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Create and share quotes

Last updated: May 13, 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.

To collect digital payments through quotes, you'll need to set up either Stripe payment processing (available for all subscriptions) or the HubSpot payments tool (Starter, Professional, or Enterprise only).

Create quotes

  • In your HubSpot account, navigate to Commerce > 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.
  • The quote's currency will reflect the associated deal's Currency property. If you're using Stripe payment processing, learn more about the currently supported currencies for collecting payment through Stripe.
  • 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. Learn how to use line items with quotes.

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're using Stripe payment processing to bill your customers.

Please note: Stripe payment processing requires all items to be due at checkout.

  • 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:

  • In your HubSpot account, navigate to Commerce > Quotes.
  • 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, delete, and share 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 Commerce > 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 Commerce > 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 Commerce > 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 top 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 top 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 top 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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