How to Manage Quote Approvals in Hubspot
Managing quote approvals in Hubspot helps your sales team control pricing, add internal oversight, and reduce errors before quotes go out to customers. This guide walks you step by step through enabling quote approvals, configuring rules, and working with approval requests.
All steps below are based on Hubspot quote tools available in the quotes settings area. Your access may depend on subscription level and user permissions.
Hubspot quote approvals overview
Before you configure anything, it helps to understand how quote approvals work in Hubspot and what happens when a quote requires approval.
When approvals are turned on, some quotes must be reviewed and approved before they can be shared with prospects. Rules determine when this is required and which users can approve each quote.
Key concepts in Hubspot quote approvals
- Approval requirement: Quotes may need approval based on rules you set (for example, discounts or deal amounts).
- Approvers: Users selected to review and approve or reject individual quotes.
- Approval status: A quote can be Pending approval, Approved, or Rejected.
- Notifications: Approvers receive alerts to review quotes; creators see the status change in the quote record.
These elements work together to create a controlled quote sign-off process inside Hubspot.
How to access Hubspot quote settings
To begin managing approvals, you first need to open the quote settings area within your account.
- In your Hubspot account, click the settings icon in the main navigation.
- In the left sidebar menu, navigate to Objects > Quotes.
- Open the approvals or approval rules section to see available options for your portal.
Only users with the correct permissions can edit these settings, so contact an administrator if you cannot see the approval options.
Turn on quote approvals in Hubspot
Once you are in the quotes settings screen, you can enable the approval feature. This step ensures that specific quotes must go through an internal check before they are sent.
- In the quotes settings, locate the area labeled for quote approvals.
- Toggle the switch or checkbox to Enable quote approvals.
- Save your changes to activate the approval workflow.
After quote approvals are enabled in Hubspot, every new quote will be evaluated against your rules to determine if approval is required.
Configure Hubspot quote approval rules
Rules control when quotes need approval and who is allowed to approve them. Properly defined rules keep the workflow efficient and relevant to your sales process.
Choose when quotes require approval
In the approval rules section, you can set conditions that trigger approval, such as:
- Deal amount thresholds or total quote value
- Discount percentage on specific line items
- Use of particular products or terms
- Specific pipelines or deal stages
Use the available dropdowns and fields to define your conditions. When a quote meets any of these conditions, Hubspot flags it for approval before it can be published or shared.
Assign approvers to Hubspot quotes
Next, assign which users can approve quotes that match your rules.
- Within the rule configuration, select the Approver field.
- Choose one or more users or teams who should review the quote.
- Define whether any single approver is enough or if all listed approvers must sign off, if that option is available.
Choosing the right reviewers keeps approvals quick and ensures the correct level of oversight on every Hubspot quote.
Create a quote that needs approval in Hubspot
Once your approvals are active, you can create a test quote to see how the process works end to end.
- Open a deal record and click Create quote.
- Fill in line items, discounts, terms, and required fields.
- Based on your rules, Hubspot will determine if the quote needs approval when you continue.
If approval is required, you will see messaging that the quote must be submitted for review before it can be shared with the customer.
Submit a Hubspot quote for approval
When a quote meets the criteria for approval, follow these steps:
- Review all quote details to ensure accuracy.
- Click the option such as Submit for approval on the quote draft screen.
- Confirm the approver or approvers, if prompted.
- Submit the quote and wait for an internal review.
The quote status will change to Pending approval. Approvers will receive notifications in Hubspot and possibly by email, depending on your notification settings.
How approvers review Hubspot quotes
Users designated as approvers can review details and decide whether to approve or reject each quote. This process keeps control over pricing, contract language, and discounts.
Open the quote approval request
- When a quote is submitted, approvers receive a notification with a link to the quote.
- They can also open the related deal and navigate to the quote section.
- From there, they open the quote in approval mode to review details.
Approve or reject a Hubspot quote
On the quote review screen, approvers typically see actions like Approve or Reject.
- If they approve the quote, the status changes to Approved, and the creator can share the quote with the customer.
- If they reject the quote, the status becomes Rejected, and the creator may see comments or reasons, depending on your configuration.
Sales reps can then edit and resubmit the quote if needed, following the same approval flow inside Hubspot.
Track Hubspot quote approval status
Monitoring status helps sales teams know when quotes are ready to send or if they need adjustments.
- Open the quote record from the deal or quotes list view.
- Check the current status: Draft, Pending approval, Approved, or Rejected.
- Use filters or views, if available, to see all quotes awaiting approval.
Keeping a close eye on these statuses ensures that no proposal gets stuck in the process in Hubspot.
Best practices for Hubspot quote approvals
To get the most from this feature, consider a few practical recommendations.
- Align rules with policy: Only require approvals when truly needed, such as high-value deals or large discounts.
- Limit approvers: Avoid adding too many approvers to a single rule, which can slow down responses.
- Document guidelines: Share internal guidance so reps know what triggers approvals and how to avoid unnecessary delays.
- Review performance: Periodically audit approval rules and update them based on sales feedback and results.
Well-designed rules in Hubspot help balance control with speed in your quote workflows.
Additional resources for Hubspot users
To see the original product documentation used as a basis for this guide, review the official Hubspot help article on managing quote approvals here: Hubspot quote approvals documentation. It provides detailed screen references and any recent updates to the feature.
If you need help optimizing your sales process, CRM setup, or broader RevOps strategy, you can also explore consulting resources at Consultevo for specialized CRM and automation support.
By configuring quote approvals carefully and following these steps inside Hubspot, your organization can protect margins, maintain compliance, and keep your sales quotes consistent and professional.
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