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Create and share quotes

Last updated: February 22, 2024

Available with any of the following subscriptions, except where noted:

All products and plans

You can create quotes to share with contacts interested in buying a product or service from their company. Use the quotes tool to create a web page that includes pricing information for line items. If you're using the HubSpot and Shopify integration, you can add products created through the integration.

Create quotes

  • In your HubSpot account, navigate to Sales > Quotes.
  • Click Create quote.
  • To associate the quote with a deal, click the Associate with a deal dropdown menu and select an existing deal, or click Create a new deal.

Please note:

  • Deals created through ecommerce integrations, such as Shopify, cannot be associated with quotes.
  • The quote preview shown in the right pane is based on the last template that you used for creating a quote. You can update this preview by proceeding to the next section, then selecting another template.
  • Click Next.
  • Continue setting up your quote following the steps below. You can save the quote as a draft at any step by clicking Save, then clicking Exit in the bottom left. Keep in mind that drafted quotes can still be enrolled in workflows. You can access the quote draft for editing directly from the quotes dashboard.

1. Quote Details

Enter the details of your quote.

    1. Quote template: click the dropdown menu and select a template
    2. Quote name: enter a name for your quote.
    3. Domain: this setting only applies if you're using a customized quote template. The domain is set by the quote template you selected. By default, the content slug uses a unique date and quote ID and does not need to be customized, but you can edit the page slug in the Content slug text field if needed.
      select-a-custom-quote-template
    1. Expiration date: select an expiration date. Users in a Sales Hub Professional or Enterprise account can set a default quote expiration period in account settings. When a quote expires, your contacts can no longer access it and will be prompted to contact your team.
    2. Quote language: select a quote language.
    3. Locale: select your locale to change the date and address display format for your quote. Keep in mind that the quote's currency format is inherited from the deal record's currency, so changing the quote's locale settings will not update the currency.

Please note: if you want to view the quote after it expires, click the quote name on the deal record, then in the dialog box, click View quote to view a PDF version.

    1. Comments to buyer: enter any additional information that will be useful for your buyer. Use the formatting options at the bottom of the editing window to modify the text or insert a link. Click the textSnippet snippets icon to enter a short, reusable block of text.
    2. Purchase terms: enter any rules or regulations that your buyer should be aware of. Use the formatting options at the bottom of the editing window to modify the text or insert a link. Click the textSnippet snippets icon to enter a short, reusable block of text.
      quote_details
  • To update the default color and logo that display, edit your sales tool branding in your account settings.
  • Click Next.

2. Buyer Information

Review and edit the contacts and companies that will appear on your quote. HubSpot will automatically add contacts and the primary company associated with the deal to the quote. To remove them from the quote, clear the checkbox next to their name.
quote_buyer_information

To add a new or additional contact:

  • Click Add another contact.
  • In the right panel, search and select the checkboxes next to the contacts to include in the quote, then, click Save.
  • Create or add existing association labels. 

3. Your Information

Verify that your personal information and company information is accurate. By default, your personal information is pulled from your profile and preferences and your company's information is set in your account settings

Please note: updating your profile information will not update previously created quotes. To update your information in a quote that has already been created, you'll need to follow the steps below to manually update it on the quote.

To edit your information for an individual quote:

  • Click your name or company name.
  • In the right panel, update your personal information.
  • Click Save.
  • Click Next.

quote_sender

4. Line items

Review and edit the line items that will appear on your quote, along with adding discounts, taxes, and fees, and payment schedules to schedule payment installments.

Any changes made in this section will update the line items listed on the deal record. If the deal record is associated with multiple quotes, only the line items from the most recently created quote will appear in the line item card on the deal record.

Add line items

Add the line items that your buyer will be purchasing. If there is a line item already associated with a deal record, that line item will be included.

