Set up quotes

Use quotes to share pricing with buyers, record quote acceptance, collect signatures, and receive payments. Before creating quotes, set up your logo, the default email address for quotes, the default payment terms, the expiration dates, and more. 

Configure general quote settings

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 timeline in days in which payment must be made within each billing period, adding transparency to the quote agreement terms.

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 would like 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 let users create either quotes or legacy quotes. With the setting turned on, users with a Commerce Hub seat will be able to select from quotes or legacy quotes when they're creating quotes.

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 tracked below this threshold will be defined 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 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 turning the setting on will automatically have the set expiration date. If a buyer hasn't accepted or signed a quote by the expiration date, it'll expire. The behavior for each acceptance method is as follows:

• 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. 

Please note: if countersigners aren't required to verify, turn the setting on and advise countersigners to countersign using the quotes index page.

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.

Turn on quote approvals

Turn on approvals for quotes to enroll them in an approval process. 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 the look and feel of quotes, and create quote templates to help sellers build standardized quotes more efficiently:

• 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.