Create and share quotes

Create quotes to share with contacts interested in buying a product or service from your 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 as a payment processing option or the HubSpot payments tool (Starter, Professional, or Enterprise only).

Create quotes

To create a quote from a contact, company, or deal record:

• Navigate to your record:
  • In your HubSpot account, navigate to CRM > Contacts.
  • In your HubSpot account, navigate to CRM > Companies.
  • In your HubSpot account, navigate to CRM > Deals.
• Click the name of the record you want to create the quote from.
• In the right sidebar, in the Quotes section, click + Add.

• You can also create a quote from the line item editor of a deal.

To create a quote from the quotes index page:

• In your HubSpot account, navigate to Commerce > Quotes.
• Click Create quote.

Build your quote

After creating your quote, build your quote to add an associated deal, buyer information, your company information, and payment details. 

Deal

• To associate the quote with an existing deal, click the Associate with a deal dropdown menu and select an existing deal.
• To create a new deal for the quote, click the Associate with a deal dropdown menu and select Create a new deal. In the right panel, enter the details of the deal. Then click Create. To customize the properties that appear, click Edit this form at the top.

• Click Next.
• Continue setting up your quote following the steps below. You can save the quote as a draft at each step by clicking Save, then clicking Exit in the bottom left. You can access the draft quote for editing, and drafted quotes can be enrolled in workflows.

Buyer Information

Add contacts and a company to your quote. If you selected an existing deal, HubSpot will automatically add contacts and the primary company associated with the deal to the quote.

• To edit contact (e.g., job title) or company information (e.g., company address) , click the contact or company name, update their details in the right panel, then click Save. 

Please note: if updating contact or company information, the updates will be saved to their record in the CRM.

• To remove a contact or company from the quote, clear the checkbox next to their name. 

If you created a new deal and didn't associate a contact or company, or associated a deal that doesn't have an associated contact or company, you'll need to add them:

• Click Add contact.
  • To add an existing contact, in the right panel, use the search bar to find a contact, select the checkbox next to the name of the contact you want to add, then click Next.
  • To add an association label, click + Add association label, click the Labels dropdown menu, select the association label, then click Save.
  • To add a new contact, in the right panel, click the Create new tab.
  • Enter the contact details. Once you've filled in the contact's name or email, additional fields will appear. To customize the properties that appear, click Edit this form at the top.

Please note: it is not recommended to add contacts to your account without an email address because HubSpot uses the email address to deduplicate contacts and automatically associate contacts with companies.

• • If you've turned on data privacy settings in your account, select options that indicate the legal basis for processing the contact's data.
  • If your account has marketing contacts, select the Set this contact as a marketing contact checkbox to set the contact as Marketing. If you don't select this while creating the contact, you can set the contact as marketing later.
  • Once you're done, click Create. To save and create another contact, click Create and add another.
• To add additional contacts, click + Add another contact.
• To add a company, click Add company.
  • To add an existing company, in the right panel, use the search bar to find a contact, select the company , then click Next.
  • To add an association label, click + Add association label, click the Labels dropdown menu, select the association label, then click Save.
  • To add a new company, in the right panel, click Create new.

• • • In the right panel, enter the properties of the company. Once you've filled in the company's name or domain name, additional fields will appear. To customize the properties that appear, click Edit this form at the top right.

• • • In the Associate company with section, search for and select records the company is related to. To customize the associations that appear, click Edit this form at the top.
    • Once you've filled in the company information, click Create at the bottom.

• Click Next.

Please note: the company country displayed in a quote is populated by the information in the company country default property. A custom default property cannot be created to change this information. 

Your Information

Verify that your personal information and company information is correct. By default, your personal information is populated by your profile and preferences and your company's information is populated from your account settings. 

Please note: updating your profile information will not update previously created quotes. To update your information on a quote that has already been created, you can manually update your details.

To edit the Quote sender information for an individual quote:

• Click your name.
• In the right panel, update the personal information. This can be changed to another HubSpot user's information if needed.

Please note: if you update the job title of a user, it will save the title for all future quotes. It can be edited again on future quotes.

• Click Save.

To edit the company information:

• Click the company name.

• In the right panel, update the company information.

Please note: changes made will only affect the quote you are editing.

• Click Save.

• Click Next.

Line items

Review and edit the line items that'll appear on your quote, along with adding discounts, taxes, and fees, and payment schedules to schedule payment installments. Learn more about using line items with quotes.

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 a 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.
  • To include space for a countersignature for somebody from your team, select the Include space for a countersignature checkbox.
  • Use e-signature (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 needed.
    • Click the Countersigners dropdown menu and select a HubSpot user's name.

