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Products & Quotes

Create and share quotes

Last updated: July 26, 2021

Applies to:

All products and plans

Users with Sales Access permissions can create quotes to share with contacts interested in buying a product or service from their company. Use the quotes tool to create a web page that includes pricing information for products.

Create quotes

  • In your HubSpot account, navigate to Sales > Quotes.
  • Click Create quote.
  • To associate the quote with a deal, click the Associate with a deal dropdown menu and select an existing deal, or click Create a new deal.
  • Click Next.

Please note: you cannot add products created by an integration or e-commerce store, such as Shopify, to your deals or quotes in HubSpot. 

  • Continue setting up your quote following the steps below. You can save the quote as a draft at any step by clicking Save, then clicking Exit in the bottom left. Keep in mind that drafted quotes can still be enrolled in workflows. You can access the quote draft for editing directly from the quotes dashboard.

1. Quote Details

Enter the details of your quote.

    1. Quote template: click the dropdown menu and select a template.
    2. Quote name: enter a name for your quote.
    3. Expiration date: select an expiration date. You can set a default quote expiration period in your account settings. When a quote expires, your contacts can no longer access it and will be prompted to contact your team. 

Please note: if you want to view the quote after it expires, click the quote name on the deal record, then in the dialog box, click View quote to view a PDF version.

    1. Comments to buyer: enter any additional information that will be useful for your buyer. Use the formatting options at the bottom of the editing window to modify the text or insert a link. Click the snippets icon to enter a short, reusable block of text.
    2. Purchase terms: enter any rules or regulations that your buyer should be aware of. Use the formatting options at the bottom of the editing window to modify the text or insert a link. Click the snippets icon to enter a short, reusable block of text.quote-details-screen
  • To update the default color and logo that display, edit your sales tool branding in your account settings.
  • Click Next.

2. Buyer Information

Review and edit the contacts and companies that will appear on your quote. Contacts and companies associated with the deal will appear here by default. To remove them from the quote, clear the checkbox next to their name.buyer-information-quotes-step

To add a new contact or company:

  • Click Add contact. In the right panel, select the checkboxes next to the contacts to include in the quote. Then, click Save.
  • Click Add company. In the right panel, select the checkbox next to the company to include in the quote. Then, click Save.

add-contact-to-quote

  • Click Next.

3. Your Information

Verify that your personal information and company information is accurate. By default, your personal information is pulled from your profile and preferences and your company's information is set in your account settings. To edit your information for an individual quote:

  • Click your name or company name.
  • In the right panel, update your personal information.
  • Click Save.
  • Click Next.

add-your-info-to-a-quote

4. Line items

Review and edit the line items that will appear on your quote. Any changes made here will update the line items listed on the deal record.

  • You can add a new line item that is unique to the individual quote. Line items created from the line item editor will not be added to your product library.
    • To create a new line item specifically for this quote, click Create line item.
    • Enter your new line item's details in the panel on the right, then click Save or Save and add another.

create-new-line-item

  • If you're a user with an assigned Sales Hub Professional or Enterprise seat, you can add existing line items from the product library. If there is a line item already associated with a deal record, that line item will be included already. 
    • To add line items to the quote, click Add from product library.
    • In the Add line item panel, select the line items to add to the quote, then click Add.
  • To edit a line item that is already included on the quote, hover over the line item and click the Actions dropdown menu, then select Edit. Make any changes in the right panel, then click Save.
  • You can edit an individual line item's details in the line items editor, including the term, unit price, quantity and discount amount. Enter a new value in the appropriate column. Learn more about using the line items editor.

edit-product-details-in-the-line-item-editor

  • To remove a line item, hover over the line item and click the Actions dropdown menu, then select Delete.
  • To reorder the line items, drag and drop each product line item.

In the Totals section, you can add taxes, fees, and discounts for the quote subtotal.

  • To add a tax, fee, or discount, click +Add tax/fee/discount.
  • Enter a name for the tax, fee, or discount and a value in the text field. The tax, fee, or discount value can be based on a specific dollar amount (USD) or a percentage (%) of the total.
    quotes-add-fee-tax-discount
  • Remove any taxes, fees, or discounts by clicking the trash can icon next to the currency field.
  • Click Next.

5. Signature & Payment

Decide how you want to collect signatures for your quote.