  • If you have Create custom line items permissions, you can add a new line item that is unique to the individual quote. Line items created from the line item editor will not be added to your product library.
    • To create a new line item specifically for this quote, click Create custom line item.

      add_line_items_quote
    • In the right panel enter your new line item's details, then click Save or Save and add another.
  • To create a line item based on an existing product in your product library, including line items created using the HubSpot-Shopify integration
    • Click Select from product library.
    • In the right panel, click the checkboxes next to the products to add them to the quote, then click Add.
  • To edit a line item that is already included on the quote, hover over the line item and click Actions > Edit. Make any changes in the right panel, then click Save.
  • You can also edit an individual line item's details in the line items editor, including the term, unit price, quantity and discount amount. Enter a new value in the appropriate column. Learn more about using the line items editor.

    quote-select-unit-discount-type

Please note: when creating a quote integrated with the payments tool, if you set a line item with a recurring billing frequency's Term value to 0, the subscription will automatically renew until it is cancelled.

  • By default, billing for recurring line items will start at time of checkout. To charge your buyer for an item at a later date instead, click the Billing start date dropdown menu, then select one of the following options:
    • Custom Date: a specific date in the future. After selecting this option, use the date picker to select the start date, then click Save.
    • Delayed start (days): delay the billing start date by a number of days after checkout. After selecting this option, enter a number into the Delayed billing start by days field in the right panel.
    • Delayed start (months): delay the billing start date by a number of months after checkout. After selecting this option, enter a number into the Delayed billing start by months field in the right panel.

quote-select-billing-start-date 
  • To clone a line item, hover over the line item and click Actions > Clone.
  • To remove a line item, hover over the line item and click Actions > Delete.
  • To reorder the line items, click and drag a line item using the dragHandle drag handle.
    lineitems_grabhandle

Add discounts, fees, and taxes

In the Summary section, you can add discounts, fees, and taxes for the quote subtotal. These additional elements will not be added to the associated deal's Amount property. 

Please note:

  • Discounts, fees, and taxes will only apply to line items charged at checkout, not items that are due at a later date.
  • While the ability to add a tax, fee, or discount lives in HubSpot, your legal and accounting teams are the best resource to give you compliance advice for your specific situation.
  • To add a tax, fee, or discount, click +Add tax/fee/discount. Learn more about discounts.
  • Enter a name for the tax, fee, or discount and a value in the text field. The tax, fee, or discount value can be based on a specific currency amount or a percentage (%) of the total.

    add-discount-fee-tax-crop
  • Remove any taxes, fees, or discounts by clicking the delete trash can icon next to the currency field.
  • By default, the published quote will only display the total that's due at checkout, meaning that any line items due in the future will not be included in the total. To display the total contract value, including future-dated line items, select the Display total contract value on the published quote checkbox. You can configure the default behavior in your quote settings.

    display-total-contract-value

Please note: while HubSpot supports up to six decimal places when setting a line item's unit price in any currency, any discounts are rounded based on the currency's precision at checkout. For example, if a line item has a price of $11.90 USD, and a 15% discount is applied, the discounted amount of $1.785 will be rounded to $1.79, and the total that the buyer pays will be $10.12.

Add a payment schedule

Turn on payment scheduling to split payments up over time. When enabled, each payment will have its own due date, amount, and name. For example, a $5,000 quote for consultation services can be structured into three payments over six months of $1,000, $1,500, and $2,500.

When collecting payment using HubSpot Payments or a connected Stripe account, the first installment is payable through the quote. All other installments will be created as invoices.

Please note: payment schedules cannot be configured on quotes with recurring line items or future billing start dates.


To set up a payment schedule:

  • Under Payment Schedule click to toggle the Payment Schedule switch on.

    quote-payment-schedule
  • Enter a payment name, amount, and Due date. By default, the initial payment is due upon receipt. 
  • Add another payment installment by clicking + Add another payment. You can set a payment to be due on a specific day by clicking the Custom text dropdown menu, then selecting Specific date and using the date picker to select a date.

    payment-schedule-set-specific-date

Review the quote summary

When setting up your line items, review the Summary section to understand how your buyer will be charged, including discounts, fees, and taxes.

