Manage quotes

After creating and sending your quotes, learn how to manage and track them in your account.

There are three ways to view and manage quotes once they are built:

• All quotes: an index page of all your quotes that can be viewed and managed. 
• Analyze: a summary of your quotes which can be filtered. The summary includes a view of quote activity and expiration, an overview of your quote pipeline, a list of your published quotes, and recommended follow-ups.
  
• From the board view of the deals index page, or sales workspace: a kanban board view of deals with quote information included.
  

View and manage quotes

View, manage, and analyze your quotes. You can manage quotes with a Draft status, or quotes that have been published, whether they have been e-signed, are awaiting payment, or not.

Manage draft quotes

To manage draft quotes:

1. In your HubSpot account, navigate to Commerce > Quotes.
2. Hover over a draft quote and click the Preview button.
3. In the upper right, click Actions, then select one of the following options:
   • View quote: view and edit the quote. In the quote editor, you finish building your quote.
   • Activity: view the activity of the quote. 

• • Clone: clone the quote.
  • Delete: delete the quote. 

Please note: drafted quotes can be enrolled in workflows.

Manage published quotes

You can manage published quotes from the quotes index page. Published quotes can have different statuses:

• Published: a published quote that doesn't have e-signature or online payments turned on.
• Accepted: quote has completed each required step (e.g., approval, acceptance method, payment etc).
• Pending signature: a quote awaiting e-signatures of signers, or countersigners.
• Signed: a signed quote.
• Waiting for payment: a quote with online payments turned on that's awaiting payment.
• Payment processing: payment has been made by the buyer and is being processed.
• Expired: quote has expired.

To manage published quotes:

1. In your HubSpot account, navigate to Commerce > Quotes.
2. Hover over a quote and click the Preview button.
3. In the upper right, click Actions, then select one of the following options:

• • View quote: view the quote in HubSpot.
  • View published quote: view a shared quote in a new browser tab.
  • Activity: view the activity of the quote. 
  • Copy approval link: copy the link to approve the quote, for quotes requiring approval.

• • 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: when the quote requires an e-countersignature, select to open the quote and verify your countersignature.
  • Mark signed: when the quote requires a written signature, you can manually mark the quote as signed.
  • Convert to invoice/subscription: convert the quote to an invoice or a subscription.
    • The option to convert to an invoice will display for quotes with non-recurring line items.
    • The option to convert to a subscription will display for quotes with recurring line items.
  • Clone: clone an existing quote to use the same quote again. Cloned quotes include the original quote's record associations and the property values of the line items, including price, terms, and discount.
  • Recall & edit: make changes and revisions to a quote that has already been published. After making your edits, the updated quote content will display whenever a contact views the quote. Quotes can also be recalled before they've been appoved.

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, edited, or deleted.

• • Archive: mark a quote as archived to unpublish it and hide it from your default index page view. You can view your archived quotes by filtering the index page by archive status, but buyers won't be able to access archived quotes. This action can't be undone. Learn more about archiving quotes. 
  • Delete: delete the quote to permanently remove it from your account and prevent buyers from accessing the quote. Learn more about deleting quotes. This action can't be undone.

Analyze your quotes

Use the Analyze tab to view a summary of quote activity including expiration dates, a quote pipeline overview, published quote information, and recommended follow-ups.

You can use quote reporting to get more detailed analysis on quotes, or to build custom reports on quotes.

1. In your HubSpot account, navigate to Commerce > Quotes.
2. At the top, click the Analyze tab. 
3. To filter which quotes are displayed based on their expiry date, in the upper right of Your published quotes, click the time period dropdown menu and select the time period you'd like to view.
   
   
   
4. Quotes with less activities than the activity threshold set in quote settings will display in black. Quotes with more than activities than the activity threshold set in quote settings will be highlighted in green. Hover over any quote bubble to see the quote name, the expiry date, and the number of activities. Select the Show older expired quotes checkbox to see past expired quotes.
   
   
   
5. Under Pipeline overview, view the value of high activity quotes and quotes at risk of expiring, along with your quote acceptance rate percentage.
6. Under Recent quote activity view recent activity on quotes, with their name, last activity date, quote amount, and expiration date.
7. Under Recommended follow-ups, view recommended follow-ups for quotes based on activity on the quote, and expiration dates (e.g., quotes with no activity in a long time, or quotes that'll expire soon). Click Send a follow up to open the Send quote dialog box.

