Customize quotes with branding and templates

Customize quotes using branding and templates, giving sellers and buyers a standardized experience with your quotes.

• Branding: customize the look and feel of your quotes, including fonts, colors, layout, and styling.

• Templates: create and edit quote templates quotes for sellers, so they can build quotes more efficiently, and to help standardize quotes for buyers. Set a layout, pre-filled modules including the cover letter, executive summary, line items, terms, payment options, and acceptance method. Sellers can then use the template, and choose to only update the sections they need, before sending to the buyer. 

Quotes is part of HubSpot CPQ. Learn more about HubSpot CPQ.

Before you get started

Understand requirements

Learn more about which features require a Commerce Hub seat in the product and services catalog.

Understand limitations and considerations

• Code snippets added to the site header or site footer in settings can be useful to display custom code on quotes. But, if the code snippet is added for different content (e.g., website pages, landing pages, or blogs) and applied to all domains or applied to the same domain as used for quotes, the header or footer will also display on quotes. This applies across all published quote templates. If you want to use the same domain that's used for your website to also host quotes, and don't want the site header and footer to display on quotes, or want to add a custom code snippet only for quotes, it's recommended to connect a subdomain as a hosting domain for quotes.

• When using rich text modules and adding source code, HubL code won't render in the editor. You can only view the HubL output in a published quote.

Set up quote branding

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Objects > Quotes.
3. Click Customize quote style.
4. The theme editor will open.
5. Use the left side panel to update your quote theme. The theme will autosave as you make changes. Click the refresh reset icon within each section to reset the theme to its default settings. 
   • Under Containers, you can edit the window and document containers of the quote:
     • Window: click Window to adjust the window container color and transparency.
     • Document: click Document to adjust the fill color, lines, and borders.
   • Under Foundation, you can edit the fonts, buttons, and links of the quote:
     • Fonts: click Fonts to adjust the base font, and font used for headings, the body, and other elements (such as captions and font case). You can also adjust the font style, colors, and line heights.
     • Buttons: click Buttons to adjust the button shape, color, state (e.g., default, hover), and font.
     • Links: click Links to adjust link colors and formatting.

Create templates

Create quote template

1. In your HubSpot account, navigate to Commerce > Quotes.
2. In the top right, click Actions, then select Customize quote templates externalLink.
3. Under Quote templates, click Create quote template.
   
   
   
4. In the quote template editor, edit the template by clicking on each module of the quote template, and by using the module editor in the left sidebar. If you can't see the module editor, click the siteTree quote template icon in the upper left. Changes will be autosaved as you make edits.
   
   
   
5. You can show or hide sections on the template. For example, you could hide the cover letter section. Then, if using the template, the cover letter section would be hidden when building a quote. Users can choose to show it again when building a quote. To show or hide sections on the template, in the left sidebar menu:
   • Click the view view icon to hide a section. 
   • Click the hide hide icon to show a section.
     
     
     
6. Edit in a desktop or mobile preview by clicking the desktop or mobile icons at the top of the preview.
   
   
   

Edit the cover letter module

1. Enter the cover letter text.
   • Use the formatting toolbar at the top to personalize the text, and add links, emojis, and snippets. 
   • To access the module's source code (for example, to add HTML), click the Advanced dropdown menu and select Source code. In the dialog box, edit the source code, then click Save changes.
     
     
     
2. Click the breezeSingleStar Breeze icon to generate text using AI.
3. To change the title, click the cover letter title and enter a title.
4. You can add attachments to the cover letter module. Learn more about attachments. Attachments added to the template will automatically be added to the module of a quote using the template. Users can remove attachments when building a quote. To add an attachment:
   • Click the Cover letter module in the left sidebar.
   • Under Attachments, click Add an attachment.
     
     
     
   • In the right panel:
     • Use the search bar to search for a file that is already uploaded to the files tool. Once found, click the file to select it, then click Insert files to add them to the quote.
     • Under Recently updated, click the checkboxes next to files you'd like to add. Click View all to view all files. Click Insert files to add the files to the quote.
     • Click Upload to upload files from your device. Click Insert files to add the files to the quote.
   • In the left sidebar:
     • If you'd like the attachment to be part of the signing envelope, select the In signing checkbox.
     • To rename the attachment, click Actions, then select Rename. The file won't be renamed in the files tool.
     • To remove the attachment, click Actions, then select Remove. The file won't be removed from the files tool.
     • To download the attachment, click Actions, then select Download. The file will remain in the files tool.

