. No quotes or exports. A one-word "yes" or "not now" is plenty.
{your_name}
Three placeholders matter most. {old_cpq} names the system being retired, so the email is findable later. {deal_desk_lead} credits the person who supplied the facts. {first_year} is the only number in the email, and it is a span the company gave you, not one you measured.
Why each line is there, and what never goes in it
| Line | Its job | Never put in it |
|---|---|---|
| Subject line | Names the history and the cutover, so it is easy to forward to finance or legal | "Opportunity", "earn", a reward figure or a dollar amount |
| "Thanks for the time in the design session on {meeting_date}" | Anchors the email in work the owner already approved | Any suggestion that the project depends on a reply |
| "Where the exceptions that led to each final commercial agreement are kept" | Repeats the question the owner heard, in the same words | Your own verdict on which records are valuable |
| "{deal_desk_lead} confirmed..." | Attributes each fact to a named person at metadata level | Approval counts you queried, discount percentages, customer names |
| "The new tool will import final quotes only" | States the migration scope as the project team described it | A claim that the history will be lost on a set date |
| "SourceX licenses approved business data..." | One accurate sentence on what SourceX does | Buyers, named AI labs, demand or likely price |
| "Nothing leaves {company} unless you agree terms" | Makes the next step costless | Any hint that SourceX already has access |
| Disclosure sentences | Puts your interest in plain view before the offer | Soft wording such as "I may benefit" with no name attached |
| "No effect on the CPQ project" | Separates your consulting role from the referral | Discounts on your fees tied to a yes |
| "A description only" | Writes the metadata boundary into the record | A request for a sample approval, a report or a screenshot |
| "Yes or not now" | Gives a no that costs the owner nothing | Follow-up dates, "last chance" lines or chasers |
The disclosure is written out in full for a reason. The FTC's Endorsement Guides ask for clear and conspicuous disclosure of a connection between an endorser and a seller that the audience would not expect and that could change how much weight they give the recommendation. Whether those guides reach a private consulting email is a question for your own advisers; writing the sentence plainly removes the question either way.
The facts paragraph one may state, and where each comes from
Paragraph one is the only place the email describes the company's records, so every clause in it should trace back to a person or to vendor documentation. The two rows on documentation are what you can say about Salesforce CPQ without checking anything in the client's org.
Salesforce| Clause you might write | Its basis | How to phrase it safely |
|---|---|---|
| Approver decisions are kept per approver | Salesforce documents that Advanced Approvals creates an approval record for each approver that tracks its status | "Approver decisions sit in approval records" |
| An earlier round may hold the reasoning | On resubmission, approvers are not asked again if the tested field has not changed | "Some approvals were given in earlier rounds" |
| Field changes fade after a window | Without Field Audit Trail, field history is retained up to 18 months in the interface and 24 months through the API, starting from the day tracking was enabled | "Field history covers at most the last 18 to 24 months" |
| How many years of approvals exist | The deal desk lead or admin | "{deal_desk_lead} confirmed approvals back to {first_year}" |
| What the new tool will import | The migration plan owner | "The new tool will import final quotes only" |
If a clause has no basis in the table, delete it. The deal desk approval process page explains why the pairing of request, rule, decision and final terms is the part worth describing.
Variations when the design session found something different
Illustrative. These are answers a RevOps consultant might hear while replacing the CPQ at a fictional 230-person packaging equipment maker. Each changes one sentence, not the email's shape.
| What you learned | Edit to the draft |
|---|---|
| Approvals were handled by email, not in the CPQ | Replace the approval-record clause with "discount approvals were agreed by email between reps and the sales VP" |
| Field history was never switched on for quote fields | Drop the field history idea entirely; do not imply records that do not exist |
| The old org stays readable for a year after cutover | Add "and the old org stays readable until {readable_until}" to paragraph one |
| The CFO, not the CRO, owns pricing history | Name the CFO as the source in paragraph one and copy them only if the CEO agrees |
| Customer contracts restrict reuse of pricing | Add "{counsel} will want to review customer terms first" so the limit is on record |
The reusable worksheet for introduction emails collects the placeholders in one place, and client introduction email templates for RevOps consultants cover other moments in the same practice.
Before you press send: owner, fit and what stays unknown
Check four things. The recipient is the person who can authorize a licensing discussion. They said yes to hearing about it before the email, so it confirms rather than surprises. The company appears to fit: 50+ full-time employees at peak (contractors excluded), a documented operating history, rights to license the records and an authorized contact. Companies in the U.S., Canada and the EU qualify, as do companies in the UK, Australia, New Zealand, India, Singapore, South Africa, Latin America, the UAE and Saudi Arabia when at least 90% of the data is in English. And you have signed the Channel Partner Agreement.
What stays unknown until SourceX reviews the company: whether its approval history fits current dataset needs, the outcome of the rights review on customer pricing, any de-identification, and any offer. Attribution goes to the first valid introduction within the 90-day window, credited when the company submits a verified application, with one partner per company.
Keep reward figures out of the email. If the owner asks, the default is 25% of Actual Supplier Payout, capped at $100,000 cumulatively per company and paid only after the conditions on the rewards page are met. Illustrative only: a $400,000 Actual Supplier Payout would produce a $100,000 default reward, the cap. RevOps consultants will find related plays on the RevOps partner page.
Next step
Refer a company. Earn up to $100,000. Default reward: 25% of Actual Supplier Payout, capped at $100,000 cumulatively per referred company. Eligibility and payment conditions apply, and a signed Schedule A or addendum can differ. A lead, meeting or signature alone does not trigger payment.
Before the draft goes to the CEO, register as a partner, check the company against who qualifies and read the program terms, so the disclosure you write matches the agreement you signed.