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Approve quotes

Last updated: October 27, 2023

Available with any of the following subscriptions, except where noted:

Sales Hub Enterprise

Sales managers may want to review the terms or the discount rate of 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

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 main navigation bar.
  • In the left sidebar menu, navigate to Objects > Quotes.
  • Click to toggle the Require approvals on all quotes switch on.all-quotes-require-approvals
  • 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.quote-approvals-v1

Request changes or approve a quote

You can request changes or approve quotes directly from the quote.

  • In your HubSpot account, navigate to Sales > Quotes.
  • Any quote that is still pending approval will be listed with a status of Pending approval. Hover over the quote and click the Actions dropdown menu, then select Copy approval link.
  • In a separate browser tab, paste the approval link URL into the search 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.request-changes-dialog-box
    • A task will be created for the quote creator to review and action. The quote creator must navigate back to the quote, then go through the quote set-up flow once more to send the edited quote to the approver.
    • 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. quotes-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 update the status of an approved quote, do not re-enroll the quote in a workflow. 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.

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