HubSpot's quotes tool lets you send a buyer a branded quote they can accept, sign and pay from one link. As of October 2026 it's part of HubSpot's CPQ in Revenue Hub Professional or Enterprise, and you need a Revenue Hub seat to create and edit quotes.
The seat is where people trip. If you've been using legacy quotes and someone assigns you a Revenue Hub seat, you lose access to legacy quotes and your legacy quote templates, unless a Super Admin has turned on the setting that lets you choose between the two. Without that setting, the only way back is changing the seat to a core or view-only seat. Check this before you hand out seats to a sales team mid-quarter.
What a HubSpot quote is connected to
A quote is built from a deal and sent to the buyer to review. Once accepted, it can create a contract, generate invoices from its line items and, if it has recurring line items, create subscriptions, depending on how your account is set up. Each deal has one primary quote, and the deal amount and line items always match it. Publishing a quote makes it primary automatically, and an accepted quote takes over from a published one. If you're still working out which Hub you need, my guide to HubSpot Sales Hub covers the sales side.
Quotes move through Draft, Pending approval, Changes requested, Publishing, Published, Accepted, Expired, Void and Archived. A PDF is generated when a quote is published. Signing is tracked separately, as Not applicable, Pending signature or Signed.
Settings to configure before the first quote
- Click the settings icon in the top navigation bar.
- In the left sidebar, in the Data Management section, click Objects.
- Click the Select an object dropdown menu and select Quotes.
- Set the Default from address, and decide whether users can send from other email addresses.
- Under Buyer authentication, choose No authentication, Optional authentication or Required authentication.
- Set a default expiration period between 1 and 365 days, and a default quote value of Quote amount or Total contract value.
- On the Reminders tab, schedule reminder emails a set number of days after sending or before the expiration date.
- On the E-signature tab, decide whether signers must verify their identity, and choose a team email address to send from.
You need Super Admin permissions to set up the quotes tool. The logo and colours come from your quote branding settings or brand kit, and updating them won't change quotes that are already published. Quotes are hosted on your landing page primary domain unless you connect another one for them.
Why the quote link needs protecting
This is the setting I'd change first. HubSpot says a quote link is public if the quote doesn't require email verification and isn't password-protected. Anyone with the link can view and sign it, and if your buyer forwards it, whoever receives it may be able to sign too. Downloading the PDF from the quote email doesn't need a password either. If you turn on identity verification, the buyer has one hour after clicking Verify email to finish signing.
Expiry has a wrinkle as well. A quote won't expire if the buyer accepted or e-signed it before the expiration date, and one that's accepted but not yet countersigned or paid won't expire either.
Approvals and quote rules
| Feature | Standard approvals | Advanced approvals |
|---|---|---|
| Subscription | Revenue Hub Professional or Enterprise | Revenue Hub Enterprise |
| How quotes are picked | Property filters | Property filters plus workflow-based rules |
| Approvers | Up to 10 | Up to five sequences, ten approvers in each |
| Who must approve | One approver, or all of them | All, any, or in priority order |
You can't run both types at once. Approvers can't approve their own quotes, and if a designated approver creates a quote and is the only approver, it doesn't need approval. To approve, a user needs Super Admin, or both Approve quotes permissions and Edit permissions for deals.
Quote rules, on Revenue Hub Enterprise, go a step further. They can require or block products being sold together, limit quantities and cap discounts, and you choose whether a broken rule shows a warning or blocks publishing. You can describe a rule in a prompt and let Breeze Assistant draft it, and HubSpot recommends testing rules in a sandbox first.
E-signature credits
E-signatures are powered by Dropbox Sign, and you don't need a Dropbox Sign account to use them. Your account has a pooled monthly limit based on your subscription and number of Revenue Hub seats. HubSpot's examples give Revenue Hub Professional 25 for each seat and Revenue Hub Enterprise 50, and the limit resets on the first of each month.
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How credits get spent is the catch. One credit is used every time a new signing envelope is generated, which happens when an e-signature quote is published and again if it's edited after publishing. The quote doesn't have to be signed for the credit to count, and expired, deleted, archived and recalled quotes still count. Resending an expired or recalled quote uses another. A quote with three signers counts as one. Keep images small too, because quote PDFs larger than 40 MB may not verify or sign.
My verdict on HubSpot quotes
I'd use HubSpot quotes if you're already on Revenue Hub and want quote, signature and payment in one link tied to the deal, with approvals stopping big discounts going out unchecked. I'd skip switching a team over mid-cycle if they rely on legacy quote templates, and I'd turn on a password or email verification before the first quote goes out. To see how quotes convert, my guide to HubSpot reports shows you where to look.
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Frequently asked questions
Do I need Revenue Hub to use HubSpot quotes?
For the current quotes tool, yes: Revenue Hub Professional or Enterprise and a Revenue Hub seat, as of October 2026. Accounts without it may have legacy quotes instead.
Can anyone sign a HubSpot quote link?
If the quote has no password or email verification, anyone with the link can view and sign it.
How long can a HubSpot quote stay open?
You can set a default expiration period between 1 and 365 days. Quotes accepted or e-signed before that date don't expire.
How many approvers can a HubSpot quote have?
Up to 10 with standard approvals. Advanced approvals allow up to five sequences with ten approvers in each.
Does an unsigned quote use an e-signature credit?
Yes. A credit is used each time a signing envelope is generated, whether or not the quote gets signed.
