Configure and manage quote rules

Configure quote rules to help ensure quotes, change quotes, and renewal quotes are accurate and follow your organization's standards. Use quote rules to control product configurations, pricing, discount limits, and quantities.

Optionally display warnings when users build quotes or prevent them from publishing quotes until rule requirements are met.

Common use cases for quote rules

Quotes

• Require or prevent specific products from being sold together. For example, require that an add-on is only sold alongside its parent product, or prevent two competing packages from being added to the same quote.

• Control the quantity of products that can be sold. For example, limit the number of seats a rep can sell on a single quote to keep deals within your standard offerings.

• Apply discount limits and pricing boundaries. For example, cap the discount a rep can offer on a product at 20%, or require approval before a quote goes out with a price below your set minimum.

• Set minimum and maximum quantities. For example, require a minimum of 10 licenses for an enterprise package, or cap the quantity of a limited-availability product.

• Set requirements based on line item volumes. For example, require a specific onboarding service when the total number of licenses on a quote exceeds a set threshold.

Change quotes

• Protect a customer's existing pricing and discounts when you add new products. For example, if a customer has a 30% discount on an existing product but your current discount limit is 20%, a CSM can add new products to the contract without affecting the existing discount. The new limit only applies to the existing product if changes are made to it.

• Apply current discount limits and pricing boundaries to any new products added during a mid-term upsell or cross-sell.

• Require or prevent specific products from being sold together as customers add to or modify their contract. For example, require that an add-on is only sold alongside its parent product.

• Enforce minimum or maximum quantities when customers increase or reduce the quantity of an existing product.

Renewal quotes

• Enforce new pricing policies across the entire contract at renewal. For example, require a 5% price increase on all products, including products that haven't changed.

• Protect a customer's existing pricing and discounts at renewal while still enforcing rules on any new or modified products.

• Limit the discount that sales reps or CSMs can offer to retain a customer, so renewal discounts stay within your current pricing policy.

• Require or prevent specific products from being renewed together, such as when you retire a legacy product or want to require a newer package.

Before you get started

Before you begin working with this feature, make sure to fully understand what steps should be taken ahead of time.

Understand requirements

If you plan to build rules around products, add your products to the product library before using quote rules.

Understand limitations and considerations

Create quote rules

Create rules using HubSpot's AI or by using quote rules domain-specific language (DSL). You can add multiple rules.

Create quote rules using HubSpot's AI

Please note: you can manage AI feature access in your AI settings and configure what data is shared. Review HubSpot's AI Trust FAQs and AI Model Cards for detailed information on AI security controls, data use, and compliance.

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, in the Data Management section, click Objects.
3. On the Objects page, click the Select an object dropdown menu and select Quotes.
4. At the top, click the Rules tab.
5. In the Create a quote rule section, click a suggested prompt to populate the Create a quote rule field, or enter a prompt.
   
   
6. Click Create rule.
7. In the left panel, Breeze Assistant asks for clarification based on your prompt. Enter responses to refine the rule.
   
   
8. Select the quote type you want the rule to apply to.
   
   
9. A draft rule is then created in the editor.
10. To make changes to the rule definition, in the Rule definition field, make the required changes, or click Edit with Breeze to use Breeze Assistant to edit the rule definition. Learn more about editing rule definitions using domain-specific language (DSL).
11. To make changes to the rule outcome, under Outcome, click the Rule outcome type dropdown menu and select an option: 

    • Show warning: display a warning when the rule requirements aren't met.

    • Block publish: prevent users from publishing quotes when the rule requirements aren't met.

12. In the Message to quote creator field, enter a message.
13. When you've finished editing, click Save rule in the top right.

Create quote rules from scratch

You can create quote rules from scratch using domain-specific language (DSL).

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, in the Data Management section, click Objects.
3. On the Objects page, click the Select an object dropdown menu and select Quotes.
4. At the top, click the Rules tab.

5. In the Create a quote rule section, click Start from scratch.
   
   

6. Enter a rule definition. Learn more about authoring rule definitions using DSL.

7. Under Outcome, click the Rule outcome type dropdown menu and select an option:

   • Show warning: display a warning when the rule requirements aren't met.

   • Block publish: prevent users from publishing quotes when the rule requirements aren't met.

8. Click Save rule in the top right.

Manage quote rules

Manage quote rules from settings. You can turn rules on or off, and delete them.

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, in the Data Management section, click Objects.
3. On the Objects page, click the Select an object dropdown menu and select Quotes.
4. At the top, click the Rules tab.
5. Click the Manage tab.
   
   
6. To view and update the rule setup and outcome, click a rule name. Make any updates and click Save rule in the top right. Learn more about authoring rule definitions using DSL.
7. To turn a rule off, toggle the Status switch of the rule off.
8. To delete a rule, hover over a rule and click the delete Delete icon.
   
   

Next steps

• Learn how to create and send quotes to your buyers.
• Learn more about managing quotes, including how to view, manage, track, and export quotes in your account.
• Learn more about enrolling quotes in an approval process.