How to Set Up Quotes in HubSpot

Setting up quotes in HubSpot lets your sales team generate consistent, branded proposals and close deals faster. This guide explains how to enable quotes, connect payments, customize templates, and publish quotes step by step based strictly on HubSpot’s own setup process.

Before You Configure HubSpot Quotes

Before you turn on quotes in your HubSpot account, confirm that your user permissions and account subscriptions meet the required criteria.

Required user permissions in HubSpot

To create or manage quotes, your user will typically need:

• Access to the Sales tools
• Permission to view and edit deals
• Permission to view and edit products (if using product libraries)
• Permission to connect and manage payment options, when applicable

Account administrators can adjust these permissions in the settings area of HubSpot so that only authorized users can create or approve quotes.

Subscription and feature access

Your available quote features depend on your specific subscription tier within HubSpot. For example, higher tiers provide more customization options, additional templates, and deeper integration with advanced sales tools. Check your subscription level to understand which quote capabilities you can use.

Enable the Quotes Tool in HubSpot

Once permissions and subscription requirements are met, you can enable the quotes tool in your HubSpot settings.

1. Sign in to your HubSpot account.

2. Navigate to Settings (usually found in the main navigation bar).

3. Go to the sales or objects section where quotes configuration is available.

4. Locate the Quotes settings panel and toggle the feature on, if it is not already enabled.

After the quotes tool is enabled, your sales reps will be able to create quotes directly from deals or contacts in HubSpot.

Connect Payments to HubSpot Quotes

When you connect a payment option, buyers can accept and pay for quotes online, streamlining your sales cycle.

Steps to add payment methods in HubSpot

1. From your HubSpot settings, open the Payments or Integrations section.

2. Choose the payment processor available to your region and plan.

3. Follow the on-screen prompts to authenticate the payment account.

4. Configure default currencies, payment terms, and tax settings as needed.

Once connected, you can attach payment options to specific quote templates or individual quotes, allowing customers to pay directly through the quote link.

Customize HubSpot Quote Templates

HubSpot lets you use built-in quote templates or create custom versions to match your brand and sales process.

Accessing quote template settings

1. In HubSpot, open Settings.

2. Navigate to the Quotes configuration section.

3. Select the area for Templates or Quote appearance.

From there, you can manage default templates and control what information appears to buyers when they open a quote.

Branding and content options in HubSpot quotes

Depending on your subscription tier, you can usually adjust:

• Company logo and brand colors
• Header and footer text
• Introduction or cover letter text
• Terms and conditions or legal language
• Default expiration periods and reminders

These changes help ensure every quote sent from HubSpot looks professional and consistent with your other customer-facing assets.

Create a Quote from a Deal in HubSpot

The most common workflow is to build a quote directly from a deal record so all associated information is automatically linked.

Step-by-step quote creation in HubSpot

1. Open the Deals object in HubSpot and select the deal you want to quote.

2. In the deal record, locate the Create Quote or Quote button.

3. Choose a quote template that matches the type of proposal you need.

4. Confirm the buyer information (contact, company, and associated data).

5. Add or adjust the line items (products, services, quantities, discounts).

6. Set the expiration date, payment terms, and signature requirements.

7. Review the quote preview and confirm all details are accurate.

After completing these steps, your quote is ready to save, share, or send directly from HubSpot.

Manage Line Items and Discounts in HubSpot Quotes

Accurate line items are essential to creating a clear and compliant quote. HubSpot allows you to insert items manually or pull them from your product library.

Working with products in HubSpot

When building the quote:

• Select products or services from your HubSpot product library where possible.
• Confirm quantities, unit prices, and recurring terms (if applicable).
• Add manual line items if a product is not yet available in the library.

Adding discounts and fees

HubSpot supports discounts and additional fees within the quote editor:

• Apply percentage or fixed-amount discounts to specific line items.
• Add taxes or fees according to your regional or business rules.
• Verify that the final total matches your negotiated agreement with the buyer.

Proper use of line items in HubSpot quotes results in clear, transparent pricing that helps simplify approvals on the customer side.

Configure Signatures and Approvals in HubSpot

Depending on your process, you may require electronic signatures, internal approvals, or both before a quote is considered final.

Buyer signatures in HubSpot quotes

Within the quote setup flow, you can typically configure:

• Which contacts must sign the quote
• Whether signatures are required for acceptance
• The order in which parties are asked to sign, if applicable

Buyers receive a link to the quote and can sign electronically, reducing friction and making it easier to close deals in HubSpot.

Internal approvals

Your HubSpot account may support internal approval workflows for large deals or specific quote types. In those cases:

• Define which users must review quotes before they are sent.
• Configure alerts or notifications to approvers.
• Ensure that quotes cannot be published until approval is granted.

This protects your pricing structure and margin while keeping the approval process controlled inside HubSpot.

Publish and Share Quotes from HubSpot

After you configure the content, pricing, and signatures, you can publish and distribute the quote.

Publishing a HubSpot quote

1. From the quote editor, select Preview to verify all information.

2. Click Publish (or the equivalent action) to generate a shareable quote link.

3. Confirm the quote status has changed to indicate it is now live and available to the buyer.

Sending the quote to your buyer

Once the quote is published in HubSpot, you can:

• Email the quote link directly from the quote interface.
• Copy the URL and send it via your preferred communication channel.
• Log related communications on the deal record for full visibility.

As the buyer views, signs, or pays the quote, HubSpot can track those actions so your sales team knows exactly where the opportunity stands.

Monitor and Manage Existing HubSpot Quotes

After quotes are sent, you can review their status and performance using standard tools in the HubSpot interface.

Tracking quote status

From the quotes section or from individual deal records, you can typically see:

• Draft, sent, viewed, signed, or expired status
• Date of creation and expiration
• Associated deal value and products

This visibility helps your team prioritize follow-up and keep opportunities moving forward in HubSpot.

Editing or cloning quotes

In some cases, you may need to modify or reuse an existing quote:

• Edit a draft quote to adjust prices or terms before sending.
• Clone a successful quote template to use with a similar prospect.
• Close or expire a quote manually when an opportunity is lost or changed significantly.

Using these options, HubSpot lets you maintain a clean record of all quote activity while still moving quickly when deals evolve.

Useful Resources for HubSpot Quote Setup

For more detailed, version-specific guidance straight from the platform, review the official instructions on how to set up quotes: HubSpot quotes setup guide.

If you need expert help optimizing your sales process, CRM structure, or quote templates, you can also consult a dedicated implementation partner such as Consultevo.

By following these steps and leveraging the built-in tools correctly, you can use HubSpot to generate polished, accurate quotes that support faster, more predictable sales cycles.

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