Manage quotes

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

There are two ways to view and manage quotes:

• Quotes index page: an index page of all your quotes that can be viewed and managed. 
• 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

On the quotes index page, you can manage quotes that are in a Draft status, or already published, whether they've been e-signed, are awaiting payment, or not.

Navigate the quotes index page

The quotes index page displays all quotes, along with their statuses. From the index page, you can view quotes in different table views, add custom views, manage draft and published quotes, and navigate to other quote tools including the theme editor, template builder, quote reporting, published quote analysis, and the restore records page.

• Use the tabs at the top of the index page to view all quotes, quotes expiring soon, pending acceptance, or pending approval. In the upper right, click add Add view to add a custom view.
  
  
• To filter the index page by specific quote properties:
  • Click advancedFilters Advanced filters above the table.
  • In the right panel, search for and select the property you want to filter by, then set the filter criteria.
  • To select another property to add to the filter, click + Add filter.
  • To filter by the property you've selected, or another filter, under OR, click + Add filter group.
  • Click the X in the upper right of the panel when you've set up your filter. Learn more about setting up filters and saving views.

• Learn how to manage individual draft and published quotes.
• To navigate to other quote tools, in the upper right, click Actions, then select one of the following options:
  • Customize quote style externalLink: customize the look and feel of your quotes, including fonts, colors, layout, and styling.
  • Customize quote templates externalLink: create and edit quote templates for sellers to use to speed up the building of a quote and to help standardize quotes for buyers.
  • Go to quote reports externalLink: navigate to the commerce analytics suite.
  • Analyze your published quotes externalLink: analyze your published quotes.

• • Download published quotes: download all published quotes. A download link will be sent to you via email.
    
    
• Learn how to export quote records.

Quote statuses

Quotes can have different statuses:

• Draft: a quote that's being drafted and hasn't been published.
• Published: a published quote that doesn't have e-signature or online payments turned on.
• Accepted: a quote that's completed each required step (e.g., approval, acceptance method, payment).
• 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: a quote that's expired.

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.
   • 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

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.

• • 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 of the quote.
  • Countersign: when the quote requires a counter-signature, select this option to open the quote and countersign the quote.
  • 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. 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 edits 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 approved.

Please note: quotes that have been e-signed by all parties, or have been paid, cannot be recalled, 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. Buyers can't 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.

Manage expired 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 an option:
   • Details: View details of the quote. From the Details page, in the top right, click View quote externalLink tto view the expired quote.
   • Download: download a PDF of the quote.
   • Clone: clone the expired quote. Cloned quotes include the original quote's record associations and the property values of the line items, including price, terms, and discount.

Analyze quotes

View a summary of published quote activity including expiry 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. In the upper right, click Actions, then select Analyze your published quotes.
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 fewer activities than the activity threshold set in quote settings will display in black. Quotes with more activities than the activity threshold 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 expiry date.
7. Under Recommended follow-ups, view recommended follow-ups for quotes based on activity on the quote, and expiry 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 views

You can view quotes from the deals index page, or from the board view of the deal index page or sales workspace.

To view quotes on the deals index page:

1. In your HubSpot account, navigate to CRM > Deals.
2. If the Deal dataSyncRight Quote column isn't added to the index page:
   • In the upper right, click Edit columns.
   • Select the Deal dataSyncRight Quote checkbox and click Apply.
3. View the quote in the Deal dataSyncRight Quote column.
   
   
4. Quotes can have one of the following statuses, with a corresponding color indicator:
   
   • No quote associated: gray.
   • Drafted: gray.
   • 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.

To access quotes from the deals or sales workspace board view:

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. If you're a Super Admin, learn how to opt your account into the 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 color indicator:
   
   • No quote associated: gray.
   • Drafted: gray.
   • 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 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. This gives you provides up-to-date insight into how buyers are interacting with your quotes, and the internal actions taken on them.

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 buyer signed: the quote was e-signed by the buyer.
• Quote manually signed: the quote was marked as signed.
• Quote accepted: the quote has completed each required step and has been accepted by the buyer (e.g., internal approval, acceptance method (e.g., e-signature), payment).

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 expired: the quote has expired.

View activities

To view the activity of 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 activity:
   • Last Activity Date: the date of the last activity on the quote.
   • Quote Activity Count: the total number of activities on the quote.
   • Quote Activity Count Since Last Communication: the number of activities since the last communication was sent to a contact of the quote.
   • Quote View Count: the number views of a quote.

To view the activity on an individual quote:

1. In your HubSpot account, navigate to Commerce > Quotes.
2. Hover over a quote and click the Preview button.
3. View activity in the right sidebar, on the Quote activities card.
   
   

To view the full timeline of activity of an individual 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 Activity.
4. The full activity timeline will be displayed.
   
   

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

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.

Create quote segments

Use segments to create a list using quotes. Below are example segments you can create using quotes.

Automatically email buyers whose quote isn't yet accepted, but is expiring soon

Create a segment of quotes that aren't yet accepted and nearing their expiration date. Use the segment in workflows to automatically email the buyer.

1. Create a segment, selecting the Quotes object when creating.
2. Add the following filters:
   • Accepted date is unknown.
   • Quote status is any of Published.
   • Expiration date is less than seven days from now.
3. Use the segment in a workflow to automatically send an email, reminding them to accept the quote.
   
   

High-value quotes awaiting signature

Create a segment to set a task for the quote owner to follow up where high-value quotes have stalled.

1. Create a segment, selecting the Quotes object when creating.
2. Add the following filters:
   • Quote amount is greater than or equal to [amount] (for example, 10,000).
   • Quote status is any of Published.
   • Accepted date is unknown.
   • Create date is more than seven days ago.
3. Use the segment in a workflow to automatically create a task for the quote owner when a quote is added to the active segment.
   
   

Re-engage buyers of expired quotes

Create a segment to re-engage buyers where quotes expired.

1. Create a segment, selecting the Quotes object when creating.
2. Add the following filters:
   • Quote status is any of Expired.

1. • Accepted date is unknown.
   • Expiration date is within the last 30 days.
2. Use the segment in a workflow to automatically create a task for the quote owner. Optionally send automated emails to the buyer when a quote is added to the active segment.
   
   

Next steps

• Manage quote approvals.
• Customize quotes with branding and templates.