View quotes in deal boards

1. Access the board view from the deals index page, or the sales workspace:
   • In your HubSpot account, navigate to CRM > Deals. In the upper left, click the grid board icon.
   • In your HubSpot account, navigate to Sales > Sales Workspace.
     • Make sure you're enrolled in the Kanban Board for Deals Now in Sales Workspace beta. Learn how to enroll in a public beta.
     • At the top, click the Deals tab.
2. Quotes are displayed at the bottom of a deal card.
   
3. Quotes can have one of the following statuses, with a corresponding colour indicator:
   
   • No quote associated: Grey.
   • Drafted: Grey.
   • Published: Yellow.
   • Pending signature: Yellow.
   • Published - sent: Yellow.
   • Sent - pending signature: Yellow.
   • Pending approval: Yellow.
   • Changes requested: Red.
   • Published - viewed: Yellow.
   • Viewed - pending signature: Yellow.
   • Pending countersignature: Yellow.
   • Accepted: Green.
     
     

Archive and delete quotes

As you create quotes, you may want to clean up your index page, remove unused quotes, or prevent buyers from seeing them. To do so, you can archive and delete quotes. 

When a quote is deleted or archived it can't be restored. 

• Archive a quote: archiving a quote will set the quote status to Archived, removing it from your default index page view and preventing buyers from accessing the quote. You can still view, download, clone, and delete the quote in your account. 
  • Quotes that have been paid, are processing a payment, or are partially signed, can't be archived.

• • You can view archived quotes by using the Archive status filter at the top of the table on the quotes index page. 
    
    

• Delete a quote: deleting a quote will remove it permanently from your HubSpot account. Users will no longer be able to view the quote in HubSpot and buyers will no longer be able to access the quote. Quotes that have been paid can't be deleted.

To archive or delete a quote:

1. In your HubSpot account, navigate to Commerce > Quotes.
2. Hover over a quote and click the Preview button.
3. In the upper right, click Actions, then select Archive or Delete.

Track quote activity

When a quote is shared, HubSpot tracks key activities, both from the buyer, and internally, giving you real-time visibility into how buyers are interacting with your quotes, and internal actions taking place on your quotes.

Buyer activity

The following tracked actions are logged as activity on the quote:

• Quote sent: the quote has been shared with the buyer.
• Quote viewed: the buyer has opened the quote.
• Quote downloaded: the buyer downloaded the PDF.
• Quote printed: the buyer printed the document.
• Quote accepted: the quote has completed each required step (e.g., approval, acceptance method, payment etc).

To view the activity of buyers on quotes on the quote index page:

1. In your HubSpot account, navigate to Commerce > Quotes.
2. Use the following columns in the table to understand buyer activity:
   • Buyer activity: shows when the buyer last interacted with the quote.
   • Quote views: shows how many times a quote has been viewed.

To view the activity of buyers on an individual quote:

1. In your HubSpot account, navigate to Commerce > Quotes.
2. Click on a published quote.
3. View buyer activity in the right sidebar, under Activity.

To view the full timeline of buyer activity of an individual quote:

1. In your HubSpot account, navigate to Commerce > Quotes.
2. Hover over a quote and click Actions, then select Activity.
3. The full activity timeline will be displayed.

Seller activity

The following seller events are tracked on quotes:

• Quote published: the quote has been published.
• Quote approval requested by other user: an approval has been requested by another HubSpot user.
• Quote approval rejected / requested changes: the quote has been rejected, or changes have been requested during the approval stage.
• Quote approved: the quote has been approved.
• Quote recalled: the quote has been recalled.
• Quote countersigned: the quote has been countersigned.
• Quote accepted: the quote has completed each required step (e.g., approval, acceptance method, payment etc).

Report on quotes

You can report on quotes using the commerce analytics suite, or by creating a single-object report using the quote object.

Export quotes

Super Admins in a Commerce Hub Professional or Enterprise account can download PDFs of all quotes that have been published in the account.

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. Under Download published quotes click Download.
4. A download link will be emailed to you when the download file has been processed. You'll also receive an in-app notification.

Next steps

Manage quote approvals.