Edit the executive summary module

1. Enter the executive summary text.
   • Use the formatting toolbar at the top to personalize the text, and add links, emojis, and snippets.
   • To access the module's source code (for example, to add HTML), click the Advanced dropdown menu and select Source code. In the dialog box, edit the source code, then click Save changes.
     
     
     
2. Click the breezeSingleStar Breeze icon to generate text using AI.
3. To change the title, click the executive summary title and enter a title.
4. You can add attachments to the executive summary module. Learn more about attachments. Attachments added to the template will automatically be added to the module of a quote using the template. Users can remove attachments when building a quote. To add an attachment:
   • Click the Executive summary module in the left sidebar.
   • Under Attachments, click Add an attachment.
     
     
     
   • In the right panel:
     • Use the search bar to search for a file that is already uploaded to the files tool. Once found, click the file to select it, then click Insert files to add them to the quote.
     • Under Recently updated, click the checkboxes next to files you'd like to add. Click View all to view all files. Click Insert files to add the files to the quote.
     • Click Upload to upload files from your device. Click Insert files to add the files to the quote.
   • In the left sidebar:
     • If you'd like the attachment to be part of the signing envelope, select the In signing checkbox.
     • To rename the attachment, click Actions, then select Rename. The file won't be renamed in the files tool.
     • To remove the attachment, click Actions, then select Remove. The file won't be removed from the files tool.
     • To download the attachment, click Actions, then select Download. The file will remain in the files tool.

Edit the header module

The Header module displays the logo (set via quote branding), quote reference, issue date, expiration date, and currency of the quote. A default expiration period can be configured in settings. To edit the header:

1. Click the Header module in the quote template editor.
2. Click the breezeSingleStar Breeze icon in the upper right of the module to update the summary using AI.
3. To edit the quote reference, issue date, expiration date, and currency, in the left sidebar, on the Details tab:
   • Under Quote reference:
     • In the Label field, edit the label displayed above the quote reference.
     • Toggle the Quote reference switch off to hide it.
   • Under Issue date:
     • In the Label field, edit the label displayed above the issue date.
     • Toggle the Issue date switch off to hide it.
   • Under Expiration date:
     • Click the date picker and select an expiration date.
     • In the Label field, edit the label displayed above the expiration date.
     • Toggle the Expiration date switch off to hide it.
   • Under Currency:
     • In the Label field, edit the label displayed above the currency.
     • The quote's currency will match the associated deal's Currency property.
   • Under PO number:
     • Toggle the PO number switch on to display a purchase order number on the quote. When switched on, a user building the quote can add the PO number before sending it to the buyer.
     • Select the Allow buyer to edit PO number checkbox to allow the buyer to edit the PO number when reviewing the quote.
     • In the Label field, edit the label displayed above the PO number.
     • The PO number will be stored in PO number quote property.
4. The quote will automatically use the logo and colors set on the template, or the logo and colors set in your branding settings, if none have been set on the template.
5. To edit or remove the logo, in the left sidebar, click the Logo tab. Toggle the Use brand kit switch off.
6. To show the company name instead of a logo, click Show more settings. Toggle the Show company name when logo isn't set switch on. The company name is set in account settings.
7. To update the logo:
   • Click Upload to upload an image from your device.
   • Click Browse images to show images uploaded to the files tool. In the right panel:
     • Use the search bar to search for an image that is already uploaded to the files tool. Once found, click the image to use it as the quote logo.
     • Under Recently updated, click a folder to view the images within it, or click View all to view all files.
     • Click the image to add it as a logo.
     • To add an image from a URL, design an image with Adobe Express, or design an image with Canva, click the downArro down arrow on the Upload button and select an option.
       
       
       
     • Click X in the top right of the right panel when you've added your images.

Edit the parties module

The Parties module displays the seller, buyer, and bill to details, including the contact and company of the seller and buyer, and the billing contact and company. When quotes are built, by default:

• Seller details are based on the quote creator, even if the deal has a different owner. If the deal owner creates the quote, they'll be set as the seller on the quote.
• Seller details, including phone number, are populated from the user profile of the user creating the quote. The seller company is populated from the account's company information.
• Buyer details are pulled from the associated deal, or added during the quote creation process. You can turn on a setting in the quote or quote template to allow buyers to update their company information.
• Bill to details are added during quote creation. You can turn on a setting in the quote or quote template to allow buyers to update their billing company information.

