Configure line items and quotes

Once your deal pipeline is in place, you need a way to attach specific products and prices to each deal. That's what line items and quotes do. Line items connect your product library to deals so the deal amount is always accurate. Quotes turn those line items into professional, branded documents you can send to prospects with e-signature and payment collection built in.

Most teams skip this setup and just type a deal amount manually. That works until you have ten reps all estimating deal values differently, your finance team can't reconcile what was quoted versus what was sold, and nobody can report on which products are driving revenue. Line items fix all of that by making the deal amount a calculated field based on actual products.

How line items connect to deals

Line items sit in the bottom-right section of every deal record, under "Associated records". They represent the specific products or services the customer is buying, pulled from your product library.

Your product library is a central catalogue of everything you sell, with names, descriptions, and prices. Once you've built it, any sales rep can add products to a deal by selecting from the library rather than typing values manually. The deal amount updates automatically based on the total cost of the line items.

To manage your product library: go to Settings > Data Management > Objects > Products. From here you can add products, set prices (one-time or recurring), and add descriptions. Keep your product names consistent, because this is what appears on quotes.

Add line items to a deal

Open a deal record, scroll to the "Line items" section on the right, and click "Add line item". You can either select from the product library or create a custom line item for one-off pricing.

When adding from the library, you can adjust the quantity, apply discounts, and edit the terms (billing frequency, start date). Once you save, the deal amount recalculates automatically.

The key benefit here: when leadership pulls a revenue report, the numbers reflect actual products sold at actual prices, not whatever the rep typed into the amount field.

Create and send quotes

Quotes take the line items on a deal and package them into a branded document you send to the buyer. In HubSpot, you build quotes directly from the deal record.

Click "Create quote" from the line items section of a deal. HubSpot generates a quote that includes:

Your company branding. Logo, colours, and contact information from your account settings.

The line items. Products, quantities, prices, and any discounts or terms you've set.

E-signature capability. The recipient can sign the quote digitally without printing, scanning, or using a third-party tool. This removes one of the biggest friction points in closing deals.

Payment collection. If you've connected Stripe or enabled HubSpot Payments, you can add a "Pay now" button to the quote. The buyer reviews the quote, signs it, and pays, all in one step. This is particularly useful for subscription-based businesses or smaller deal sizes where a formal invoicing process is overkill.

Payment options

HubSpot supports two payment methods:

HubSpot Payments. A native payment processing tool that lets you collect one-time and recurring payments through quotes or standalone payment links. Payment links can be shared via email, chat, or embedded on your website.

Stripe integration. If you already use Stripe, connect it to HubSpot and payments collected through quotes flow into your existing Stripe account.

Both options create a quote-to-cash workflow that keeps everything inside HubSpot. The deal record shows when the quote was sent, when it was viewed, when it was signed, and when payment was received.

Line items and quotes turn your deal pipeline from a tracking tool into a revenue system. Build your product library once, and every deal gets accurate pricing, consistent product names, and a professional quote the buyer can sign and pay in one step. The setup time is minimal compared to the reporting accuracy and deal velocity you gain.