Manage legacy quotes

Manage legacy quotes from the quotes index page. You can view, recall and edit, archive, delete, and export quotes. You can also request changes to or approve quotes, associate quotes with other records, and e-sign quotes.

Before you get started

This article references the legacy quotes tool, which is no longer available to new users. HubSpot's AI-powered CPQ offers enhanced quoting functionality and is available with a Commerce Hub Professional or Enterprise account. If you're using a Commerce Hub Professional or Enterprise account, learn how to create quotes.

Non-Commerce Hub Professional or Enterprise accounts created before Sept. 3, 2025 may have access to legacy quotes:

• Users in a Free account: access to legacy quotes if one or more quotes were created in the six months prior to Sept. 3, 2025.
• Users in a Sales Hub account: continue to have access to legacy quotes after Sept. 3, 2025.

If you're assigned a Commerce Hub seat, and the setting to allow legacy quote creation is turned off, you'll lose access to legacy quotes, including legacy quote templates. To regain access, you can either:

• Change your seat to a core or view-only seat.

• Ask your Super Admin to turn on the setting to allow legacy quote creation. You must have a Commerce Hub seat to use this option.

Manage quotes

Manage draft and published quotes from the quotes index page. Commerce Hub quotes can't be edited by legacy quote users. Learn how to identify which quote experience you have access to.

Manage draft legacy quotes

To manage draft quotes:

1. In your HubSpot account, navigate to Commerce > Quotes.
2. Hover over a draft quote and click the Actions dropdown menu, then select one of the following options:
   • Edit: edit the quote. In the quote editor, finish setting up your quote, then click Create.
   • Clone: clone the quote.
   • Delete: delete the quote. 

Please note: drafted quotes can be enrolled in workflows.

Manage published legacy quotes

Manage published quotes from the quotes index page. Published quotes can have the following statuses:

• Published: a published quote that doesn't have e-signature or online payments turned on.
• Pending signature: a quote awaiting an e-signature from the buyer or countersigner.
• Awaiting payment: a quote with online payments enabled that's awaiting payment.
• Paid: a quote with online payments enabled that's been paid.
• Expired: a published quote has passed the expiration date that was set when it was created. 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. The URL of the generated PDF will expire after one hour. 

To manage published quotes:

1. In your HubSpot account, navigate to Commerce > Quotes.
2. Hover over a published quote and click the Actions dropdown menu. Depending on a quote's status and configuration, you can select the from the following options:
   • View quote: view the quote in a new browser tab.
   • Details: view the details of the quote, including reference number, quote amount, expiration date, associated contacts, associated company, and associated deal. To manage a quote from its details page, click the Actions dropdown menu in the upper right and select an action. 

• • Copy link: copy the URL link of the quote.
  • Send by email: open the Send quote dialog box to send the quote via email.
  • Download: download a PDF version of the quote.
  • Countersign: countersign when the quote when it requires a countersignature.
  • Mark signed: manually mark the quote as signed, when the quote requires a written signature.
  • Convert to invoice: create an invoice using the quote information, including associated line items. Use the invoice editor to configure invoice details.
  • Clone: clone the quote. Cloned quotes include associations and all line item properties (price, terms, discount) from the original quote.
  • Recall & edit: recall a published quote to make changes or revisions.

• • Archive: archive a quote. It will be unpublished and hidden from your default index page view. View your archived quotes by using the Archive status filter, and setting the filter to Archived. Buyers won't be able to access archived quotes. Archiving can't be undone.
    
    
    
  • Delete: delete the quote. It will permanently be removed from your account and prevent buyers from accessing the quote. Deleting can't be undone.

Please note: quotes that have been e-signed by all parties, or have been paid, cannot be recalled and edited, or deleted. If a quote has multiple e-signatures and not all parties have e-signed the quote, it can be recalled and edited, or deleted.

Request changes or approve a legacy quote

If the quote approval setting has been turned on, you can request changes or approve legacy quotes:

1. In your HubSpot account, navigate to Commerce > Quotes.
2. Quotes awaiting approval will have a Pending approval status. To view all quotes awaiting approval, click Status above the quotes table, then select Pending approval.
   
   
   
3. Click the name of the quote.
4. If no edits are required, in the top right, click Approve and create.
5. To request changes to the quote, in the upper right, click Request changes.
   • In the dialog box, in the Notes field, enter your comments, then click Request 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 create.
6. The quote creator will be notified that the quote was approved. They can then share the quote with contacts.

Please note: to make changes to an approved quote, recall and edit the quote.

Review the signature status of a legacy quote

1. In your HubSpot account, navigate to Commerce > Quotes.
2. Next to a quote with pending signatures, click Actions, then click Details.
3. Under Performance, view the signature status of the quote.
   
   
   
4. To print a downloaded copy of the quote, hover over the quote and click Actions, then click Download.

Please note: if you download a signed quote, Dropbox Sign removes links from any hyperlinked text included in the Comments to buyer or Purchase terms section from the PDF version of the quote. It's recommended to include the full URL for the linked text so the link is still clickable after the quote is downloaded.

