Set up the quotes tool

Use quotes to share pricing with buyers, record quote acceptance, collect signatures, and receive payments. Before creating quotes, configure quote settings such as branding, sender email addresses, payment terms, expiration periods, and reminders.

Set up quote defaults

To get started, configure the following quote settings:

Configure logo and branding 

Logos and branding are applied to quotes as follows:

• The logo is based on the logo configured in the quote branding settings, or the account branding settings if none is set.
• Colors are based on brand kit colors. You can also create quote branding or customize branding on templates.
• Updating your logo and branding won't update existing published quotes, only currently drafted quotes and quotes created after updating.

Set default payment options

Set which payment methods your quotes will accept by default in your payments settings. Payment settings can be updated when creating quotes.

Set default net payment terms

Set default net terms in invoice settings. The setting defines the number of days allowed for payment within each billing period, adding transparency to the quote agreement terms.

Please note: if you're enrolled in the Connected CPQ, Billing, and Payments beta, invoices are created automatically from accepted quotes. Buyers make payments at the invoice level. Net payment terms are set when creating quotes and ongoing billing is managed through contracts.

Connect your domain to HubSpot

By default, quotes are hosted on the landing page primary domain connected to your account. If you haven't connected a domain or want to connect a separate subdomain for hosting quotes (e.g., billing.website.com), learn how to connect a domain to HubSpot.

Configure quote settings

Turn on legacy quote creation

Turn on the legacy quote creation option to allow users to create either quotes or legacy quotes. When the setting is turned on, users with a Revenue Hub seat can select either quotes or legacy quotes when creating a quote.

To turn the setting on:

1. In your HubSpot account, click the 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. Toggle the Enable legacy quote creation switch on.

Set the activity threshold for tracked recipient activity

To set the threshold:

1. In your HubSpot account, click the 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 Analyze quote activity level tracking threshold, enter the high activity threshold. Published quotes with activity below this threshold are classified as Low activity.

Set a default quote sender email address

Set a default email address to send quotes from. The default email address can be either a team email address or a personal email address. If no default email is set, the quote will be sent from the personal or team email address that the user chooses when sending the quote.

To set a default email address:

1. In your HubSpot account, click the 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. Click the Default from address dropdown menu and select an email address.
5. If you want to allow users to manually send quotes from their personal email address, or other team email addresses they have access to, toggle the Allow sending from other email addresses switch on.
6. Click Save.

Set passwords on quotes

Require buyers to enter a password to access any quote, or allow users to choose whether to add password authentication to individual quotes. After saving, the password authentication setting selected will apply to future quotes.

1. In your HubSpot account, click the 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 Buyer authentication, select an option:
   • No authentication: buyers can view quotes without password authentication.
   • Optional authentication: users creating a quote can choose whether to add password authentication to the quote.
   • Required authentication: all quotes created must include password authentication.

Please note: downloading the PDF of a quote from the quote email doesn't require a password.

Learn how to set passwords when creating quotes.

Set a default expiration period

Set a default expiration period for quotes. Any new quotes created after the setting is turned on will automatically use the configured expiration date. If a buyer hasn't accepted or signed a quote by the expiration date, it'll expire. Expiration behavior depends on the acceptance method:

• E-signature: the quote won't expire if the buyer has e-signed the quote before the expiration date.
• Click to accept: the quote won't expire if the buyer has accepted the quote before the expiration date.
• Print and sign: the quote won't expire if the quote has been marked as signed.

Please note: if the quote is accepted or signed before the expiration date, but hasn't been countersigned or paid, the quote won't expire. 

To set the default expiration period:

1. In your HubSpot account, click the 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. Click the Set a default expiration period dropdown menu and enter a default expiration time period between 1 and 365 days.
5. Click Update.

Set the default quote value

Set a default quote value, either Quote amount or Total contract value (TCV).

1. In your HubSpot account, click the 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. Click the Default quote value dropdown menu and select Quote amount or Total contract value (TCV).

Set quotes to delete on contact deletion

When data privacy settings are turned on, if a contact is deleted, any quotes associated with that contact are not removed after 30 days. Turn on the Delete quotes on contact deletion setting to delete the quotes after 30 days. This setting is only available when data privacy settings are turned on.

1. In your HubSpot account, click the 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. Toggle the Delete quotes on contact deletion switch on.

Set up e-signatures for quotes

Manage e-signature identity verification settings

By default, e-signatures don't require identity verification during the quote signing process. If buyer verification is required, turn this setting on. When using identity verification, keep in mind the following:

• If countersigners aren't required to verify, turn the setting on and advise countersigners to countersign using the quotes index page.
• Buyers have one hour to complete the signature process after clicking Verify email on the quote. If they don't sign the quote within one hour of clicking Verify email button, they should navigate back to the shared quote and click Verify email again to generate a new verification email.
• After buyers click Verify email, they click Start signing to start signing the quote. If they close their browser tab before signing the quote, the link will no longer be valid. They should click Verify email in the email, one hour after receiving it, to restart the verification process.

To turn identity verification on:

1. In your HubSpot account, click the 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. At the top, click the E-signature tab.
5. To turn on verification, under E-signature settings, toggle the Identity verification switch on. Identity verification will be required when signing any quotes after the setting is turned on.
6. Click the Verification from email address dropdown menu and select a team email address. Personal email addresses can't be used as the default.
7. If no default email is set, the email will be sent from success@hubspot.com.
8. To turn off verification, under E-signature settings, toggle the Identity verification switch off. Identity verification won't be required when signing any quotes after the setting is turned off.
   
   
   

Set the e-signature sender email address

Select a team email address to send e-signature emails from. If an email isn't selected, e-signature emails are sent from success@hubspot.com.

1. In your HubSpot account, click the 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. At the top, click the E-signature tab.
5. Click the E-signature from email address dropdown menu and select a team email address.

Configure quote reminders

Send automated quote reminders to buyers to prompt them to review and accept a quote. You can schedule reminders relative to either of the following quote events:

• Days after sending quote: sends a reminder a specified number of days after the quote is sent.

• Days before expiration date: sends a reminder a specified number of days before the quote expiration date.

To configure quote reminders:

1. In your HubSpot account, click the 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. At the top, click the Reminders tab.
5. Under Reminder schedule, configure when reminder emails should be sent:
   • Enter the number of days before or after a quote event.
   • Click the dropdown menu and select Days after sending quote or Days before expiration date.
6. To delete a reminder, click the delete delete icon. To add a reminder click + Add reminder.
7. Under Reminder send time, select the time that the reminder should be sent. The time zone is based on the time zone set in your account settings.
8. Click Preview reminder email to preview how it'll look to buyers.
9. To turn off reminder emails, toggle the Send automated reminders to quote recipients switch off.

Turn on quote approvals

Turn on quote approvals to require quotes to pass through an approval process before they're sent. Maintain accuracy and consistency before sending quotes to buyers. Learn more about setting up quote approvals.

If you're using legacy quotes, learn more about legacy quote approvals. 

Customize quotes with branding and templates

Customize quote branding and create templates to standardize quote creation:

• Learn more about customizing the default look and feel of quotes, including fonts, colors, layout, and styling. 

• Learn more about creating quote templates to configure the quote layout and pre-filled modules.

Next steps

• Learn how to create and send quotes to your buyers.
• Learn more about managing quotes, including how to view, manage, track, and export quotes in your account.
• Learn how to manage quotes that require approval.
• Learn how to set up the closing agent to assist buyers when they're viewing a quote.