  • Select the radio button next to a signature option:
    • No signature: no signature is required to authorize the quote.
    • Include space for print signature: use a handwritten signature on a printed copy of the quote.
    • Use eSignature (Sales Hub Professional or Enterprise only): use a digital signature to sign a quote.
      • Select the checkbox next to the contact's email whose signature is required.
      • Click the Countersigners dropdown menu and select a HubSpot user's name. e-signature-required-sig-countersigners
  • If you are using the Stripe integration to bill your customers directly from the quote, click to toggle the Use a connected Stripe account switch on.
  • Click Next.

6. Review

Preview your quote content, change the language the quote displays in, or edit the date and address format for the quote.

  • By default, the quote will display in the your account's default language. To change the language, click the Language dropdown menu and select a different option.
  • To change the date and address display format for your quote, click the Locale dropdown menu and select a different option. Keep in mind that the quote's currency format is inherited from the deal record's currency, so changing the quote's locale settings will not update the currency.
  • Decide if you want to publish the quote, save it as a draft, or submit it for approval.
    • To save the quote as a draft to review and edit at a later time, click Save, then click Exit in the bottom left to leave the quote editor.

Please note: after saving a quote as a draft, you cannot edit the esignature options in the Signature & Payment step. If you have quote approval workflows set up, keep in mind that quotes with a draft status can still be enrolled in the workflow.

    • To publish the quote, click Finish quote.
    • If your quote requires approval, click Request quote. Your account's quote approver must approve the quote before you can publish it and send it to your contacts.

Please note: after submitting a quote for approval, you can't edit the quote unless it is rejected by your account's quote approver.

  • To share your published quote:
    • Click Copy in the dialog box to get the quote's page URL. Paste this URL in a new browser to view the quote, or send the URL to others.
    • Or, click Write email with quote. You'll be brought to the contact's record in HubSpot, and the Email pop-up box will open automatically with a link to the quote page.quotes-write-email-with-quote

You can also share the quote from a contact, company, or deal record:

  • In your HubSpot account, navigate to contacts, companies, or deals.
  • Click the name of a record.
  • In the left panel, click the Email icon email .
  • In the pop-up window, click the Quotes dropdown menu and select a quote. To share a quote via email, there must be a quote created for the deal associated to that contact or company record. share-quote-in-crm-email
  • With the quote page URL, the contact can view the quote in their browser, download the quote, or print the quote.quotes-download-quote-or-print-quote

You can also view and share quotes using the HubSpot mobile app for Android

Manage quotes

On the quotes dashboard, view a list of the quotes in your account. Filter quotes by status or owner, or search for a specific quote to review or edit. In your account settings, you can download all quotes or set a default expiration period for quotes. 

Edit a quote draft

To revisit and publish your quote draft:

  • In your HubSpot account, navigate to Sales > Quotes.
  • Click the name of the quote draft.
  • In the quote editor, finish setting up your quote, then click Finish quote.

Delete quotes

To delete a quote:

  • In your HubSpot account, navigate to Sales > Quotes.
  • Hover over the quote and click the Actions dropdown menu, then select Delete. If the quote has been signed or has been paid, it cannot be deleted.
  • In the dialog box, click Yes, delete quote.

Recall & edit a published quote

You can make changes and revisions to a quote that has already been published. After making your edits, the updated quote content will display whenever a contact views the quote.

Please note: quotes that have already been signed or paid cannot be recalled and edited.

  • In your HubSpot account, navigate to Sales > Quotes.
  • Hover over the quote and click the Actions dropdown menu, then select Recall & edit.
  • In the dialog box, click Yes, recall & edit.
  • Make any updates to the quote, then click Create quote.

Clone a quote

If you want to use the same or similar quote again, you can clone an existing quote. Cloned quotes include all the record associations of their original quote and the property values of the line items, including price, terms, and discount.

  • In your HubSpot account, navigate to Sales > Quotes.
  • Hover over the quote and click the Actions dropdown menu, then select Clone.
  • The quote editor will open with the cloned quote, where you can edit the quote details before publishing the clone. 

Download all quotes

You can download all quotes from your account settings.

  • In your HubSpot account, click the settings icon settings in the main navigation bar.
  • In the left sidebar menu, navigate to Objects > Products & Quotes.
  • Click the Quotes tab.
  • To download PDFs of all of the quotes that have been published from your account, click Download

Set a default expiration period for quotes

Set a default quote expiration period for all quotes created in your account. After you update the default expiration period, any new quotes that you create moving forward will automatically have the set expiration date. 

  • In your HubSpot account, click the settings icon settings in the main navigation bar.
  • In the left sidebar menu, navigate to Objects > Products & quotes
  • Click the Quotes tab. 
  • Next to the Set a default expiration period setting, click the dropdown menu and enter a default expiration time period. 
  • Click Update

set-default-expiration-for-quotes