  • The Subtotal will reflect only the items due at checkout. Any items that will be charged at a later date will instead appear in the Future payments total.
  • All items regardless of payment due date will be totaled in the Total contract value.
  • One-time discounts, fees, and taxes will only be applied to items due at checkout, not to items charged at a later date.

    quote-builder-summary-section

To proceed to configuring the quote's signature and payment options, click Next.

5. Signature & Payment

Decide how you want to collect signatures for your quote.

  • Select the radio button next to a signature option:
    • No signature: no signature is required to authorize the quote.
    • Include space for written signature: use a handwritten signature on a printed copy of the quote. You can later manually mark the quote as signed to indicate that all signatures are present.
    • Use eSignature (Sales Hub Starter, Professional or Enterprise only): users with a paid Sales Hub seat can configure the quote to include a digital signature field.
      • Select the checkbox next to the contact's email whose signature is required.
      • Click the Countersigners dropdown menu and select a HubSpot user's name. quote-signature-and-payment-countersigner
  • Select the radio button next to a payment option:
    • No payment: no payment will be collected using the quote.
    • Stripe: select this option if you are using the legacy HubSpot-Stripe integration to bill your customers.

Please note: when collecting payment with Stripe, all items will be due at checkout. You cannot configure a quote to include items due later when using Stripe as the payment method.

Please note: to use payments links, your company must be headquartered in the United States and you must accept payments in USD.

  • Click Next.

6. Review

This step provides a preview of your quote content. From here you can publish the quote, save it as a draft, or submit it for approval. To save the quote as a draft to edit at a later time, click Save, then click Exit in the bottom left to leave the quote editor.

Please note: after saving a quote as a draft, you cannot edit the e-signature options in the Signature & Payment step. If you have quote approval workflows set up, keep in mind that quotes with a draft status can still be enrolled in the workflow.

  • To publish the quote, click Publish quote.
  • If your quote requires approval, click Request approval. Your account's quote approver must approve the quote before you can publish it and send it to your contacts.

Please note: after submitting a quote for approval, you can't edit the quote unless it is rejected by your account's quote approver.

  • To share your published quote:
    • Click Copy in the dialog box to get the quote's page URL. Paste this URL in a new browser to view the quote, or send the URL to others.
    • Or, click Write email with quote. You'll be brought to the contact's record in HubSpot, and the Email pop-up box will open automatically with a link to the quote page.quotes-write-email-with-quote

Share quotes

In addition to the sharing options presented after creating a quote, there are multiple ways to share a quote. You can:

Please note: published quotes cannot be redirected from one domain to another. For example, if you host on your quotes on www.website.com, but later redirect that domain to www.new-website.com, quotes that were hosted on the original domain will not be redirected and will instead become error pages.

To email a quote from a CRM record:

  • In your HubSpot account, navigate to contacts, companies, or deals.
  • Click the name of a record.
  • In the left panel, click the email Email icon .
  • In the pop-up window, click the Quotes dropdown menu and select a quote. To share a quote via email, there must be a quote created for the deal associated with that contact or company record.

    quote_email

To copy the URL of a published quote that hasn't yet expired:

  • Hover over the published quote, then click Actions and select Copy link.
  • With the quote page URL, the contact can view the quote in their browser, download the quote, or print the quote.

    download-print-quote

To view quotes on the HubSpot mobile app on your Android device:

  • Open the HubSpot app on your Android mobile device.
  • Tap Deals in the bottom navigation menu.
  • Tap a deal record's name.
  • On the deal record, tap the Quotes tab.
  • The quotes associated with the deal will appear. The status and expiration date will be listed below the quote name. Tap the quote to view more details.
  • To copy a quote link, download the quote, share the quote from the app, recall the quote, view line items or delete the quote, tap theverticalMenu menu icon next to the quote name.

view-quotes-on-android

You can also share a quote using the HubSpot mobile keyboard on your Android or iOS device. Learn how to turn on the HubSpot keyboard in your device's settings, then access the HubSpot keyboard while using the HubSpot mobile app. 

insert-quote-from-keyboard

Manage quotes

On the quotes dashboard, view a list of the quotes in your account. Filter quotes by status or owner, or search for a specific quote to review or edit. You can also open the quotes detail page to download, clone, recall and edit, or delete the quote.

