How to Set Up Quote Approvals in Hubspot

Managing a consistent quote review process in Hubspot helps sales teams control pricing, reduce risk, and keep approvals auditable without slowing deals down. This guide walks you step by step through configuring quote approvals, managing submitters and approvers, and using approvals for both one-time and recurring quotes.

Following these instructions, you can align your Hubspot quotes with your internal policies, make sure the right people review high-value deals, and keep your sales reps working efficiently.

What are quote approvals in Hubspot?

Quote approvals are an automated process that requires selected quotes to be reviewed and approved before they are sent to customers. In Hubspot, this is powered by a dedicated approval workflow that is tightly connected to the quote creation experience.

Once enabled, the process allows sales reps to submit a quote for review, notifies designated approvers, and tracks the status so you always know whether a quote is pending, approved, or rejected.

Requirements and access for Hubspot quote approvals

Before you configure quote approvals, make sure you meet the feature and permission requirements in your Hubspot account. Access is controlled at the user and subscription level.

Who can configure quote approvals in Hubspot

To set up the approval rules and workflow, you typically need:

Administrator or super admin access to account settings.
Permissions to manage quotes and sales tools.
Permissions to manage workflows (if the feature is part of your subscription).

Sales reps who only submit quotes for approval do not need admin access, but they must have permission to create and edit quotes within Hubspot.

Feature availability

Quote approvals may depend on your subscription tier. If you do not see approvals in your quote settings or workflows, check your plan or contact your Hubspot administrator. The source documentation from Hubspot, available at this quote approvals article, outlines availability for specific editions.

How to enable quote approvals in Hubspot

The first step is to turn on the approvals feature and define the rules for when a quote must be approved.

Step 1: Open Hubspot quote settings

Log in to your Hubspot account.
Click the settings icon in the main navigation bar.
Navigate to the Objects section, then choose Quotes.
Look for the Approvals or similar tab within the quote settings.

Here you will configure how the quote approval process should operate for your business.

Step 2: Define quote approval rules

Within the approvals area, you can create rules that determine when a quote needs to be reviewed. Typical criteria include:

Quote total amount above a specific threshold.
Discount percentage higher than a set limit.
Certain products or product families included in the quote.
Region, pipeline, or team ownership.

For each rule you define, specify whether it should always trigger an approval or only under certain conditions. This ensures that smaller or low-risk quotes can skip approvals, helping your Hubspot users keep deals moving quickly.

Step 3: Assign approvers in Hubspot

After you define the conditions, choose who is responsible for reviewing the quotes that meet these rules. Approvers may include:

Sales managers for specific teams or territories.
Finance or revenue operations leaders.
Legal or contract specialists for certain deal types.

Configure approvers based on:

User or team assignment.
Deal owner or quote owner.
Approval tiers for high-value deals.

Some setups allow multiple approvers or escalation paths. Check your Hubspot configuration options to decide whether all approvers must sign off or if any single approver can grant approval.

Using the quote approval workflow in Hubspot

Once approvals are configured, your sales reps will engage with the process every time they create a quote that matches your rules.

Step 4: Create a quote that needs approval

Open a deal record in Hubspot.
Click Create quote.
Add your line items, discounts, and terms.
Complete the required quote fields such as expiration date and buyer information.

When a quote meets an approval rule, the interface will show that the quote requires review before it can be shared with the customer.

Step 5: Submit the quote for approval

On the quote creation screen, you will see an option to submit for approval. The exact label may vary, but the process usually looks like this:

Click Submit for approval.
Optionally add a note for the approver explaining discounts or special terms.
Confirm submission.

After submission, the quote status changes to indicate that it is waiting for approval. The quote cannot be sent, shared, or signed until it is approved in Hubspot.

Step 6: Approver review and decision

Approvers are notified by email or in-app notifications when a new quote is awaiting review. They can then:

Open the quote directly from the notification.
Review line items, discounts, and terms.
Check associated deal details and contact information.

From there, the approver can choose to:

Approve the quote so it can be sent to the buyer.
Reject the quote and add feedback.

If the quote is rejected, the sales rep can edit it and resubmit through the same Hubspot approval process.

Managing quote approval statuses in Hubspot

Tracking the status of each quote is essential for forecasting and keeping sales stages accurate.

Common quote approval statuses

Typical statuses you may see include:

Draft – Quote not yet submitted.
Pending approval – Awaiting review by an approver.
Approved – Ready to send to the customer.
Rejected – Requires changes before it can be used.

Within Hubspot, these statuses will be visible on the quote record and often on the related deal record. Make sure your sales team understands what each status means and the actions they should take next.

Notifications and visibility

You can rely on built-in notifications so both reps and approvers know when action is required. In addition, you can enhance reporting by:

Creating dashboards that show quotes pending approval.
Reporting on approval cycle times.
Tracking rejection reasons to improve pricing policies.

This helps you refine how your company uses quote approvals in Hubspot over time.

Best practices for Hubspot quote approvals

To get the most value from your setup, apply these practical best practices when designing your approval rules and workflows.

Keep Hubspot approval rules simple

Start with a small set of clearly defined rules instead of trying to account for every exception. For example:

Require approval only above a certain quote value.
Require approval when discount exceeds a defined percentage.

As you see how the process performs, you can refine criteria and add more detailed logic in your Hubspot configuration.

Align sales and finance in Hubspot

Work with stakeholders across sales, finance, and legal to agree on when approvals are required, who should approve, and how quickly responses are expected. Document these policies and store them in an internal knowledge base or process guide so users understand how the Hubspot approvals map to your broader revenue operations strategy.

Train your team on Hubspot quote workflows

Provide short training sessions or videos that show:

How to create and edit quotes.
How to see whether approval is required.
How to submit and track the approval status.
How approvers review and respond.

Clear training reduces friction and prevents delays caused by misused quotes in Hubspot.

Troubleshooting Hubspot quote approvals

If your approvals are not working as expected, use this checklist to diagnose the issue.

Confirm the approval feature is enabled for quotes.
Review each rule to make sure the conditions match your scenario.
Verify approvers are active users with the right permissions in Hubspot.
Check whether a quote actually meets any approval rule.
Confirm that email and in-app notifications are turned on for approvers.

When problems persist, reference the official Hubspot documentation or contact support for your specific subscription. You can also partner with experienced consultants to refine complex approval workflows.

Next steps and more Hubspot resources

Once quote approvals are fully configured, consider extending your process with additional Hubspot tools:

Automated deal stage changes when a quote is approved.
Workflows that notify finance when large quotes are approved.
Custom properties to track approval reasons or exceptions.

If you need help designing a scalable sales process or want expert assistance integrating approvals with broader revenue operations, you can work with a specialist Hubspot consultancy such as Consultevo to build out best-practice configurations.

By setting up a structured approval process, keeping rules simple, and training your team, you can use Hubspot to control pricing risk while still empowering sales reps to close deals quickly and confidently.

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