Both the contact and company of the seller can be updated on the quote template. For example, if you wanted all quotes using the template to have a specific company and contact, you could set this at the template level. This way, a quote doesn't need to be updated by a user whenever they're building a quote, but, they can update the seller's contact and company information if they choose to.

1. Click the Parties module in the quote template editor.
2. In the left sidebar:
   • On the Seller tab:
     • In the Heading field, enter the heading to display above the seller's contact and company details.
     • To add a seller company to the template, click + Add seller company. In the right panel, enter the properties of the company.
     • To add a seller contact to the template, hover over Contact and click the replace replace icon.
       
       
       
     • In the right panel, add the contact details, then click Save.
     • In the Label field, edit the label to display above the seller's contact details.
   • On the Buyer tab:
     • In the Heading field, enter the heading to display above the buyer's contact and company details.
     • Under Company select the Allow buyer to update buyer company checkbox to allow the buyer to update their company details. 
       
       

       Please note: with this setting on:

       • If a company is added to the quote during creation, with or without an address, the buyer can edit the address details, but not the company name. However, if a company isn't added to the quote during creation, the buyer can add the company name and address.
       • If a company is added to the quote during creation, if the buyer updates the address when accepting the quote, the updated address details will update the existing company record in HubSpot.
       
       
     • In the Label field, edit the label to display above the buyer's contact details.
   • On the Bill to tab:
     • Toggle the Bill to switch on to show the billing details (contact, company, address, and tax IDs).
       • In the Heading field, enter the heading to display above the billing information.
       • Under Buyer permissions, select the Allow buyer to update billing contact, company, and address checkbox to allow the buyer to update the billing details. The billing address details will be stored in the following quote properties: Buyer billing address, Buyer billing street address 2, Buyer billing city, Buyer billing state/region, Buyer billing state/region code, Buyer billing country, Buyer billing country code.

1. • • Toggle the Tax IDs switch on to display tax IDs on the quote.
       • Under Buyer permissions, select the Allow buyer to update tax IDs checkbox to allow the buyer to add their tax IDs. HubSpot users or buyers can add up to three tax IDs to the quote. Add seller tax IDs via invoices.

Edit the summary module

1. Click the Summary module in the quote template editor. In the left sidebar:
   • Under Effective date:
     • Click the Effective dropdown menu and select one of the following options:

• • • • On agreement: the default setting. This is the date the quote moves to Accepted, either through e-signature, or by a HubSpot user marking the quote as signed.
      • Custom Date: when billing is enabled, the date must be in the future. When billing is disabled, you can set a quote’s Effective date to a past date. When using a past date, the Expiration date will be treated as the buyer’s sign-by deadline. This means the buyer can still sign any time up to the expiration date, even if the Effective date is in the past. After selecting this option, use the date picker to select the effective date.
      • Delayed start (days): delay the billing start date by a number of days after checkout. After selecting this option, enter a number into the field.
      • Delayed start (months): delay the billing start date by a number of months after checkout. After selecting this option, enter a number into the field.
    • In the Label field, edit the label displayed above the effective date. 
    • Toggle the Effective date switch off to hide it.

• • Under Term length:
    • In the Label field, edit the label displayed above the term length.

• • • Toggle the Term length switch off to hide it.

• • Under Total discount:
    • Click the Format dropdown menu and select an option:

1. • • • Show as amount: show the discount amount in the quote currency.
       • Show as percentage: show the discount as a percentage.
       • Show as percentage and amount: show the discount as a percentage and as an amount in the quote currency.
     • In the Label field, edit the label displayed above the total discount.
     • Toggle the Total discount switch off to hide it.
   • Under Total contract value:
     • In the Label field, edit the label displayed above the total contract value.
     • Toggle the Total contract value switch off to hide it.

Edit the line items module

Any line items added to a template will automatically be added to a quote that uses the template. For example, if you charge a service fee on every quote, you could add that as a line item to the template. Users creating a quote can add additional line items at the time of quote creation, and can remove line items as required. 