In your account settings, you can download all quotes or set a default expiration period for quotes. Learn how to report on quotes in the custom report builder.

Edit drafted quotes

To revisit and publish a quote draft:

  • In your HubSpot account, navigate to Sales > Quotes.
  • Click the name of the quote draft.
  • In the quote editor, finish setting up your quote, then click Finish quote.

Manage published quotes

After creating a quote, you can manage it from either the quotes index page or from the quote's details page. Management actions include downloading, cloning, recalling and editing, archiving, deleting, and more.

  • In your HubSpot account, navigate to Sales > Quotes.
  • To manage a quote from the index page, hover over the quote, then click the Actions dropdown menu. Then select from one of the actions below.

quote_actions

  • To manage a quote from its details page, click the name of the quote, then click the Actions dropdown menu in the upper right. Then select from one of the actions below.
quote_details_actions

Depending on a quote's state and configuration, you can select from the following quote management actions:
  • Download: download a PDF version of the quote.
  • Countersign: when the quote requires a 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: this will create a new invoice using the quote's information. You'll then be taken to the invoice editor to configure invoice details.
  • 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.

Please note: quotes that have already been signed or paid cannot be recalled and 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 will not be able to access archived quotes. This action cannot 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 cannot be undone.

Archive and delete quotes

As you create quotes, there may be times when you want to clean up your index page, retire unused quotes, or otherwise prevent buyers from accessing quotes. To do so, you can archive and delete quotes. 

Which action you choose will depend on whether you want to still be able to access the quote internally in HubSpot. Neither action can be undone, so learn more below about the differences between them.

  • 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. In HubSpot, you can still view, download, clone, and delete the quote. 
    • You cannot archive quotes that have been paid, are processing a payment, or are partially signed.
    • You can view archived quotes by using the Archive status filter above the table on the quotes index page. 

quotes-index-page-delete-archive

  • 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.

To archive or delete a quote:

  • In your HubSpot account, navigate to Sales > Quotes.
  • Hover over the quote, then click the Actions dropdown menu. Then, select Archive or Delete
  • Or, click the name of a quote, then click the Actions dropdown menu in the upper right. Then, select Archive or Delete.

Download published quotes

In your account settings, you can download published quotes:

  • In your HubSpot account, click the settings settings icon in the main navigation bar.
  • In the left sidebar menu, navigate to Objects > Quotes.
  • Next to the Download published quotes setting, click Download.

Set a default expiration period for quotes (Sales Hub Professional and Enterprise only)

Users with Super Admin permissions in a Sales Hub Professional or Enterprise account can set a default quote expiration period for all quotes created in the account. After updating the default expiration period, any new quotes that you create moving forward will automatically have the set expiration date.

  • In your HubSpot account, click the settings settings icon in the main navigation bar.
  • In the left sidebar menu, navigate to Objects > Quotes.
  • Next to the Set a default expiration period setting, click the dropdown menu and enter a default expiration time period.
  • Click Update.

Display total contract value on quotes

By default, published quotes will only display the total of the line items that are due at checkout, meaning that line items that are due in the future will not be included in the total. When creating a quote, you can set the quote to include future-dated line items, but you can also configure the default behavior in your quote settings.

To display total contract value on quotes by default:

  • In your HubSpot account, click the settings settings icon in the main navigation bar.
  • In the left sidebar menu, navigate to ObjectsQuotes.
  • Click to toggle the Display total contract value on quotes switch on.

    display-total-contract-value-on-quotes-setting

 

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