How to Use E-signatures with Quotes in Hubspot

Using e-signatures with quotes in Hubspot helps your sales team close deals faster, stay compliant, and keep every approval fully tracked inside your CRM.

This guide walks you through requirements, setup, sending, signing, and managing e-signed quotes so you can streamline your sales process.

Requirements for Hubspot Quote E-signatures

Before you enable e-signatures on quotes, confirm that your Hubspot account and users meet the built-in requirements.

Hubspot subscriptions and add-ons

E-signatures for quotes are available on specific Hubspot subscriptions and regions. Check the official documentation for the most up-to-date limits and availability.

Confirm your Hubspot subscription supports quotes.
Verify any limits on the number of e-signatures per month.
Review regional restrictions if you work across multiple countries.

User permissions in Hubspot

Only users with the right permissions can create and send e-signable quotes.

Ensure users can create, edit, and publish quotes.
Grant access to deals and contacts associated with each quote.
Limit publishing rights to trusted team members to control which quotes are sent for signature.

For more detail on requirements and availability, review the official Hubspot knowledge base article on e-signatures for quotes here: Hubspot e-signatures with quotes.

Configure E-signatures on Hubspot Quotes

Once you confirm access and permissions, configure the basic options that control how e-signatures work on quotes in Hubspot.

Set default signature options

When creating a quote, you can specify how signatures will be collected.

Navigate to a deal record where you want to create a quote.
Click to create a new quote from the quotes section of the record.
In the quote editor, locate the section for signing options.
Choose to require e-signatures from one or multiple parties.

Define who must sign, such as a primary contact, additional stakeholders, or an internal counter-signer from your team.

Add signers from Hubspot records

To keep data consistent, you should add signers directly from contacts and company records already stored in Hubspot.

Select the primary contact who will receive and sign the quote.
Optionally add additional signers when multiple approvals are needed.
Confirm each signer’s email address and role on the quote.

These signers will receive a secure link to review and accept the quote via e-signature.

Create a Quote in Hubspot for E-signature

The process for creating quotes in Hubspot stays similar; you simply enable and configure the e-signature options during creation.

Build the quote content

Open the deal record in Hubspot that you want to quote.
Click the option to create a quote.
Select the template that matches your sales or brand needs.
Add or confirm line items, quantities, discounts, and taxes.
Review currency, term dates, and other commercial details.

Make sure all pricing details are accurate before you move on to signature settings, since any change after sending may require a new quote.

Configure Hubspot quote settings

In the quote editor, configure these key settings before sending:

Expiration date: Set when the quote will no longer be valid.
Payment options: If available, enable online payments alongside e-signatures.
Language and locale: Match the customer’s region and language.
Terms and conditions: Add or reference standard legal text used by your business.

These settings define how long the quote is active and what the buyer agrees to when they sign.

Send a Hubspot Quote for E-signature

After preparing the quote and specifying signers, you are ready to send it for electronic approval.

Send the quote from Hubspot

Click the button to finalize or publish the quote.
Confirm the list of signers and their email addresses.
Choose to send the quote link via email from Hubspot or copy the link to share manually.
Customize the email subject and body to match your brand voice.

Hubspot generates a secure, unique URL for each quote that signers will use to review and sign.

What your customer sees

When your customer opens the quote link:

They can review all items, pricing, and terms.
They see clear prompts guiding them through the e-signature steps.
They can sign electronically following the instructions on the quote page.

Once they confirm, Hubspot records a legally recognized electronic signature according to the supported standards and regions listed in the official documentation.

How E-signatures Work on Hubspot Quotes

Understanding what happens behind the scenes helps you answer client questions and maintain compliance.

Signature methods supported

Depending on your region and account, Hubspot supports multiple ways for signers to confirm their agreement, such as clicking to accept or typing a name according to local rules.

These methods are designed to meet common electronic signature regulations, but you should always consult your legal team for jurisdiction-specific requirements.

Audit trail and records in Hubspot

Every signed quote includes an audit trail stored in Hubspot.

Date and time of each signature event.
Identity of the signer as recorded from the contact record.
Status changes of the quote (sent, viewed, signed, expired).

This history helps sales, finance, and legal teams verify who signed, when they signed, and which version of the quote was approved.

Track and Manage Signed Hubspot Quotes

After sending quotes, your team can track their status and follow up directly from Hubspot.

Monitor quote status

From the quote dashboard or deal record, sales reps can monitor:

Whether a quote has been sent or is still in draft.
When a recipient has viewed the quote link.
When each signer completes their e-signature.
Whether the quote has expired without a signature.

Use these insights to trigger reminders or follow-up calls at the right moment.

Access signed documents in Hubspot

Once fully signed:

The quote’s status updates to reflect completion.
Sales teams can download or view the final signed copy.
Internal stakeholders can reference the signed quote when creating invoices or fulfillment tasks.

Because everything is stored in Hubspot, you get a single source of truth for the entire lifecycle of the deal.

Best Practices for Using Hubspot E-signatures

Smart configuration and consistent processes help you get the most value from e-signatures in your sales system.

Standardize your quote templates

Create a small set of quote templates inside Hubspot that cover your common sales motions.

Align design and branding across every quote.
Keep terms and conditions consistent where possible.
Preconfigure signature settings for one-signer or multi-signer workflows.

This reduces errors and creates a familiar, trusted experience for buyers.

Align legal and finance with Hubspot workflows

Work with legal and finance to ensure your e-signed quotes meet internal policies.

Have legal review default terms and any custom clauses.
Coordinate with finance on how signed quotes feed into billing.
Document when a new quote version is needed vs. amending an existing one.

Document these rules in a sales playbook and link directly to your Hubspot processes.

Where to Learn More About Hubspot E-signatures

To go deeper into technical details, exceptions, and regional rules, always reference the official guide: Use e-signatures with quotes in Hubspot.

If you need expert help optimizing your CRM, quotes, or sales operations around Hubspot, you can also explore consulting resources such as Consultevo for tailored support.

By following the steps in this guide and aligning your internal teams, you can use e-signatures with quotes in Hubspot to shorten sales cycles, reduce manual paperwork, and give customers a fast, secure way to approve every deal.

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