Approve quotes

Sales managers may want to review a quote before it's sent to a prospect. Automate your quote approval process to quickly send requested changes to your sales reps before approving the quote for your contacts.

Require approvals on quotes

Any user with an assigned Sales Hub Enterprise paid seat can enable the quotes approval setting to require a user's approval before sharing the quote with your prospects. Turning this setting on adds three active, quote-based workflows to your account:

• When quotes require approval
• When changes are requested on a quote
• When quotes are approved

These three workflows will create tasks and update property values when a quote’s Quote approval status property is updated. All tasks and property value updates related to a quote's approval will happen automatically via these workflows.

Please note: as of August 25, 2023, if you downgrade a paid seat in your account after August 2023, these three workflows will be deleted. Any associated quotes in a pending approval state will revert back to a draft state after the workflows are deleted.

You can further customize each of these quotes-based workflows and add actions, such as updating deal stages when a quote is signed.

To add the quote-approval workflows to your account:

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Objects > Quotes.

Click to toggle the Require approvals on all quotes switch on.

• In the dialog box, click the Approver dropdown menu and select a user.

Please note: you can only select users with an assigned Sales Hub Enterprise seat as the quote approver, and the selected user must also have Edit access for deals.

• Click Set approver and create workflows.

You can access and edit the workflows from the workflows tool. If the When quotes require approval workflow is turned off, users will be able to publish quotes without approval. It’s recommended to adjust workflow permissions for users if you have concerns around this.

Request changes or approve a quote

• In your HubSpot account, navigate to Commerce > Quotes.
• Any quote that is still awaiting approval will be listed with a status of Pending approval. Hover over the quote and click Actions, then select Copy approval link. 
• In a separate browser tab, paste the approval link URL into the address bar.
• If there are no edits required, click Approve and publish in the top right.
• To request changes on the quote, click Request changes.

• • In the dialog box, enter comments in the Notes field then click Request changes.
  • A task will be created for the quote creator to review and action. The quote creator must navigate to the quotes index page, hover over the quote and click Actions, then select Edit to make the required changes.
  • When the edits are made and the quote is ready to be published, navigate back to the quote approval link URL. In the top right, click Approve and publish.
• The quote creator will be notified that the quote was approved. They can then share the quote with contacts.

Please note: if you need to make changes to the approved quote, you must recall and edit the quote. Learn how to recall and edit a published quote.