Create and send quotes

Building templates and setting up your product library are prep work. The real test comes when a rep sits down with a live deal, opens a quote, and needs to get it out the door in under ten minutes. If your quoting process is clunky or unclear, reps will skip it entirely and send pricing in an email, which means no tracking, no e-signatures, and no commerce data flowing back into your pipeline.

This article walks through the full quote creation flow: from deal association to final send. Follow the template and product library setup first, then come here when you're ready to send your first real quote.

Quotes live on deals

Every quote in HubSpot must be associated with a deal. This is not optional. The deal provides the context: who the buyer is (from associated contacts and companies), what stage the opportunity is in, and where the revenue gets reported.

Two ways to start a quote:

1. From the quotes list. Go to Commerce > Quotes, click "Create quote", then search for the deal you want to attach it to. Good for operations or sales managers creating quotes on behalf of a rep.
2. From the deal record. Open the deal, scroll to the quotes card on the right sidebar, and click to add a new quote. This is the fastest path for reps because the deal context is already loaded.

The quote name defaults to the deal name. If your internal deal names are ugly ("ACME-2026-Q2-renewal-v3"), rename the quote to something the buyer should see. This is the title that appears at the top of the document they receive.

Choose your template

After selecting a deal, pick which quote template to use. If you followed the template setup article, you have templates named by purpose: "Standard proposal", "Simple pricing quote", "Renewal". Reps should pick the one that matches the deal type.

The template sets the starting structure: sections, default products, terms. Everything is editable per quote, so the template is a first draft, not a straitjacket.

Set expiry and add buyer comments

Set the expiration date. A quote that never expires signals to the buyer that they can sit on it indefinitely. Standard practice: 14 to 30 days, depending on your sales cycle length.

The comments field is optional but useful. A short note ("Looking forward to working together, let me know if any questions") adds a personal touch without cluttering the formal sections.

Pro tip: use HubSpot snippets here. Hit the # key in the comments field to insert pre-written text blocks. If you send the same comment on every quote ("Valid for 30 days, pricing subject to change"), save it as a snippet so reps don't retype it.

Buyer and seller information

The buyer info pulls from the deal's associated contacts and company. Verify this is correct before moving on: wrong contact name on a proposal is an instant credibility hit.

Seller info pulls from the rep's profile. Make sure every rep has their full name, title, phone, and company name filled in. This appears on the quote and it looks unprofessional when half the fields are blank.

Add and configure line items

This is where the money lives. Add products from your library or create a one-off line item for something custom. For each line item you can adjust:

• Quantity. Defaults to 1. Change it for volume deals.
• Unit price. The library default pre-fills, but reps can override for negotiated pricing.
• Billing frequency. One-time or recurring (monthly, quarterly, annually). This determines how the quote separates charges and calculates total contract value.
• Discounts. Per-item discounts (fixed amount or percentage). Apply these in the expanded line item editor for full control. The discount column only appears on the quote if at least one item has a discount, so it stays clean for full-price quotes.

The totals section updates live as you add items. It separates one-time charges from recurring subtotals, so the buyer sees the full picture at a glance. You can also add quote-level discounts, additional fees, and tax from this screen.

Customise sections before sending

Even though the template sets the structure, reps can edit every text section on a per-quote basis. This is where proposals go from generic to personalised:

• Edit the project overview to reference the buyer's specific situation
• Add or remove custom sections (timelines, team bios, case studies)
• Hide sections that don't apply to this deal
• Adjust terms for special conditions the buyer negotiated

The template gives the 80% starting point. The rep customises the remaining 20% to make it feel written for this specific prospect.

Review and share

The final step is a full preview. Check it on both desktop and mobile. Then you have three sharing options:

1. Email. Send directly from HubSpot. The quote is embedded as a link in the email, and HubSpot tracks when the buyer opens it.
2. Copy link. Paste into any communication channel: Slack, WhatsApp, your own email client. The link opens the quote as a hosted web page.
3. Download PDF. For buyers who want a local copy or need to forward it internally. The PDF mirrors what the web version looks like.

Once shared, the quote appears on the deal record with its status (draft, pending, signed, paid). Sales managers can see at a glance which deals have outstanding quotes and which are waiting for signatures.

A clean quoting process removes friction from the final step of your sales cycle. When reps can go from deal to sent quote in under ten minutes, they send more quotes, send them faster, and close deals sooner. Build the habit of quoting from templates rather than emailing pricing, and your commerce data will be accurate from day one.