Understand how quotes work in HubSpot

Use quotes to share pricing with buyers, record quote acceptance, collect signatures, and receive payments. Quotes work alongside deals, contracts, invoices, and subscriptions to support your sales and revenue processes.

This article explains how quotes work in HubSpot, including how quotes relate to other revenue objects, quote and signing statuses, and how primary quotes are assigned.

Before you get started

Understand requirements

• This article references the quotes tool, part of HubSpot's AI-powered CPQ, and is available in a Revenue Hub Professional or Enterprise account.
• If you don't have a Revenue Hub Professional or Enterprise account, learn more about legacy quotes.

How quotes work with other revenue objects

How quotes work with deals

Use a deal to track a sales opportunity and close it. A quote can be created from the deal information and sent to the buyer to review. 

How quotes work with contracts

 A contract record represents the ongoing revenue commitment created from an accepted quote. Accepted quotes can create contracts depending on your account configuration. 

How quotes work with invoices

Accepted quotes can be used to generate invoices based on the line items of the quote. Buyers complete payment either from the quote or from an invoice, depending on your account configuration. Automatic payment collection is dependent on the quote's settings. 

How quotes work with subscriptions

Quotes that contain recurring line items can create subscriptions. How subscriptions are created and used depends on your account configuration.

Learn more about billing and payment collection.

Quote statuses

Quote statuses indicate where a quote is in its lifecycle, from drafting through acceptance, expiration, or archival. Quotes can have the following statuses:

• Draft: a quote that's being drafted that hasn't been published.
• Pending approval: a quote awaiting approval.
• Changes requested: a quote that requires approval and has outstanding requested changes.
• Publishing: a quote in the process of being published.
• Published: a published quote awaiting signature and payment. A PDF of the quote is generated when it's published.
• Accepted:
  • A quote with online payments that has either been only accepted, based on the acceptance method of the quote (e.g., accept without signature, e-signature, or print and sign), or both accepted and paid.
  • A quote without online payments that has been accepted, based on the acceptance method of the quote (e.g., accept without signature, e-signature, or print and sign).
• Expired: an expired quote. Expiration dates are set when creating a quote.
• Void: a voided quote.
• Archived: an archived quote.

Signing statuses track e-signature progress separately from quote statuses. Quotes can have the following signing statuses, alongside a quote status:

• Not applicable: a quote with an acceptance method of Click to accept or Print and sign.
• Pending signature: a quote using e-signature as an acceptance method is awaiting signature.
• Signed: a signed quote using e-signature as an acceptance method.

Primary quotes

A primary quote is the quote used to update the associated deal amount and line items. They're assigned to published or accepted quotes on associated deals, and used to update deal amounts and line items. The current primary quote is displayed on the Quotes card of the deal.

The deal amount and line items always match the current primary quote. Deals can only have one primary quote.

How the primary quote of a deal is selected

• The primary quote is determined by the quote status. Published or Accepted quotes are set as the primary quote on a deal. The primary quote can also be manually updated.
• When you publish a quote, it is automatically set as the primary quote for the deal. If there are multiple Published quotes on a deal, the most recently published quote becomes the primary quote by default.
• If a quote is accepted by the buyer, it automatically becomes the primary quote for the deal. If there are multiple Accepted quotes on a deal, the most recently accepted quote becomes the primary quote by default. Quotes with a Published status can't be set as a primary quote when there's an accepted quote associated to the deal.

Learn more about how line items are converted between quotes and deals.

Next steps

• Learn more about setting up quotes.
• Learn more about creating and sending quotes.
• Learn more about Connected CPQ, Billing, and Payments beta.
• Learn more about the billing and payments process.
• Learn more about managing quotes.
• Learn more about contracts.