To add line items in the Line items module:

1. Click Select from product library, or if you're adding additional line items, in the upper right of the line items table, click Add line item.

2. Select the product checkboxes you want to add to the quote. If selecting tiered pricing line items, click View tiers to view the different tiers for the product, before adding the line item.

3. Click Add.

You can add or remove line item properties from the line items table to customize the line item information a buyer sees on a quote. The line item table can have up to seven columns. Additional properties can be displayed as rows below the line items table. To customize the properties displayed on the template:

1. Click the line items table to open the left panel.
2. In the left panel:
   • Existing properties will be displayed under Table columns and Item rows. 
   • To edit the label for the property, and its placement, click the edit edit icon. Under Display as, select Table column or Item row. In the [Placement] label field, enter a label name. Click Back to save your changes.
   • Click the X next to a property to delete it.
   • To add a property, click the Add a line item property dropdown menu and select a property. 
   • To reorder the properties, click and drag a property using the dragHandle drag handle.
3. Selected properties will display as columns and rows in the line item table of the template.
   
   
   

4. Add a breakdown of the quote total to your template, including discount and taxes to buyers. To display the breakdown, click the line items module in the editor. In the left panel:

   • Click the Totals tab.
     
     

     

   • Toggle the Totals switch on. The subtotal amount is the total net price (after discounts) for all one-time and recurring line items beginning on the same effective date. To customize how its displayed, under Subtotal:

     • Click the Format dropdown menu and select a format. The Subtotal with breakdown format will show a breakdown of one-time and recurring line items with the same effective date.
     • In the Label field, enter the text to display next to the subtotal amount.
     • The subtotal amount will include the total discount amount, calculated for all one-time and recurring line items beginning on the same effective date. For example:
       • Line item 1: $100
       • Line item 2: $50 with a 50% discount ($25).
       • Total before discount: $150
       • Subtotal after discount: $125
       • Total discount percentage: 17% (25/150)
   • Under Discount included in the subtotal:
     • Click the Format dropdown menu and select a format.
     • In the Label field, enter the text to display next to the discount total.
     • To hide the discounts in the subtotal, toggle the Discount included in the subtotal switch off.
     • The total tax amount is calculated for all one-time and recurring line items beginning on the same effective date. Under Taxes, in the Label field, enter the text to display next to the total taxes. To hide the taxes in the subtotal, toggle the Taxes switch off.
     • The total due on effective date amount is the total post-tax amount due on the effective date. It doesn't include payments starting at a later date. Under Due on effective date:
     • In the Label field, enter the text to display next to the due on effective date total.
     • In the Description field, enter a description to help explain the effective date total to your buyer.
   • The total contract value (TCV) is the total value over the contract term, including all one-time charges and recurring charges that have defined billing terms. TCV doesn’t include recurring charges billed indefinitely. Under Total contract value (TCV), in the Label field, enter the text to display next to the TCV. To hide the TCV, toggle the Total contract value (TCV) switch off.

Edit the terms module

1. Enter the terms text. 
   • Use the formatting toolbar at the top to personalize the text, and add links, emojis, and snippets.
   • To access the module's source code (for example, to add HTML), click the Advanced dropdown menu and select Source code. In the dialog box, edit the source code, then click Save changes.
     
     
     
2. Click the breezeSingleStar Breeze icon to generate text using AI.
3. To change the title, click the terms title and enter a title.
4. You can add attachments to the terms module. Learn more about attachments. Attachments added to the template will automatically be added to the module of a quote using the template. Users can remove attachments when building a quote. To add an attachment:
   • In the left sidebar, click Add an attachment in the Attachments section.
   • In the right panel:
     • Use the search bar to search for a file that is already uploaded to the files tool. Once found, click the file to select it, then click Insert files to add them to the quote.
     • Under Recently updated, click the checkboxes next to files you'd like to add. Click View all to view all files. Click Insert files to add the files to the quote.
     • Click Upload to upload files from your device. Click Insert files to add the files to the quote.
   • In the left sidebar:
     • If you'd like the attachment to be part of the signing envelope, select the In signing checkbox.
     • To rename the attachment, click Actions, then select Rename. The file won't be renamed in the files tool.
     • To remove the attachment, click Actions, then select Remove. The file won't be removed from the files tool.
     • To download the attachment, click Actions, then select Download. The file will remain in the files tool.

