Access the quote template builder
Go to Settings, then Objects, then Quotes. Click "Quote templates" and then "Create template". HubSpot's template editor is a drag-and-drop builder similar to the email editor.
Start with a blank template rather than the default. The default template works but looks generic. Building from scratch lets you match your brand exactly.
Design the header
Add your company logo (upload it in Settings, then Account Defaults, then Branding, if you haven't already). Set the header background colour to match your brand. Include your company name and address.
Add recipient details that pull automatically from the deal and contact records: company name, contact name, and contact email. These populate via personalisation tokens when a rep creates a quote.
Configure the line items table
The line items section displays everything the prospect is buying. Configure which columns to show: item name, description, quantity, unit price, discount, and total. Hide columns you don't use to keep the table clean.
Choose how to display recurring vs one-time items. You can group them in separate tables ("Monthly services" and "One-time fees") or list everything together with a frequency column. Separate tables are clearer for complex quotes.
Add terms and conditions
Add a rich text block below the line items for terms and conditions. Include: payment terms (net 30, net 15, due on receipt), contract duration and renewal terms, cancellation policy, scope limitations (what's included and what's not), and any legal disclaimers your team requires.
Create different templates for different terms. A standard template for most deals, an enterprise template with custom terms, and a renewal template with simplified scope. This prevents reps from editing terms on individual quotes, which creates legal risk.
Enable e-signatures and payment
Toggle on e-signatures in the template settings. When enabled, the recipient can sign the quote electronically from the quote link. HubSpot records the signature timestamp and IP address.
If you want to collect payment at signing, enable the payment link option. Connect HubSpot Payments or Stripe under Settings, then Payments. When a prospect signs the quote, they're prompted to enter payment details. This shortens the time between agreement and first payment, especially for smaller deals.
Test the template
Create a test quote using your new template. Review it as a prospect would: does the branding look right? Are line items clear? Do the terms make sense? Is the signing experience smooth? Send the test quote link to a colleague and ask them to go through the full experience including signing.
Check the quote on mobile. Many decision-makers review and sign quotes on their phone. If the template doesn't render well on mobile, simplify the layout: reduce column count, increase font size, and ensure the signature button is easy to tap.
