Configure payments and e-signatures

A quote that looks good but requires the buyer to print, sign, scan, and email it back adds days to your close cycle. A quote that lets the buyer sign digitally and pay in the same session removes every barrier between "yes" and revenue. HubSpot's Commerce Hub connects payments, e-signatures, and approval workflows into the quoting process so the handoff from sales to finance happens automatically.

This is the article where the quoting setup becomes a revenue engine. Products, templates, and the quoting process are the foundation. Payments and e-signatures are what turn a sent proposal into collected cash.

Payment options

HubSpot supports two payment paths:

1. HubSpot Payments. Built-in payment processing (currently US-only). Accepts credit cards and ACH bank transfers directly through the quote. The buyer clicks "Pay" on the quote page and completes checkout without leaving HubSpot.
2. Stripe integration. For businesses outside the US or those already using Stripe. Connect your Stripe account in Settings > Payments, and HubSpot routes payments through your existing Stripe setup. Same buyer experience: pay directly from the quote.

When you enable billing on a quote template, the payment section appears automatically. You can configure:

• Automatic vs manual billing. Automatic charges the buyer's payment method on the schedule defined by your line items. Manual means you trigger each charge yourself. For most B2B services, automatic is cleaner.
• Accepted payment methods. Credit card, ACH, or both. ACH has lower fees but slower settlement. Offering both gives the buyer flexibility.
• Checkout fees. If you want to pass credit card processing fees to the buyer (common in some industries), you can enable this in the payment settings. Be transparent about it in your terms.

E-signature setup

E-signatures turn your quote into a binding agreement. When enabled, the buyer sees a signing step after reviewing the quote. They type their name, draw their signature, or use a saved signature to accept the terms.

Key settings:

• Signature type. E-signature (digital, done in the browser) or print-and-sign (buyer downloads, signs physically, uploads). E-signature is faster and has higher completion rates. Use print-and-sign only when legally required in your jurisdiction.
• Countersigners. Add internal team members who need to co-sign. When the buyer signs, the countersigner gets notified to add their signature. Common for contracts that need a manager or legal sign-off on your side.
• Identity verification. When enabled, the buyer receives a verification email before they can sign. They click a link to confirm their identity, then proceed to the signature. This adds a layer of security: you know the person signing is the person you sent the quote to, not someone else who got forwarded the link.

Find identity verification settings under Commerce > Quotes > Settings > E-signature options. For high-value contracts, turn it on. For low-friction quick quotes, you can leave it off.

Approval workflows

Before a quote reaches the buyer, you may want internal approval. HubSpot offers three levels:

1. No approvals. Reps create and send quotes freely. Fast, but risky if you need pricing control.
2. Standard approvals. Designate one or more approvers. When a rep creates a quote, it goes into a queue. Any designated approver can approve or reject it. You can require one approver or all approvers to sign off.
3. Advanced approvals (Enterprise). Build approval logic in the workflow editor. Route quotes above a certain value to the VP of sales, quotes with non-standard terms to legal, quotes for specific product lines to the relevant team lead. This is a full workflow, not just a gate.

Set approvals under Commerce > Quotes > Settings > Approvals. Start simple: if your team is small and pricing is standardised, skip approvals. If you have junior reps or complex pricing, add standard approvals first and graduate to advanced when you outgrow them.

What happens after the buyer signs

A signed quote is a trigger point. This is where automation picks up:

• Deal stage update. Move the deal to "Closed won" automatically when the quote is signed. No manual stage change needed.
• Confirmation email. Send the buyer an automated email confirming their acceptance, with a copy of the signed quote attached.
• Notify the team. Alert onboarding, account management, or operations that a new deal just closed. Use a workflow triggered by quote status changing to "Signed".
• Create a follow-up ticket. Automatically create an onboarding ticket in your service pipeline so the handoff from sales to delivery starts immediately.
• Invoice generation. If you use HubSpot invoices, trigger automatic invoice creation from the signed quote data.

Build these automations in a single workflow triggered by the quote property "Countersigned" or "Signed". The goal: when a buyer signs, the next steps happen without anyone clicking a button.

Quote activity tracking

HubSpot tracks how buyers interact with your quotes. In Settings > Quotes, set your activity thresholds: how many views count as "high activity" versus "low activity". This gives sales reps a signal: a quote with high view activity but no signature might need a follow-up call. A quote with zero views after three days definitely needs one.

Quote activity appears on the deal timeline, so reps see engagement without leaving their pipeline view.

Payments and e-signatures are the difference between a quote that sits in someone's inbox and a quote that converts to revenue the same day it's sent. Configure payment collection, turn on e-signatures with identity verification for high-value deals, set up approval gates that match your team's maturity, and wire post-signature automation so every closed deal triggers the right next steps without manual work.