Edit the payments module

1. Click the Payments module in the quote template editor.
2. In the left sidebar, on the Billing tab, set your billing options:
   • Click the Payment terms dropdown menu and select the payment terms (invoices can be due on receipt or have net payment terms).
   • To turn off automatic creation of invoices and subscriptions, toggle the Enable billing switch off. With Enable billing on, automatic payments will be processed using the buyer's payment method on each billing date.
3. In the left sidebar, click the Payments tab to set up payment options:
   • The Accept online payments toggle will be switched on by default when billing is enabled. The pre-filled choices reflect what's set up in payment settings.
   • Select the Accepted forms of payment checkboxes to choose the payment types you'll accept.
   • If you have set up fees, under Fees applied at checkout, select the checkboxes next to the fees you want to apply to payments.
   • Clear the Collecting billing address for credit card purchases checkbox to not collect the billing address of your buyers.
   • Select the Collect shipping address checkbox to collect the shipping address of your buyers.
   • Clear the Collect your customer's payment details at checkout for future charges checkbox to not collect your buyers payment details at checkout for future charges.

Edit the acceptance module

1. Click the Acceptance module in the quote template editor.
2. In the left sidebar, under Acceptance method, choose from the following options:
   • Print and sign: leave space on the quote for the buyer to print and sign their name.
   • E-signature: use e-signatures to sign the quote. When building a quote, at least one buyer must be selected to sign for this option to be available.
   • Accept without signature: also referred to as click-to-accept, checkbox option, or checkbox agreement. accepting a quote without signature allows you to accept a quote without requiring a formal e-signature. This can be useful in situations where a formal signature isn't needed, such as for purchase orders (POs). This option can be used with or without online payments on the quote, and a contact doesn't need to be added to the quote when it's shared.
3. Click the Countersigners dropdown menu and select countersigners from your organization. 

Add a rich text module

1. Click the add add icon in the upper left.
2. In the left sidebar, click and drag the Content section module to the quote.
   
   
   
3. Use the formatting toolbar at the top to personalize the text, and add links, emojis, and snippets.
4. To access the module's source code (for example, to add HTML), click the Advanced dropdown menu and select Source code. In the dialog box, edit the source code, then click Save changes.
   
   
   

Edit the module layout and settings

1. To move modules, click on the module in the editor window, and drag it to a new position.
   
   
   
2. To turn the closing agent off, click Closing agent is on in the upper right. In the right panel, toggle the Turn off closing agent switch off, then click Save. Learn more about setting up the closing agent.
3. To change the language or locale of the template:
   • Click Settings in the upper right.
   • Click the Language dropdown menu and select a language.
   • Click the Locale dropdown menu and select a locale. Locale will change the date and address display format for your quote. The quote's currency format is inherited from the deal record's currency, so changing the quote's locale settings won't update the currency.

Publish the template

Manage templates

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Objects > Quotes.
3. At the top, click the Quote templates tab.
4. Hover over the template and click Actions, then select an option:
   
   • Edit: edit the template. You can edit Draft or Published templates.
     • If editing a published template, in the upper right, click Unpublish. Click Yes, unpublish to confirm. When unpublishing, new quotes can't be created with the template, but existing quotes aren't affected.
     • Make your changes to the template. Changes are autosaved.
     • Click Publish in the upper right when you have finished making changes to publish the template. Or, click Back to leave the template in a Draft state. 

1. • Clone: clone the template. In the dialog box, enter a name for the new templare and click Clone.
   • Unpublish: unpublish the template. When unpublishing, new quotes won't be able to be created with the template. Existing quotes won't be affected.

1. • Delete: delete the template. In the dialog box, enter the template name and click Yes, delete to confirm deletion.

Next steps

• Set up quote defaults such as a default from email address, a default expiration period, and quote value. Configure activity thresholds and whether quotes should be deleted for removed contacts.
• Set up quote approvals to maintain accuracy and consistency before sending quotes to buyers.
• Learn more about creating and sending quotes.
• Learn more about managing created quotes.
• Learn more about managing quote approvals, including how to send quotes back to quote creators to request amendments.
• Learn more about setting up and using the closing agent, an agent that uses contextual files to answer buyers' questions on quotes.