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Manage quote approvals

Last updated: September 1, 2026

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

  • Seats required for certain features

Permissions required To approve quotes, users must be a Super Admin or have both Approve quotes permissions and Edit permissions for deals.

Seats required Users in a Revenue Hub account with a hub seat that isn't View-only can approve standard or advanced approvals. For example, if an account has both a Revenue Hub and a Sales Hub subscription, a user with a core seat, a Sales hub seat, or a Revenue Hub seat can approve quotes.

Quote approvals help you maintain accuracy and consistency when sending a quote to a buyer. This article covers how to approve quotes after they've been set up. Learn about the different types of quote approvals you can use.

Please note:

Use Breeze Assistant to view and manage quote approvals

Use Breeze Assistant to view quotes that need approval, request changes, and approve quotes.

  1. In your HubSpot account, click More, then navigate to Revenue > Quotes. If More doesn't appear in your account, navigate to Revenue > Quotes directly.

  2. In the top navigation bar, click Breeze Assistant.
  3. Enter a prompt to ask which quotes need approval. (e.g., Which quotes need my approval?), then click Send or press return on your keyboard. A list of quotes that need approving will display.

    Breeze AI assistant responding to a quote approval query, listing one pending quote awaiting approval.
  4. Click Overview & Actions next to a quote to view an overview of the quote, the line items, the reason for approval, and to request changes or approve the quote.

    Breeze AI assistant quote approval panel showing the Overview & Actions button highlighted for a quote awaiting approval.
    Breeze AI assistant quote overview panel for a quote, showing a $12,500 pending approval, two line items, a discount-based reason for approval, and Approve and Request Changes buttons.

     

  5. To request changes to the quote, click Request Changes.

    Breeze AI assistant quote approval panel showing reasons for approval and the Request Changes button highlighted.

    • Enter the requested changes, then click Send or press return on your keyboard.

      Breeze AI assistant confirming a change request for a quote, with a note sent stating the discount is not approved and should be reduced to 20%.
    • The quote creator will receive a notification that changes have been requested. Notifications are sent based on the users' notification settings.
    • The quote creator can then edit the quote and resubmit for approval.
  6. To approve the quote, click Approve.

    Breeze AI assistant quote approval panel showing reasons for approval and the Approve button highlighted.
    • Under Are you sure you want to approve this quote, click Yes to approve the quote, or No to cancel the approval.
    • If you click Yes, the quote creator will receive a notification that the quote has been approved. Notifications are sent based on the users' notification settings.

View quotes that need approval

You can view quotes that need approval directly from the notification for approval or from the quotes index page. Approvers can't approve their own quotes.

  1. To access the quote approval, you can either:
    • Click Go to quote on the notification. You'll receive notifications when a quote needs approval, based on your notification settings.

      A bell icon notification showing that a quote is pending approval.
      An email notification to an approver, showing quote details and a prominent 'Go to quote' button.
    • In your HubSpot account, click More, then navigate to Revenue > Quotes. If More doesn't appear in your account, navigate to Revenue > Quotes directly. Above the quotes table, click the Status filter and select Pending approval. Click the quote requiring approval.

      The Quotes index page with the 'Status' filter set to 'Pending approval'.
  2. If you can't see the approvals panel, click the Approvals icon in the right sliding sidebar.

    The quote editor view with the Approvals icon highlighted in the right sidebar.
  3. The Approvals panel displays any notes from the quote creator, a list of approvers, and approval activity.

    A screenshot of the Approvals sidebar in HubSpot, showing notes from the creator and the approval activity history.

Request changes to a quote

To request changes to the quote:
  1. Click Request changes.
  2. Enter the requested changes in the text box, and click Reject. The quote creator will receive a notification that changes have been requested. Notifications are sent based on the users' notification settings.

    A dialog box for requesting changes, with a text field for entering comments and a 'Reject' button.
  3. The quote creator can then edit the quote and resubmit for approval.

Approve a quote

To approve the quote:
  1. Click Approve.
  2. In the Add a message to be included in the notification field, add an optional message, and click Approve.
  3. The quote creator will receive a notification that the quote has been approved. Notifications are sent based on the users' notification settings.

    An email notification confirming the successful approval of a quote.

View quote approval history

To view quote approval history, including requested changes, rejections, and approvals:

  1. In your HubSpot account, click More, then navigate to Revenue > Quotes. If More doesn't appear in your account, navigate to Revenue > Quotes directly.
  2. Hover over a quote and click the Preview icon.

    quote-preview-icon
  3. View approval activity on the Quote activities card.

    quote-activities-approvals

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