• 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 the Stripe payment processing option to bill your customers.

Please note: the Stripe payment processing option can process recurring line items due at a later date, if there is at least one line item due at checkout on the quote. For example, line item 1 is due at checkout, and line item 2 is due in 30 days.

• • HubSpot payments: select this option if you're using the HubSpot payments tool to process payments from customers, then customize the quote's payment options.

Please note: when a payment is made on a quote, an invoice is automatically created. Learn more about the buyer checkout experience.

• Click Next.

Template & Details

Select a template, and enter the details of your quote.

• Quote template: click the dropdown menu and select a template. 
• Quote name: enter a name for your quote.
• 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 doesn't need to be customized, but you can edit the page slug in the Content slug text field if needed.
• 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.
• Quote language: select a quote language.
• Locale: select your locale to change the date and address display format for your quote. The quote's currency format is inherited from the deal record's currency, so changing the quote's locale settings won't 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. The URL of the generated PDF will expire after one hour.

• Comments to buyer: enter any additional information that'll 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.
• 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.
• To update the default color and logo that'll display, edit your sales tool branding in your account settings.
• Click Next.

Review and send the quote

Preview your quote content and then 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 be enrolled in the workflow.

• To publish the quote, click Create. If your quote requires approval, click Request approval. Your account's quote approver must approve the quote before you can publish, 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.

• In the dialog box, in the Send quote email tab, set up your email address fields:
  
  • The To field will automatically be filled with the email address of the contact associated with the quote. To change this address, click the dropdown menu and select a contact. You can also enter a new email address and HubSpot will automatically create a contact record after sending.
  • To add an email address to the Cc field, click Add cc recipients. Click the dropdown menu, select the contacts, or enter custom email addresses. You can add up to nine email addresses in the Cc field.
  • If a default email address has been set up in the quote settings, the From field will automatically be filled with the default email address. Otherwise, it'll be filled with your personal email address. If a default email has been set, but the setting to allow users to send invoices from their personal email or other team emails they have access to has been turned on, you\'ll be able to select a different email.

• • If no default email address has been set, the email address you select will become the default address for future invoice sends, but can be changed before each send.
  • Replies to this email will be routed to the From address. If you select an email address that\'s being used for a connected inbox, including shared team email inboxes, you can manage follow-up in HubSpot\'s conversations inbox. 

As you update the fields, a live preview will display in the right panel. To send the email:

• Click Send quote email to send the email as displayed. The buyer will then receive an email containing the invoice details with a link to view the invoice in their browser, along with a PDF version of the invoice as an attachment.
• To instead manually compose a one-to-one email with a link to the invoice, click Create custom email in your CRM.

• To copy a link to send the quote, or download a PDF of the quote:

  • Click the Copy link, download PDF tab. A preview of the invoice will display in the right panel.
  • Click Copy link to copy a link to the invoice.
  • Click Download PDF to download a PDF of the invoice.
  • Click the X or click Close when you are done.

Learn more about managing draft and published quotes.

Request changes or approve a quote (Sales Hub Enterprise only)

If the quote approval setting has been turned on, you can request changes or approve quotes:

• In your HubSpot account, navigate to Commerce > Quotes.
• Any quote that's awaiting approval will be listed with a status of Pending approval. To view all quotes awaiting approval, click the Pending Approval tab.
• Hover over the quote and click Actions, then select Copy approval link. 
• In a separate browser tab, paste the approval link URL into the address bar.
• If no edits are required, click Approve and publish in the top right.
• To request changes to the quote, click Request changes.

• • In the dialog box, enter comments in the Notes field then click Request changes.
  • A task will be created for the quote creator to review and action. The quote creator must navigate to the quotes index page, hover over the quote and click Actions, then select Edit to make the required changes.
  • When the edits are made and the quote is ready to be published, navigate back to the quote approval link URL. In the top right, click Approve and create.

• The quote creator will be notified that the quote was approved. They can then share the quote with contacts.

Please note: to make changes to the approved quote, you must recall and edit the quote. Learn more about recalling and editing a published quote.

Share published quotes

There are multiple ways to share a quote after it has been published:

• Email a quote from a CRM record.
• Copy the URL of a published quote that hasn't yet expired.
• Share a quote from the HubSpot mobile app.
• Insert a quote using the HubSpot mobile keyboard

Please note: published quotes cannot be redirected from one domain to another. For example, if you host 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.
  
  

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.
  
  

To view, delete, or 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 the deal 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.

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