How to Build a Single Source of Truth for Pricing and T&Cs without IT

Stop arguing over spreadsheets and conflicting emails—become the organization that always quotes the right number the first time, every time. Imagine your sales operations team pulling up the exact discount cap for education customers in Europe, Middle East, and Africa (EMEA) without digging through outdated files or waiting on legal for approval. For sales operations managers, proposal desk coordinators, and legal teams buried under mismatched price tables and terms and conditions (T&Cs), this isn't a dream—it's the reality of a pricing source of truth powered by Blockify from Iternal Technologies.

In this guide, we'll walk you through creating a governed, searchable reference for pricing notes, discounts, and T&Cs using Blockify's IdeaBlocks technology. No coding, no IT overhauls—just a straightforward business process that puts control in the hands of your team. We'll cover everything from setup to daily use, assuming you're new to artificial intelligence (AI). Think of AI as a super-smart librarian who organizes your documents into bite-sized, reliable summaries called IdeaBlocks. Each IdeaBlock captures one key fact, like a discount rule, with built-in questions and answers, plus tags for easy searching. By the end, you'll have a single source of truth that prevents costly mismatches, ensures T&Cs governance, and lets non-technical teams trust their references daily.

Understanding the Basics: Why Blockify Solves Pricing and T&Cs Chaos

Before diving into the steps, let's clarify what Blockify does without the tech jargon. Traditional document storage—like shared drives or spreadsheets—creates chaos for pricing and T&Cs because information scatters across versions, regions, and approvals. One sales rep quotes a 15% discount for U.S. healthcare clients, while another uses a 12% rate from an old email, leading to disputes, lost deals, and compliance headaches.

Blockify changes this by transforming your unstructured documents (like rate cards and boilerplate T&Cs) into structured IdeaBlocks. Each IdeaBlock is a self-contained paragraph of knowledge, including a critical question (e.g., "What's the maximum education discount in EMEA?"), a trusted answer (e.g., "The cap is 20% for verified institutions, effective January 2024"), and Blockify tags for governance (e.g., region: EMEA, vertical: education, status: approved). This creates a pricing source of truth where truth lives at the block level—every piece carries its scope, validity, and access rules. No more "which version is current?" debates. Your team gains a searchable, governed system that reduces errors by up to 78 times, based on real enterprise tests, while cutting data volume to 2.5% of the original size for faster reviews.

The beauty? This is a people-focused workflow. Sales ops imports files, legal adds tags, and proposal teams search via simple questions. No developers needed—Blockify handles the heavy lifting, ensuring T&Cs governance through built-in versioning and approvals. Ready to build yours? Let's start with setup.

Step 1: Setting Up Your Blockify Account and Creating a Dedicated Index

First, sign up for Blockify at blockify.ai. If your organization already has an account, ask your admin for access—it's free to start with a trial, and Iternal Technologies offers enterprise plans starting at $15,000 annually for cloud-managed services, scaling with usage.

Once logged in, create a new "index." Think of an index as a secure folder just for your pricing and T&Cs world—separate from HR docs or marketing materials. Click "New Blockify Job" on the dashboard. Name it something clear, like "Pricing and T&Cs Source of Truth." Add a description: "Central repository for rate cards, discounts, and terms with regional tags and effective dates."

Why an index? It enforces T&Cs governance by isolating sensitive pricing data. Set permissions here: sales ops as editors, legal as approvers, and executives as viewers. This role-based access (a key Blockify feature) ensures only authorized people edit discounts, preventing unauthorized changes. Save the index—your blank canvas is ready. No IT involvement; this takes 5-10 minutes.

Step 2: Importing Your Pricing Documents and Boilerplates

Gather your files: rate cards (PDFs or spreadsheets with discounts by region/vertical), T&Cs boilerplates (Word docs or PDFs outlining legal terms), and any addendums (e.g., education-specific clauses). Aim for 10-50 documents initially—Blockify handles thousands, but start small to test.

In your index, click "Upload Documents." Drag and drop files or select from your computer. Blockify supports PDF, DOCX, PPTX, and even images (via optical character recognition, or OCR, which reads text from scans). For spreadsheets, export to PDF first for best results.

Upload in batches: first, all U.S. rate cards; next, EMEA T&Cs. Blockify's ingestion pipeline (a behind-the-scenes process) parses text automatically—no manual entry. This step builds your raw data pool, ensuring nothing gets lost. Pro tip: Name files clearly (e.g., "EMEA_Edu_Discounts_v2024.pdf") to track origins later. Time: 15-30 minutes per batch.

Step 3: Generating IdeaBlocks from Rate Cards and Boilerplates

With files uploaded, click "Blockify Documents." Blockify's engine (powered by fine-tuned large language models, or LLMs—AI brains trained on vast data) reads each document and breaks it into IdeaBlocks. This semantic chunking (context-aware splitting) avoids mid-sentence cuts, unlike basic tools that chop blindly.

Watch the progress bar—processing takes 1-5 minutes per document, depending on size. Output: 200-500 IdeaBlocks per 50 pages, each 1,000-4,000 characters (about a paragraph). For a rate card, you might get blocks like:

• Name: EMEA Education Discount Cap
• Critical Question: What's the maximum discount for educational institutions in EMEA?
• Trusted Answer: Up to 20% off list price for verified K-12 and higher education buyers, excluding hardware bundles over $50,000.

