The 5 most common hidden costs in CPQ projects
Author: Elisabeth Sonnleitner
– and why they often only get noticed when it becomes expensive.
CPQ projects are usually launched with clear objectives: to create quotes faster, reduce errors, and scale sales. The obvious costs - licensing, implementation, training - are easy to calculate.
What many companies underestimate are the hidden costs that are not included in the offer but have a massive impact over the years. It is precisely these costs that determine whether a CPQ project is successful in the long term – or gradually becomes a cost driver.
1. Maximum standardization vs. individual customizability
Many CPQ systems advertise maximum standardization. That sounds efficient, but it quickly becomes a problem if your own product or sales process does not fit into this mold.
In practice, the following happens:
The standard is adapted to such an extent that it can reflect the individual product range. Any deviation from the intended path creates special logic, workarounds, and additional complexity.
The hidden costs arise from:
- High implementation costs for special cases
- Expensive updates
- Increasing maintenance costs due to individually installed logic
A CPQ system should not be restrictive. It must offer flexibility without every deviation from the standard becoming a cost factor.
2. Dependency on maintenance and care
CPQ systems thrive on data: prices, discounts, dependencies, special conditions. These are constantly changing.
If maintenance and care only:
- about developers
- about the provider
- or about complex technical interventions
are possible, a dangerous dependency arises.
The hidden costs are reflected in:
- Increased internal coordination efforts
- Ongoing service costs for simple changes
- Delays in sales because adjustments are not implemented in a timely manner
A CPQ system must clearly separate content that is changed regularly and make it easy to maintain independently and securely.
3. User acceptance
One of the most costly risks in CPQ projects is a system that is not used on a daily basis. When users bypass CPQ, create quotes in Excel, or only use the system “for the sake of it,” hidden costs arise that are not visible in any budget planning.
The price for this is creeping up:
Productivity losses, parallel processes, incorrect or inconsistent offers, and declining data quality. The system exists—but it does not create any real added value.
Often, the cause lies not in the range of functions, but in a lack of user-friendliness or insufficient training. A CPQ system that is not accepted does not increase efficiency, but rather creates additional friction in sales.
4. Lack of scalability for new products or markets
Another hidden cost driver is strategic limitation due to technical dependencies. Many CPQ solutions are closely linked to specific third-party systems, shops, or ERP landscapes.
What works well today will become a problem in a few years. If the system landscape changes—for example, due to an ERP change, new sales channels, or international expansion—the CPQ system will have to be extensively adapted or, in the worst case, completely replaced.
A future-proof CPQ system must not limit growth. It must remain scalable, independent of individual third-party systems or channels.
5. Missed time-to-market advantages
The most expensive costs in CPQ projects are often internal costs—not external invoices. If new products, variants, or markets can be implemented too slowly, the company loses valuable time.
Time that is directly linked to sales and competitiveness in sales.
Missed time-to-market advantages lead to delayed sales launches, overburdened internal teams, and a constant struggle to catch up with the competition. These costs do not appear in any quote - but they have the greatest impact in the long term.
This is precisely where a CPQ system should come in: increasing speed, reducing internal effort, and quickly turning new requirements into productive results.
Conclusion
The biggest costs in CPQ projects are rarely found in the quote. They arise where systems impose restrictions, create dependencies, or are not used consistently in everyday work.
When selecting a CPQ system, it is therefore important to consider not only feature lists and license prices, but also flexibility, maintainability, user acceptance, and strategic scalability. These are precisely the factors that determine whether a CPQ project will provide long-term relief or gradually become a cost driver.
A well-chosen CPQ system not only reduces visible costs, but above all those that would otherwise only become apparent years later.
Take advantage of a free initial consultation with Combeenation and ask your questions about configurator and CPQ software.
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