Manage Quotes in HubSpot: Complete How-To Guide

Using HubSpot to manage your quotes helps you streamline sales, stay compliant, and keep every deal organized in one place. This guide walks you through how to review, share, sign, track, and update quotes from creation to renewal or expiration.

All steps below are based on the official HubSpot quote management workflow so your team can confidently handle every stage of the quoting process.

Access and Review Quotes in HubSpot

You can review and manage quotes directly from either the quote index page or an associated deal record in HubSpot.

Open quotes from the quotes index in HubSpot

In your HubSpot account, navigate to Sales > Quotes.
Use the search bar or filters to find the quote you want to manage.
Click the quote name to open the quote details page.

From this central view, you can quickly see quote status, recipient, amount, expiration date, and more.

Open quotes from a deal record in HubSpot

Go to Sales > Deals.
Select the deal that the quote is associated with.
In the right-hand panel, look for the Quotes card.
Click the quote name to open and manage it.

This method keeps quotes tightly aligned with your deal pipeline so your sales team always knows which quotes are active.

Understand Quote Statuses in HubSpot

Each quote in HubSpot has a status that tells you where it is in the lifecycle. Statuses may vary slightly depending on your setup, but commonly include:

Draft – Created but not finalized or published.
Pending approval – Waiting for internal approval if required by your account settings.
Waiting for signature – Sent to the buyer and awaiting an electronic signature.
Signed – Fully signed by all required parties.
Payment due – Signed but awaiting payment when payments are enabled.
Paid – Fully paid (for quotes connected to payments).
Expired – The expiration date has passed and the quote is no longer valid.
Declined – Explicitly declined by the recipient when that option is available.

Use these statuses in HubSpot to prioritize follow-up and understand which deals are close to closing.

Preview, Share, and Download Quotes in HubSpot

Once a quote is created, you can preview what your buyer will see, share the quote via link or email, and download a copy for your records.

Preview a quote in HubSpot

Open the quote from the quotes index or related deal.
On the quote details page, click Preview.
Review the sections your buyer will see, including line items, totals, terms, and signature fields.

Previewing helps ensure that pricing, contacts, company details, and legal terms are accurate before sending.

Share a quote with buyers in HubSpot

Depending on your subscription and tools, you can typically share quotes in these ways:

Copy the public quote URL and send it manually.
Send the quote directly via email from HubSpot.
Embed the quote link into a sales email sequence or template.

On the quote details page, click Share or Copy link.
Choose the sharing option available in your portal.
Send the link to your contact with any additional context they need.

When the buyer opens the link, they can review details, sign, and pay (if enabled) directly from the HubSpot-hosted quote page.

Download or print a quote from HubSpot

Open the quote details page.
Click More or an options menu (often a three-dot icon).
Select Download or Print as available.

This is useful for clients who require offline records or internal approvals outside of HubSpot.

Manage Signatures and Payments on HubSpot Quotes

When signatures and payments are connected to quotes, HubSpot supports a streamlined approval and payment experience.

Track signatures on HubSpot quotes

From the quote details page, you can typically see:

Which recipients have opened the quote.
Who has signed and when.
Whether signatures are still pending.

Once all required signatures are complete, the status will update (for example, to Signed), and you can move the associated deal forward in your pipeline.

Handle payments on HubSpot quotes

If you have payments enabled, your buyers may be able to pay directly from the quote page. In that flow you can:

See when payment is initiated and completed.
Confirm payment status in the quote record.
Connect payment events to the associated deal and contact timeline.

This creates a closed-loop process in HubSpot where creation, approval, and payment are all tied together.

Edit, Clone, or Cancel Quotes in HubSpot

Once a quote is published, what you can change depends on its status and your account configuration. Some fields become locked to protect legal and financial accuracy.

Edit an existing quote in HubSpot

For quotes in editable statuses (often draft or not yet signed):

Open the quote you want to modify.
Click Edit if the option is available.
Update line items, quantities, discounts, terms, or other editable fields.
Save and republish if required.

If a quote is no longer editable because it has been signed, you may need to create a new quote with updated terms.

Clone a quote in HubSpot

Cloning is useful when you send similar proposals repeatedly.

Open a quote that closely matches what you need.
Select Clone or Duplicate from the actions menu.
Update the cloned quote’s details (contact, company, line items, terms).
Save and publish the new quote.

This workflow speeds up quoting and ensures consistency across your sales team.

Cancel or deactivate a quote in HubSpot

If a quote should no longer be used, you may be able to revoke or deactivate it.

Open the quote that needs to be disabled.
Click the actions or More menu.
Look for options such as Revoke, Cancel, or Unpublish, if available.

After cancellation, the public quote link typically stops working, and the status updates so your team does not accidentally reuse it.

Manage Expired and Renewing Quotes in HubSpot

Expiration dates keep quotes time-bound and encourage timely decisions. Managing expirations and renewals in HubSpot helps maintain accurate revenue forecasts.

Handle expired quotes in HubSpot

When a quote reaches its expiration date, the status will update to Expired. You can then:

Clone the expired quote to create a new, updated version.
Adjust pricing, terms, or expiration date in the new quote.
Send the new quote link to your buyer.

This ensures that buyers cannot accept outdated terms while giving you a quick way to renew the offer.

Monitor quote performance in HubSpot

To improve your quoting process, consider monitoring:

Number of quotes created versus signed.
Average time from quote sent to signed.
Common reasons for decline or expiration.

Using these insights, you can refine templates, streamline approvals, and align quotes more closely with your sales strategy in HubSpot.

Where to Learn More About HubSpot Quotes

For detailed, always up-to-date instructions on every quote feature, refer to HubSpot’s official documentation on managing quotes: HubSpot manage quotes documentation.

If you need strategic help implementing or optimizing your quote process, you can also work with a HubSpot-focused consultancy such as Consultevo for tailored guidance.

By following these steps and best practices, your team can fully leverage HubSpot quote management to shorten sales cycles, improve accuracy, and give buyers a smooth, professional experience from first proposal to final payment.

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