No AI knowledge needed—Blockify spells out facts plainly. Review the queue: Click any block for a preview. If something looks off (rare, but possible), flag it for human edit later. This generates your initial pricing source of truth—raw but structured.

Step 4: Tagging for Governance: Region, Vertical, and Approval Status with Blockify Tags

Tags are Blockify's secret to T&Cs governance—simple labels that make blocks searchable and controlled. In the "Distillation" tab, select all blocks and click "Add Tags."

Start with essentials:

• Region: EMEA, US, APAC (prevents quoting U.S. rates in Europe).
• Vertical: Education, Healthcare, Government (tailors discounts, e.g., 25% cap for government vs. 15% for commercial).
• Approval Status: Draft, Approved, Archived (legal stamps "Approved" before sales uses it).
• Effective Date: January 2024 (auto-archives old blocks).

Blockify tags are metadata—non-technical fields you add via dropdowns or free text. For T&Cs, tag by clause type (e.g., "Liability Limits") and validity (e.g., "Valid Until Dec 2025"). Assign access: Legal sees all; sales sees approved only.

Run "Auto Distill" with 85% similarity threshold and 5 iterations—this merges near-duplicates (e.g., similar EMEA discounts from two rate cards) without losing nuances. Result: 2.5% data size reduction, but 99% fact retention. Time: 10-20 minutes. Your blocks now carry built-in rules, creating a governed pricing source of truth.

Step 5: Writing Critical Questions and Trusted Answers for Everyday Use

IdeaBlocks shine with human input—refine them to match real queries. In the "IdeaBlocks" view, click "Edit" on a block.

For a discount block:

• Critical Question: Rephrase as a sales ask, e.g., "What’s the EDU discount cap in EMEA for proposals under $100K?"
• Trusted Answer: Write plainly, e.g., "The cap is 20%, requiring VP approval for amounts over $50K. Excludes services; valid Q1 2024."

Do this collaboratively: Share the index with your proposal desk via email link. They add 5-10 questions per block based on common RFPs. Legal reviews T&Cs blocks for compliance phrasing.

Aim for 2,000-3,000 blocks total—covers all pricing scenarios without overwhelm. Use "Merge Near-Duplicates" (85% threshold) to unify similar answers. This step ensures your source of truth answers real business questions, not just stores data. Involve 3-5 people; takes 1-2 hours weekly initially.

Step 6: Archiving Superseded Answers and Maintaining Version Control

Pricing changes—handle it seamlessly. When a new rate card arrives (e.g., Q2 updates), upload it to the index. Blockify auto-generates new blocks.

Compare: Search "EMEA Education Discount" to see old vs. new. Tag superseded blocks as "Archived" with end date (e.g., "Valid Until March 2024"). Delete irrelevant ones (e.g., expired promos) via bulk select.

For T&Cs governance, set a "Review Cycle": Monthly, legal scans for updates. Edit a block (e.g., change cap from 20% to 18%), and it propagates—old versions auto-archive. Export archived blocks to a read-only folder for audits.

This workflow keeps your pricing source of truth current without chaos. No IT scripts; just tags and edits. Quarterly reviews (2-3 hours/team) ensure 99% lossless facts.

Step 7: Team Review and Approval Workflow

People power governance—Blockify makes it collaborative. Assign reviewers: Sales ops for accuracy, legal for T&Cs compliance.

In the index, use "Human Review" mode: Flag blocks for approval. Reviewers get email notifications with previews. Comment inline (e.g., "Approve, but add GDPR note for EMEA"). Once approved, blocks go live.

Hold a 30-minute weekly huddle: Proposal desk flags gaps (e.g., "Missing APAC verticals"), legal approves tags. Track changes via audit log—shows who edited what, when.

This non-technical process builds trust: Teams see contributions matter, reducing errors. For large teams, distribute: 200 blocks/person quarterly.

Step 8: Searching, Exporting, and Daily Use of Your Pricing Source of Truth

Your system is live—now use it. Search via "Query Blocks": Type "EDU discount EMEA" to pull tagged IdeaBlocks instantly.

For proposals: Export to PDF/Excel (click "Export") with filters (e.g., approved, current date). Share via secure link—recipients see only permitted blocks.

Integrate simply: Copy-paste into tools like Salesforce or email. For T&Cs governance, search "Liability Clause US" to insert approved text.

Benchmark progress: Run Blockify's auto-report (push button in index) for accuracy gains (e.g., 40X better answers) and token savings. Update quarterly.

Daily tip: Train teams via 15-minute demo—search, tag, approve. Your pricing source of truth now prevents mismatches, saving hours and deals.

Conclusion: Secure Your Pricing Edge with Blockify

Building a single source of truth for pricing and T&Cs isn't about tech—it's about empowering your people to deliver accurate, governed quotes without friction. By importing rate cards, generating IdeaBlocks, applying Blockify tags for regions and approvals, and involving teams in reviews, you've created a reliable reference that non-technical users trust daily. No more spreadsheet wars or compliance scares; just faster proposals, fewer errors, and stronger T&Cs governance.

Start small: Set up your index today and import one rate card. Watch accuracy soar and data shrink—your organization will thank you. For enterprise support or demos, contact Iternal Technologies at support@iternal.ai. Transform chaos into confidence with Blockify.