E-sign legacy quotes

When e-signature is enabled for a legacy quote, buyers and countersigners can add their signatures to the quote.

For added security, you can turn on identity verification to include an email verification step to confirm the signer's identity before allowing them to sign the quote. Countersigners can start the signature process from within the HubSpot account, which removes the need for verification for countersigners. Buyers will still need to go through verification.

Both buyers and countersigners can begin the e-signature process from a shared legacy quote:

1. Navigate to the published quote's URL.
2. If identity verification is turned on, verify your identity via email:
   • On the shared quote, scroll to the Signature section, then click Verify to sign next to your name on the quote. An email will be sent to you with next steps for signing the quote. You'll have one hour to complete the signature process after clicking Verify to sign.

Please note: if you don't sign the quote within one hour of clicking the Verify to sign button, navigate back to the shared quote and click Verify to sign again to generate a new verification email. 

• • Navigate to your email inbox and look for an email with the subject line Please verify your identity to sign your quote. Click Verify your identity and sign quote to start the signature process.

1. • A new browser tab will open with a dialog box confirming your identity. Click Start signing.
2. Click Get started in the top right.

• • Click Click to sign next to your name at the bottom of the quote.

• • In the dialog box, add your signature by clicking the Draw, Type, or Upload tabs to select your method of signing. Then click Insert to add the signature.
    
    
    
  • In the top right, click Continue.

• • In the top right, click I agree to save your signature on the quote, or click Edit to edit your signature. 

• • Click Close.

Countersigners will receive an email notifying them that the quote has been signed. In the email, click countersign to start the countersigning process. Countersigners can also countersign a quote from the quotes index page.

Your customer will receive a copy of the document that they signed once all signatures and countersignatures are complete. The notification includes a link to the signed document, which expires with the quote, and a PDF copy for their records.

Associate quotes with custom objects

If you're a Super Admin, you can opt your account into the Quote Associations to Custom Objects beta.

Associate quotes to custom objects to provide better context in your data model when using custom objects alongside HubSpot's standard objects. Learn more about association limits in the product and services catalog.

1. Create a custom object.
2. In your HubSpot account, navigate to Data Management > Data Model.
3. In the upper right, click ediEdit data model.
4. On the custom object card, click View all.
   
   
   
5. Next to the custom object card, click +.
   
   
   
6. Click the Select the object you want to associate to [custom object name] dropdown menu and select Quotes.
7. Click Create.
8. To add quotes to the custom object:
   • In your HubSpot account, click the settings settings icon in the top navigation bar.
   • In the left sidebar menu, in the Data Management section, click Objects.
   • On the Objects page, click the Select an object dropdown menu and select [custom object name].
   • Click the name of a custom object record.
   • In the right sidebar, navigate to the Quotes card. If the Quotes card isn't appearing on your record by default, you can manually add it.
   • Click +Add to associate existing quotes with the custom object record.
   • In the right sidebar, select the checkboxes next to the quotes you want to associate. Click Save.
9. To view more details about associated quotes from the custom object:
   • In your HubSpot account, click the settings settings icon in the top navigation bar.
   • In the left sidebar menu, in the Data Management section, click Objects.
   • On the Objects page, click the Select an object dropdown menu and select [custom object name].
   • Click the name of a custom object record.
   • In the right sidebar, navigate to the Quotes card. If the Quotes card isn't appearing on your record by default, you can manually add it.
   • Hover over the quote and select an option:
     • Click the externalLink open link icon to open the quote in a new browser tab.
     • Click the duplicate copy icon to copy a link to the quote.
     • Click the preview preview icon to view the quote details in the right panel.
     • Click the ellipses three dots icon and then select an option to manage the quote. Click Remove association to remove the association between the quote and custom object. Learn more about managing draft quotes and managing published quotes.
10. Associated custom objects are available in the design manager for use with customized legacy quote templates. 
    • The example below shows how to pull associated custom object records into a legacy quote template using HubL. In this example, the custom object is Partners:
      
      
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    • To adapt it to your custom object:
      • Replace PARTNERS with the name that matches your custom object.
      • Replace custom_objects._2_67836970 with the identifier for your custom object type.
      • Replace agency_name with the property from your custom object that you want to display on the template.

Export legacy quotes

Export quotes to CSV

1. In your HubSpot account, navigate to Commerce > Quotes.
2. At the top of the table, click Export.
3. In the dialog box:
   • Enter an export name in the Export name text box.
   • Click the File format dropdown menu, and select a format.
   • Click the Language of column headers dropdown menu and select a language.
   • Click Customize to customize the export further:
     • Under Properties included in export select an option for which properties to include in the export.
     • Under Associations included in export, select the Include associated record name checkbox to include associated record names (e.g., the deal or invoice).
     • Under Associations included in export, select whether to include up to 1,000 associated records, or all associated records.
   • Click Export. Learn more about exporting records.

Export published quotes

To download PDF versions of quotes in your account:

1. In your HubSpot account, click the settings 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. Under Download published quotes click Download.
5. You'll receive an email and in-app notification when your download is ready.
6. Click Download export file in the email to download a ZIP file containing PDFs of all published quotes.